ActivTrak's dashboards, powered by 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 Subscriptions, you can specify which Insights are delivered via email, who receives them, and at what frequency.
Note: Users' access to dashboards that utilize Insights may vary based on the plan and account configuration. ActivTrak Admins can adjust access settings by assigning User roles and permissions.
Contents
- Dashboards utilizing Insights
- How to set up Subscriptions
- Use Subscriptions to monitor policy compliance
- Subscribe your team members to their Personal Insights
- Manage Subscriptions across your organization
- Learn more
Dashboards utilizing Insights
How to set up Subscriptions
ActivTrak App users can self-subscribe to dashboards utilizing Insights to receive regular updates on a daily, weekly, or monthly basis.
- Navigate to either a specific dashboard utilizing Insights to which you would like to be subscribed
- 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.
- Click the refresh icon in the upper right-hand corner of the dashboard to apply the selected filters
- 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
- Check the Include link to dashboard box so you can drill down for more information in the ActivTrak App directly from the email.
- Confirm the Filter selections to confirm that the desired filters are applied. Filters cannot be edited once a Subscription has been created; you will need to delete the existing Subscription and create a new one with the updated filter selections.
- 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 Subscriptions for other ActivTrak Users, the Subscriptions & Sharing setting must be enabled. Admins can adjust this setting via Notifications > Subscriptions.
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
- Navigate to the Users tab of Productivity Achievement via Productivity Optimization > Productivity Achievement
- 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)
- Click the refresh icon in the upper right of the dashboard
- Click the teal Subscribe button at the top of the dashboard
- Enter a descriptive Subscription name (i.e., Employees Who Worked Less Than 6 Hours Yesterday)
- Complete steps 4-7 from the How to set up Subscriptions section of this article
Identify employees who worked less than 3 days in the office last week
- Navigate to the Users tab of Productivity by Location via Productivity Optimization > Productivity by Location
- 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)
- Click the refresh icon in the upper right of the dashboard
- Click the teal Subscribe button at the top of the dashboard
- Enter a descriptive Subscription name (i.e., Employees In Office Less Than 3 Days)
- Complete steps 4-7 from the How to set up Subscriptions section of this article
Subscribe your team members to their Personal Insights
Leaders and team managers can share Personal Insights 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 Personal Insights via email with your direct reports, even if they do not have access to ActivTrak. 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 enabling the Subscriptions & Sharing toggle indicates that your company acknowledges 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.
- Navigate to Personal Insights via Productivity Optimization > Personal Insights
- From the User filter, select the specific team member’s name
- Adjust the Day Type and Team Benchmarks filters, if necessary
- Click the teal Subscribe button at the top of the dashboard
If you are already subscribed to your own Personal Insights, you will see the following pop-up window. Click the Add subscription button to proceed to the next step.
- Enter a descriptive Subscription name with the team member’s name (i.e., Personal Insights - Tabitha).
- In the Recipient field, remove your email address and add the email address for your team member (i.e., tabitha@activtrak.com)
- Complete steps 4-7 from the How to set up Subscriptions section of this article
- To set up a 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.
- 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 Subscriptions across your organization
Admins and Configurators have the ability to view and manage Insights Subscriptions created by any app user on their account from Subscription Management via Notifications > 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.
Delete Subscriptions
- Navigate to Subscription Management via Notifications > Subscriptions
- Select one or more Subscriptions using the checkboxes
- Click Delete in the top left
- From the pop-up window, confirm the deletion by clicking Delete
Export Subscription data
- Navigate to Subscription Management via Notifications > Subscriptions
- Use the search function to filter Subscriptions by owner, dashboard or subscription name
- 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: Tabitha, 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 Subscriptions across your account on a regular basis to ensure employee privacy, accurate data analysis, and alignment with organizational changes.