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Creating and Managing Email Subscriptions

ActivTrak Product Team
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ActivTrak's Insights enable you to make informed, collaborative, and data-driven decisions that enhance 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 Insights dashboards and features may vary based on plan and account configuration. ActivTrak Admins can adjust access settings by assigning user roles and permissions.

Contents

 

An overview of how to share Insights via email subscriptions

   

Subscribe to Insights, Coach & Impact Analysis

ActivTrak App users can self-subscribe to Insights dashboards, Coach and Impact Analysis to receive regular updates on a daily, weekly, or monthly basis.

  1. Navigate to either a specific Insights dashboard, Coach or Impact Analysis to which you would like to be subscribed.
  2. Use the filters to adjust the data displayed in the Dashboard (i.e., Team, Activity Date, Day Type). On some Dashboards, you will click More to reveal additional filter options.
  3. Click the refresh icon ⟳ in the upper right-hand corner of the dashboard to apply the selected filters.
  4. Click the teal Subscribe button at the top of the page. From the pop-up window, you will be able to
    • Create a unique name for the subscription
    • Add additional recipients*
    • Select your preferred delivery schedule
    • Choose your report format
    • Add a personalized message to be included with the report

 

  1. Check the Include link to dashboard box so you can drill down for more information in the ActivTrak App directly from the email.
  2. Confirm the Filter selections to confirm that the desired filters are applied. 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.
  3. Click the Add subscription button to finalize the subscription. 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.

*In order to create email subscriptions for other ActivTrak Users, the Subscriptions & Sharing setting must be enabled. Admins can adjust this setting via the Insights Configuration Page (Insights > Configuration > Subscriptions tab).

Important: This setting is enabled by default for all Essentials Plus, Premium/Professional accounts created after November 6, 2024. For accounts created prior to that date, please remember that by enabling the Subscriptions & Sharing toggle, your company acknowledges that it will obtain all necessary consents from an employee before using the ActivTrak application to capture and share activity data with the employee, other employees, or representatives of your company. ActivTrak's Terms of Use and Privacy Policy remain in effect.

 

Use Subscriptions to monitor policy compliance

You can create subscriptions based on employee behavior to receive email notifications when employees aren't working as expected. Let’s look at the following examples:

Identify employees who worked less than 6 hours yesterday

  1. Navigate to the Users tab of the Activity Breakdown dashboard (Insights > Activity Breakdown > Users tab).
  2. At the top of the page, change the Activity Date filter to Yesterday, select the appropriate Team and click More to select Productive Hrs/Day is < 6 (highlighted in teal in the screenshot below).
  3. Click the refresh icon ⟳ in the upper right of the dashboard.
  4. Click the teal Subscribe button at the top of the dashboard.
  5. Enter a descriptive Subscription name (i.e., Employees Who Worked Less Than 6 Hours Yesterday).
  6. Complete steps 4-7 from the Subscribe to Insights dashboards & Coach section of this article

 

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

  1. Navigate to the Users tab of the Location Insights dashboard (Insights > Location Insights > Users tab).
  2. At the top of the page, change the Activity Date filter to Last 7 Days, select the appropriate Team and click More to select Days in the Office is < 3 (highlighted in teal in the screenshot below).
  3. Click the refresh icon ⟳ in the upper right of the dashboard.
  4. Click the teal Subscribe button at the top of the dashboard.
  5. Enter a descriptive Subscription name (i.e., Employees In Office Less Than 3 Days).
  6. Complete steps 4-7 from the Subscribe to Insights dashboards & Coach section of this article

 

Subscribe your team members to their Personal Insights report

Leaders and team managers can share the Personal Insights dashboard with employees to help them plan their days and develop habits that enhance their work experience and overall 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 ActivTrak access. The only requirements are that you are an ActivTrak App User and have access to team members’ data.

Important: This setting is enabled by default for all Essentials Plus, Premium/Professional accounts created after November 6, 2024. For accounts created prior to that date, please remember that by enabling the Subscriptions & Sharing toggle, your company acknowledges that it will obtain all necessary consents from an employee before using the ActivTrak application to capture and share activity data with the employee, other employees, or representatives of your company. ActivTrak's Terms of Use and Privacy Policy remain in effect.

 

  1. Navigate to the Personal Insights dashboard (Insights > Personal Insights)
  2. From the User filter, select the specific team member’s name.
  3. Adjust the Day Type and Team Benchmarks filters, if necessary.
  4. Click the teal Subscribe button at the top of the dashboard.

If you are already subscribed to your own Personal Insights dashboard, you will see the following pop-up window. Click the Add subscription button to proceed to the next step.

 

  1. Enter a descriptive Subscription name with the team member’s name (i.e., Personal Insights - Tabitha).
  2. In the Recipient field, remove your email address and add the email address for your team member (i.e., tabitha@activtrak.com)
  3. Complete steps 4-7 from the Subscribe to Insights dashboards & Coach section of this article

 

  1. To set up an email subscription for another team member, select that user’s name from the User drop-down and click the refresh button. Repeat the steps above using the next team member’s name and email address. 

Note: Ensure you enter the correct email address for each individual’s subscription to prevent individuals from receiving duplicate or another person’s data.

  1. 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 any subscription to edit or delete it, or click Send to trigger a one-off email to the associated recipient.

 

Manage email subscriptions across your organization

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 (Insights > Subscriptions)

 

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
  • Export a CSV file of all subscription data
  • Reassign ownership to another app user, granting that user the ability to edit the email cadence and recipients, or delete the subscription altogether

Note: Subscriptions can only be reassigned to users who have permission to view the data in the associated dashboard (e.g., the team selected in the Team filter when the subscription was created must be included in the User’s Viewable Groups (these can be collected from the App Access page). When reassigning a subscription, Admins and Configurators will see a list of users with the appropriate permissions.

How to export subscription data

  1. Navigate to the Subscription Management page (Insights > Subscriptions)
  2. Use the search function to filter subscriptions by owner, dashboard or subscription name
  3. Click the Download button in the top right corner of the page and select Download CSV

Note: If you performed a search before downloading, the CSV will only include subscriptions that match your search criteria.

What's included in the export

Your CSV file will contain the following information for each subscription:

  • Subscription Owner: The person who created the subscription
  • Dashboard: The dashboard associated with the subscription
  • Subscription Name: The name of the subscription
  • Recipients: Email addresses of all subscription recipients
    • Multiple recipients are separated by commas within quotes
    • Example: "tabitha@activtrak.com, jessica@activtrak.com"
  • Filters: Any filters applied to the subscription data
    • Multiple filters are separated by commas within quotes
    • Example: "User: Tabith, Day Type: Any Value"

Use cases for exported data

  • Coverage Auditing: Identify employees who may be missing Personal Insights subscriptions to ensure complete distribution across your organization.
  • Data Governance: Review what specific content and filters are being sent to external recipients for compliance and data quality purposes.
  • Subscription Management: Gain a comprehensive overview of all subscriptions to streamline management and identify opportunities for optimization.

We recommend reviewing email subscriptions across your account on a regular basis to ensure employee privacy, accurate data analysis, and alignment with organizational changes.

Learn more

 

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