User Roles & Permissions

Each User Role comes with a default set of permissions that can be customized. It’s important to configure your account User Roles appropriately to maintain employee privacy and limit access to account settings. As access needs change, Admins can update User Role assignments on the Role Access page (Settings > Access > Role Access).

Note: Alternative methods are available for stakeholders across your organization to view and utilize ActivTrak's valuable workforce data insights without direct access to the ActivTrak app. They include email subscriptions (available in select plans) and integration with external applications like BI tools (available with the ActivConnect API add-on).

Contents

• User Roles in ActivTrak
• Default User Role settings
• Customizing User Roles & permissions
• Date filter options
• Inviting & managing Users
• Best practices for granting data access to employees
• Learn more

User Roles in ActivTrak

While you can configure and assign ActivTrak User roles to meet your organization’s unique needs, the information below provides an overview of each role's default permissions and guidelines to help you determine the appropriate role for various account Users.

By default, the email used to create your ActivTrak account will be assigned an Admin role.

Admins can invite new Users into the ActivTrak account and must assign each User a role to determine appropriate ActivTrak access and permissions. The four User Roles in Activtrak are Admin, Configurator, Power User and Viewer. Each one determines how Users can access the ActivTrak App.

Admin

Admins administer your entire ActivTrak account without necessarily consuming its data and insights. Note: Admins have access to all Users in the account

• Best for: IT or other trusted account owner
• Key function(s): Oversee and manage the entire ActivTrak account, invite and remove Users, assign User roles, manage groups, configure settings, manage alarms and classify activities
• Limitations: None

Configurator

The Configurator role is ideal for business administrators and HR who need the ability to create and manage groups that map to teams, assign activity classifications (productive, unproductive, collaborative), and access workforce insights to improve business outcomes. Note: Configurators have access to all Users in the account.

• Best for: Business administrators, department heads and HR.
• Key function(s): View data for all Users and groups, create and manage groups, and manage activity classification and alarms.
• Limitations: Unable to provide app access to new Users, assign or change User Roles, install or delete Agents, or upgrade/add licenses to the account.

Power User

The Power User Role is ideal for team managers and executives who need insight into team-wide or organization-wide productivity and work habits, but do not require configuring groups or account settings.

• Best for: Mid-level team managers, executives or analytics teams to view a wide set of users and data.
• Key function(s): View data fo high level with the ability to drill down into specific activities
• Limitations: Unable to see the data of Users on other organizations or teams, manage Users or Groups, or manage any account settings

Viewer

The Viewer role is ideal for people managers and executives who need to view Activtrak dashboards and assess their team's progress toward goals.

Providing End-Users access to their work data 

Most organizations do not add individual contributors as App Users but instead subscribe them to their Personal Insights (available in select plans).

• Best for: People managers
• Key function(s): Can view high-level data for themselves and team members
• Limitations: Unable to see the data of Users on other organizations or teams, or manage Users or groups. They also cannot drill down into the details of activities or access any account settings.

Organizations with ActivConnect and BI reporting can create custom white-labeled Personal Insights reports.  

Default User Role settings

Account Access & Management

Alarms

*Available with the Screen Details (Add-on).

Users & Groups

Home

*Available in select plans

Executive Summaries*

*Available in select plans

Workforce Management

Technology & AI Usage

Insights*

*Available in select plans

API & Integrations

Learning & Product Updates

Customizing User Roles & permissions

Before inviting new Users to your account, ensure that each User Role grants the appropriate level of access for your organization’s unique needs.

To view and configure the permissions assigned to each role, Admins can visit the Role Access page (Settings > Access > Role Access). 

From here, they can customize permissions for each role.

• To grant access: Select individual dashboards and features. A green checkmark will appear to confirm your selection(s).
• To remove access: Deselect individual dashboards and features. An empty checkbox will appear. 

Changes to User Role permissions will take effect immediately for all Users assigned to that role, as well as for Users you invite to the account going forward. If a User is logged into the ActivTrak app when role access settings are changed, the new settings will not be reflected until the User’s next login. 

Note: Any Role Access configuration changes made to the ‘Admin’ role will apply to all Admins on an account, and those changes won’t be reflected until each Admin logs out and back in. Any report or feature blocked for a particular role will not appear in the app navigation or the Dashboard (if applicable).

Note: While Power Users and Viewers will have access to any pages you choose, the dashboards and reports they view will only display data for their Viewable Groups.

Some default settings cannot be overwritten

Configurators can only be given limited access to Settings. Granting Access to All Settings for the Configurator role enables access to the following tabs:

• Classification
• Access > ActivTrak Profile, Weekly Digest
• Users & Groups > Groups
• Blocking
• Tracking Schedules
• Time Zone

Power Users & Viewers cannot be given access to Settings.

Viewers have limited access to Team Pulse. Selecting the 'Team Pulse' checkbox for the Viewer role will not give them access to the Screen View tab.

Alarm access is limited to Read-Only for Power Users, and cannot be given to Viewers

Note: If you make changes and wish to revert to the default settings of each User Role, click Reset to Default in the upper right-hand corner of the Role Access page. (See the Default User Role settings matrix for a detailed breakdown of the default settings of each role.)

Date filter options

If you scroll down further on the Role Access page, you will find the Date Filter Options table. Here, you can select the date filters available to Users on Dashboards that utilize Live Data. Note: Date filter options do not apply to Dashboards that utilize Insights. Limiting filter options to shorter timeframes ensures faster load times. Available options include:

• One Day
• One Week
• One Month
• One Year
• Custom Range

Inviting & Managing Users

To invite and manage Users, visit the App Access page (Settings > Access > App Access).

Here, Admins can:

• Invite new Users to the account
• Assign User Roles for new Users
• Change User Roles for existing Users
• View and assign viewable groups (the groups whose data a User can see)
• Delete Users
• Change User passwords

Invite a new User

Click Add New ActivTrak ID in the upper left-hand corner of the App Access page to invite a new User to your account. Enter the User's name and email address, then select the User Role you want to assign to that User from the dropdown options in the "Role" column. You can also change a User Role at any time by selecting a new option here.

View and assign viewable groups

To view or assign Viewable Groups, find a User's name in the App Access table and click the value that appears under 'Viewable Groups' in that row. Then select the groups that the User can view and/or set goals for (as shown in the screenshot below). Note: Goal-setting only applies to accounts with Insights enabled.

By default, Admins and Configurators can view data for all groups, while Power Users and Viewers can view data only for their Viewable Groups.

Selecting All Users and Groups (current & future) grants a User access to all existing groups and to groups created later.

Note: Users assigned a Power User or Viewer role will not see data in the account until they are assigned to at least one Viewable Group. 

Delete Users or change a User's password

To delete a User or change a User's password, click the 3-dot menu in the far-right column of the row corresponding to a User.

Select Delete to delete the User. Select Change Password to change a User's password.

Note: You must enter a User’s current password to change it.

Best practices for granting data access to employees

ActivTrak's data insights can empower employees to self-manage and make necessary adjustments to improve productivity, achieve better work-life balance and form healthier work habits. If you'd like to grant employees access to their ActivTrak data, you have options:

• Subscribe them to Personal Insights. They will receive an email at customizable intervals with key insights into their productivity and work habits. Note: This option does not require direct ActivTrak app access, but is only available in select plans.

• Share data and reports via external applications, such as BI tools. Note: This option does not require direct access to the ActivTrak app, but it does require a paid ActivTrak plan and the ActivConnect API (Add-on).

• Grant Viewer role access. The Viewer role allows an employee to view data for themselves and others you may want to grant access to (such as team members), but does not allow them to drill down into activity details or access any account settings. You can customize the Viewer role by following these instructions. Note: This option requires direct ActivTrak app access and is not our top recommendation for granting employees access to their data, as setup can become cumbersome. Each employee would need to be set up as a separate group, with only themselves included.

Learn more

• The ActivTrak Trust Center
• Data Privacy and the ActivTrak Platform
• How ActivTrak Respects Employee Privacy
• Getting Started with ActivTrak: Guided Account Setup
• Contact Support