Manage User Information

Contents

• Edit Display Name
• Manage identifiers
• Manage User Time Zone*
• Manage Primary Group**
• Manage device logins
• Learn more

*The Time Zone column on the Users page is available in Early Access beginning March 31, 2026, to select accounts. We plan to make this available to all accounts soon.

**The Primary Group is visible in select ActivTrak plans. To manage group memberships, visit the Groups page.

Edit Display Name

1. Hover over a name in the Users column to reveal the edit icon and click into the cell to edit directly
2. Make your changes, then press the Enter key or click the checkmark to save

Tip: Set the Display name filter to "Users without a display name" to show only users who are in need of a custom display name

Alternatively, you can open the Manage User drawer by clicking the link in the user's Identifiers column. Display Name is the first text field at the top of the drawer.

Note: If a user has no Display Name, the system defaults to their identifier.

Manage identifiers

1. Open the Manage User drawer by clicking the link in the user’s Identifiers column
2. In the Identifiers section, you can add, edit, and delete User Principal Name (UPN), Email, and Employee ID

Manage User Time Zone*

*The Time Zone column on the Users page is available in Early Access beginning March 31, 2026, to select accounts. We plan to make this available to all accounts soon.

When User Time Zone mode is enabled under Settings > Time Zone, a Time Zone column appears on the Users page for all user tabs: Active Users, Inactive Users, and Unlicensed Users.

The Time Zone column displays one of the following values for each user:

• Auto-Detect Offset — the default. Displayed when no manual override has been applied. The system automatically detects the user's UTC offset based on observed activity.
• Named IANA time zone (for example, America/Chicago) — displayed when an admin has manually assigned a time zone for that user.

Note: The Time Zone column is also included in Users page exports when User Time Zone mode is active.

Assign a time zone to a single user

1. Navigate to the Users page
2. Locate the Time Zone cell for the user you want to update
3. Click the cell and select a named time zone from the dropdown (for example, America/Chicago or Asia/Kolkata)
4. To revert to automatic detection, select Auto-Detect Offset from the dropdown

Assign a time zone to multiple users

1. On the Users page, select the checkboxes next to the users you want to update
2. Click Assign Time Zone from the action bar
3. Select the named time zone to apply to all selected users

Manual assignments take priority over auto-detection and apply across all reporting periods for that user — both past and future — resolved dynamically at query time. You can revert any user back to Auto-Detect Offset at any time.

Important: When a manual override is active, auto-detection stops for that user. If the user travels to a different time zone, their reports remain based on the manually assigned time zone rather than their current physical location. If you switch the user back to Auto-Detect Offset, the new offset applies only going forward — no retroactive correction is applied.

Manage Primary Group*

*The Primary Group is visible in select ActivTrak plans. To manage group memberships, visit the Groups page.

What is a Primary Group?

When a user belongs to multiple groups, their primary group determines which group's settings apply to them in two key areas: productivity goals and Activity Alignment categories.

• Productivity goals — Each group can have its own productivity goals. A user's primary group determines which goals are used to evaluate their productivity.
• Activity Alignment — Core categories are defined at the group level. A user's primary group determines which core categories are used in their Activity Alignment data.

Primary Group assignment

The Primary Group is assigned automatically using these rules:

1. The group with the fewest members becomes the user's primary group. (The logic here is that a smaller group typically reflects a user's specific team or role, while larger groups tend to represent broader departments or org-wide categories.)
2. If two groups have the same number of members, the group created first is assigned as primary.
3. Admins can override the default at any time using the Primary Group dropdown in the Users page. See the step-by-step instructions below.

Example

A user belongs to two groups: "All Employees" (50 members) and "Marketing - Paid" (8 members). Their primary group will be "Marketing - Paid" because it has fewer members, suggesting they'll be evaluated against that group's goals and see those core categories in Activity Alignment, etc.

Override the default assignment

To override the default assignment, use the dropdown in the Primary Group column to select a different group.

1. Click on the Primary Group cell for a specific user
2. Use the dropdown menu to change the Primary Group designation

Manage device logins

1. Open the Manage User drawer by clicking the link in the user’s Identifiers column
2. In the Device logins section, you can add, edit, and delete device logons
3. Set any or all device logins to "Any" using the toggles on the right

The "Any" domain setting is useful when:

• Users log in across multiple company devices
• Your organization manages multiple brands
• Device domains may change due to IT updates
• You want to ensure consistent tracking rules across all company domains

Important:

• When an Agent comes online, if no email is detected and cannot be automatically assigned to an existing user, a new user record is created with a placeholder email of username@logon_domain. The placeholder can be deleted once other identifiers (i.e., UPN, email, employee ID) are provided.
• To exclude default system users on each device from tracking (e.g., "System Administrator," "IT_admin," "default user," etc.), add them as a Global Login on the Do Not Track tab. 
• If a user is expected to use another device with ActivTrak software, consider adding their device login in advance to ensure a successful match.

Learn more

• User Management via the Users Page