By default, the email used to create the account will be an Administrator role, and during this account creation process, you can invite other users to the account with optional admin access.
Roles and permissions are created and managed under Account > Access in the navigation menu.
This page shows what role is assigned to each user, the groups that each user has access to, and who has SSO enabled for login requirements. Changing passwords and managing user access such as, inviting new or deleting users access and assigning roles can also be done here.
There are three roles inside your ActivTrak account -- Admin, User, and Team Viewer. Admins can change roles for individuals via the Role drop-down at any time. This new column takes the place of the former Admin/No-Admin checkbox column displayed previously.
These different roles are designed to provide flexibility to choose how individuals use your ActivTrak account. Each role has varying access and permission levels to product capabilities.
The Team Viewer role, specifically, helps provide visibility to important productivity reports and restricts access to other data and settings which may not be necessary and may slow down the app's performance. Team Viewer is best suited for:
- Customers looking to expand logins to Frontline Managers and team/project leaders
- Customers concerned with the broad level of access the User role provides
- Large customers with ActivTrak application performance concerns
The roles available and their access levels are as follows:
|Typical Audience||Account Owner||General Use||Managers|
|Access Level||FULL Access to all data and settings within the ActivTrak account.||READ-ONLY Access to own personal data as well as assigned groups. Can view activity logs, alarms, reports and export data as needed.||READ-ONLY LIMITED Access to own personal data as well as assigned groups, limited to views of productivity reports.|
|Purpose||Oversee and manage the entire ActivTrak account, user access rights and security. Can make technical support and billing requests on the account’s behalf.||View dashboards and key features, export data to share with others as needed.||View productivity reports for themselves and their team(s). Can also be assigned to team members for similar access.|
|Activity Level||Maintain the account. May or may not use the data or report insights. Configures settings, alarms, access, activity classifications, etc.||View dashboards and reports for their assigned groups. Can export data if needed. View alarms, but can’t make changes or add alarms. Users have the ability to modify their individual ActivTrak Profile.under the Account tab.||View dashboards and reports for their assigned groups. Can see group and user-level insights, but drilling down to specific activities and exporting data are restricted. Users have the ability to modify their individual ActivTrak Profile.under the Account tab.|
NOTE: It is each customer’s decision whether individuals are given access to view their data on app.activtrak.com. We recommend transparency and communication with employees on the access and use of ActivTrak data to get the most value. For those who do have access, they will be able to access their personal data and those of groups they are added to (“Viewable Groups”).
Adding New Users & Role Selection
To invite a user, simply click on the “New ActivTrak ID” button at the top left of your screen. By clicking on this a new invite dialog box will appear ready to be filled out and submitted.
NOTE: ActivTrak provides a security audit log where everything is logged in order to ensure compliance. Also If a user is given a role other than admin, they will receive their invite, but will not be able to view any data until assigned a viewable group.
To assign either a selected group to view or give the ability to view all data for all users and computers, click the “Viewable Groups” button by that “User”.
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