ActivTrak's Insights dashboards and features help you make collaborative, data-driven decisions that improve business outcomes. Never miss a thing by setting up custom email subscriptions. With email subscriptions, you can specify which Insights are delivered via email, who receives them, and at what frequency.

(Note: Users' access to dashboards and features may vary based on account configuration. ActivTrak Admins can adjust access settings by assigning user roles and permissions.)

Learn more about how to:

• Self-subscribe to Insights dashboards & features
• Subscribe others to Insights dashboards & features
• Create automated exception reports to get notified about work policy violations
• Share Personal Insights with team members
• Manage email subscriptions across your account

An overview of how to share Insights via email subscriptions

Self-subscribe to Insights dashboards & features

Application users can self-subscribe to Insights Dashboards and Coaching Opportunities to receive regular updates on a daily, weekly, or monthly basis.

Note: Depending on your plan, you may not have access to all Insights Dashboards or Coach.

• Navigate to the dashboard or Coach tab that you want to subscribe to.
• Use the filters to adjust the data displayed in the dashboard (ex. team, date range, weekdays vs weekends). Click "More" to reveal additional filter options.
• Click the Refresh icon in the upper right-hand corner of the dashboard to apply the selected filters.
• Click the "Subscribe" button at the top of the page. From here, you can give the subscription a unique name, select your preferred delivery schedule and report format, and add a personalized message to be included with the report (expand "Email Message" section).
• Expand the "Filters" section to confirm that the desired filters are applied. Note: Filters cannot be edited once an email subscription has been created. (You will need to delete the existing subscription and create a new one with the updated filter selections.)
• Click the "Save Subscription" button.

Dashboards can also be emailed on an immediate, one-time basis by clicking the 'Send Now' button when creating a new subscription or editing an existing one.

Subscribe others to Insights dashboards & features

Subscribe other ActivTrak users to Insights Dashboards and Coaching Opportunities to keep teams aligned and foster a culture of transparency and collaboration. After clicking the 'Subscribe' button on the dashboard you are creating a subscription for, start typing the email address of the app user you want to subscribe, and the email will auto-populate. Multiple users can be added to one subscription, so everyone receives insights on the same cadence.

Note

• In order for app users to create email subscriptions for other users, the Subscriptions & Sharing setting must be enabled. Admins can adjust this setting via the Insights Configuration Page (Insights > Configuration > Subscriptions). This setting is enabled by default.

• This functionality is not available for Personal Insights dashboards, as this data is only intended to be shared one-to-one with the associated user.

Create automated exception reports to get notified about work policy violations

You can create custom reports based on employee behavior to get notified via email when employees aren't working as expected. For example:

Identify employees who worked less than 6 hours yesterday

• From the left app navigation, select Insights > Activity Breakdown, then navigate to the Users tab at the top of the dashboard.
• In the filters section, change the Activity Date to Yesterday. Select the appropriate Team. Click "More," then select Productive Hrs/Day is < 6.
• Click the refresh icon in the upper right-hand corner of the dashboard.
• Click the teal "Subscribe" button at the top of the dashboard.
• Click the pencil icon below "Subscription Name" and enter a descriptive title (ex. "Employees Who Worked Less Than 6 Hours Yesterday").
• If you'd like to share the report with others, enter their email addresses in the Recipients field. (Note: Only people with access to your ActivTrak account can be added as recipients.)
• Set Recurrence to Daily. Select your desired format (PDF or PNG) and the time of day you'd like to receive the email.
• Check the "Include Link to Dashboard" box so you can drill down for more information directly from the email.
• Click the teal Save Subscription button.

Identify employees who worked less than 3 days in the office last week

• From the left app navigation, select Insights > Location Insights, then navigate to the Users tab at the top of the dashboard.
• In the filters section, change the Activity Date to Last 7 Days. Select the appropriate Team. Click "More," then select Days in the Office is < 3.
• Click the refresh icon in the upper right-hand corner of the dashboard.
• Click the teal "Subscribe" button at the top of the dashboard.
• Click the pencil icon below "Subscription Name" and enter a descriptive title (ex. "Employees In Office Less Than 3 Days").
• If you'd like to share the report with others, enter their email addresses in the Recipients field. (Note: Only people with access to your ActivTrak account can be added as recipients.)
• Set Recurrence to Weekly, then choose the day of the week you'd like to receive the email, your desired format (PDF or PNG) and the time of day you'd like to receive the email.
• Check the "Include Link to Dashboard" box so you can drill down for more information directly from the email.
• Click the teal Save Subscription button.

Share Personal Insights with team members

Leaders and team managers can share the Personal Insights Dashboard with employees to help them design their days and develop habits that improve the work experience and well-being.

As the manager of a team, you can follow the steps below to share the Personal Insights Dashboard via email with your direct reports, even if they do not have an ActivTrak login. The only requirements are that you are an ActivTrak application user and have access to team members’ data.

How to Share Personal Insights

For app users to share Personal Insights, the Subscriptions & Sharing setting must be enabled. This setting is enabled by default, and can be adjusted by admins via the Insights Configuration Page (Insights > Configuration > Subscriptions).

Important Note: By enabling the Subscriptions & Sharing toggle, your company agrees that it will obtain all required consents from an employee prior to using the ActivTrak application for capturing and sharing activity data with the employee, other employees, or representatives of your company. ActivTrak's Terms of Use and Privacy Policy continue to apply.

Creating a New Subscription

1. To access team members’ Personal Insights Dashboards, click Personal Insights within the Insights section in the left app navigation.

• The first time you navigate to this page, the dashboard will default to the first user (sorted alphabetically) within your Viewable Groups. From the 'User' filter, select the person whose Personal Insights you want to view. When you return to the Personal Insights page, the dashboard will default to the most recent filter selection.

2. Once you are in the selected user’s Personal Insights Dashboard, you can adjust the 'Day Type' filter to exclude data collected on weekends/weekdays from the dashboard reports. The subscription will reflect this filter selection. (To change the filters used in an existing subscription, you must delete the subscription and create a new one with the updated filter selections.)

3. Click on the Subscribe button located in the upper right-hand corner of the dashboard.

4. By default, the email address you use to log into the ActivTrak application will automatically populate in the 'Recipient’s Email' field. Clear it by clicking on the X mark, then enter the email address of the user you want to share with. Note: Personal Insights should only be shared with the user whose data is displayed. When creating or editing a subscription, you can expand the 'Filters' section in the subscription editor to verify the recipient.

5. Edit the subscription name by clicking in the text field to the left of the pencil icon. The subscription name will appear as the subject line of the email. Expand the 'Email Message' section to write a personalized message or use the default text.

There are two options for sharing the dashboard:

• Click 'Send Now' to send an immediate, one-time email.
• Configure the Recurrence, Day, and Time fields to email a snapshot of the dashboard on a daily, weekly, or monthly basis.

6. Click 'Save Subscription' to complete the process. You will be taken back to the Personal Insights Dashboard.

7. To set up an email subscription for another team member, select the user’s name from the User drop-down and click the refresh button to the far right.

8. Click on the Subscribe button located in the top right corner and select Create New Subscription, then repeat steps 4-6 above. Repeat this process for each team member you'd like to subscribe. Note: Be sure to enter the correct email address for each subscription to ensure individuals receive their own data.

9. To edit existing Personal Insights subscriptions, click the Subscribe button in the upper right-hand corner of the dashboard. Click the 3 dots to the right of each subscription to edit or delete it, or click 'Send' to trigger a one-off email to the associated recipient.

Manage email subscriptions across your account

Admins and Configurators have the ability to view and manage Insights email subscriptions created by any app user on their account from a centralized Subscription Management Dashboard. 

From this page, Admins and Configurators can:

• Search and filter by subscription owner, subscription name, or dashboard name.
• Delete subscriptions one by one or in bulk.
• Reassign ownership to another app user, granting that user the ability to edit the email cadence and recipients, or delete the subscription altogether.
• Please Note: Subscriptions can only be reassigned to users who have permission to view the data in the associated dashboard. (The team selected in the dashboard’s ‘Team’ filter when the subscription was created must be included in the user’s Viewable Groups.) When reassigning a subscription, Admins and Configurators will see a list of users with the appropriate permissions.

Having centralized control of Insights email subscriptions is especially useful when:

• An employee leaves an organization: When an employee with access to ActivTrak leaves the company and an Admin deletes the user’s account, any email subscriptions created by the user will remain active. With centralized management, Admins and Configurators can delete these subscriptions or re-assign ownership to an active user.

• An employee changes roles or moves to another team: If an employee with app access changes roles or teams, they will continue to receive existing email subscriptions containing their old team’s data, even after an Admin or Configurator has updated the user’s Viewable Groups. An Admin or Configurator can delete these subscriptions to ensure employee data privacy.

We recommend reviewing email subscriptions across your account on a regular basis to ensure employee privacy, accurate data analysis, and alignment with organizational changes. To take advantage of the Insights Subscription Management dashboard, navigate to Insights > Subscriptions, which will display all email subscriptions created by any user on the account.

Learn more:

• Insights Configuration - Subscriptions
• How to Set Goals in Insights
• ActivTrak Roles & Permissions
• Contact Support