How to Export and Manage Data

There are four main ways you can export data from the ActivTrak application. Depending on how your organization uses its ActivTrak data and how often the data is needed outside of the app, you can choose to:

1. Directly export it from a Live Report

2. Download it from an Insights Dashboard

3. Create email subscriptions to Insights Dashboards

4. Use ActivConnect (available as an add-on to paid plans)

To see other export options available to Admins, such as Agents, Groups, and Screenshots, click here.

Note: Export limits vary by plan. Review your plan's export limit here.

1. Live Report Exports

You can directly export data from ActivTrak’s Live Reports to easily access your ActivTrak data within a CSV file or Google Sheet. 

To directly export data from Live Reports, navigate to Live Reports > select a live report (ex: Working Hours Report) > click the "Export" button in the top right-hand corner. From there, select whether to export the current page or all pages, if applicable, then select your format preference: ‘Download’ for a CSV file or ‘Save to Google’ to export data into a Google Sheet.

Your export will initiate and you are free to close the following message and navigate the application freely. While the export is in progress, you will notice the export button changes from “Export” to “Exporting…” If you would like to cancel the export, click on the Exporting button, select ‘Manage Export’ and then click ‘Cancel Export’.

When your export is complete, you will be presented with a success message:

Notes: 

• You can only export one live report at a time. 
• Export limits vary by plan. Review your plan's export limit here.
• To export the graphs from these reports, navigate to Dashboard > Print Page to print copies or save them as color PDF files. 

Depending on the type of report and the volume of data it contains, you may need to adjust your data export strategy. When exporting reports that aggregate data, such as Top Websites, Top Applications and Top Users, we recommend setting the time frame to one month or less, and selecting one group at a time with 25 or fewer members.

When exporting reports that contain significantly higher volumes of data — like the Activity Log and Working Hours, where data is not aggregated — we recommend limiting the time range to a maximum of a few days and selecting a group with no more than 25 users.

If you need to regularly export data for more than 25 employees and/or for a longer time period, we recommend using ActivConnect to efficiently export and access your data.

2. Download Insights Dashboards

Similar to Live Reports, each Insights dashboard can be downloaded as a CSV or PDF. 

To directly export data from Insights reports, navigate to Insights > select an Insights dashboard (ex: Work Efficiency) > click on the three-dot menu in the top right corner > select “Download”. From there, select your download format preferences. 

3. Email Subscriptions to Insights Dashboards 

For a more automated approach, you can schedule Insights Dashboards to be delivered at regular intervals to specific app users via our email subscription functionality. Learn more here. 

4. Use ActivConnect with BI Tools (Paid Plans only)

You can leverage the ActivConnect add-on to access your data directly, connect to external data visualization tools (e.g. Tableau, PowerBI) and connect with other data sources. Learn more here.

OTHER ADMIN EXPORT OPTIONS

Agents

If you need to pull data on User or Computer Agents, you can export data from either of these pages by navigating to Settings > Users & Groups > User Agents or Computer Agents > select “Export” in the top right corner. 

This will provide a CSV of all the data within the User or Computer Agent pages. 

Groups

To download data on all the teams or groups of employees in your ActivTrak account, navigate to Settings > Users & Groups > Groups > select “Download” in the upper right corner. This will provide a CSV of all the groups and their members. 

For more details on bulk edits to groups, click here.

Screenshots

Screenshots are available with the Screen Details Add-on and are created as a result of alarms. Keeping screenshots within the app itself ensures you maintain context of when the screenshot was taken, from which computer and the alarm conditions that triggered the screenshot. If high resolution images are needed, you have the option to export screenshots.

Navigate to Alarms > Screenshots > History then select the Export Screenshots dropdown in the upper-right of the screen and select either “Current Page” or “All Pages” > Download. You have the option to download the screenshots either to a zipped folder on the computer or send them to a connected Google Drive account.

Note: To ensure screenshots are successfully exported, narrow down the report to a shorter time frame and fewer users. 

Paid accounts have the ability to export all or individual screenshots:

• Navigate to Alarms > Screenshots > History.
• Adjust filters to narrow down the dates, activities, etc., and then open the individual screenshot.
• Left-click on the screenshot to zoom in, and then right-click and save the image.

For additional assistance, reach out to our Support team.

Learn More:

• FAQ: ActivTrak’s Data Retention Policy & Data History
• Subscription Differences
• What Data Does ActivTrak Collect?