AI Insights (EA)

Your organization is investing in AI tools — but are people actually using them? And when they do, is it making a difference? AI Insights answers both questions by measuring how widely AI tools are adopted across your workforce, how deeply they're embedded in daily work, and whether that adoption is translating into measurable productivity gains.

This dashboard helps executives, IT leaders, and HR teams make informed decisions about AI investments, enablement priorities, and resource allocation.

To access AI Insights, navigate to Executive Summaries > AI Insights*. Admins and Configurators have access by default. Admins can manage access for other User Roles via the Role Access page (Settings > Access > Role Access).

Tip: Add AI Insights to your Favorites for quick access.

*Available with Professional and Premium plans with the AI Insights (Add-on). Contact sales@activtrak.com to try this feature, get a demo, or upgrade your plan.

Contents

• Requirements
• When to use AI Insights
• Classify your AI tools
• Navigating AI Insights
  • Impact tab
  • Adoption tab
  • Configuration tab
• AI Adoption Maturity
• Subscribing to AI Insights
• Practical applications
  • Measuring AI ROI
  • Identifying enablement opportunities
  • Optimizing AI tool licenses
• Frequently asked questions
• Learn more

Requirements

Before diving in, make sure the following are configured. Taking time to set these up correctly will ensure your data is accurate and your insights are meaningful.

1. Groups (or Teams): Organize your users into teams or business units that reflect how your organization actually operates. Without well-structured groups, it's difficult to pinpoint productivity gaps or understand their impact at the department or team level. If you haven't set up groups yet — or need to update your existing ones — start with Group management before moving forward.
2. Goals: Define the productivity benchmarks your groups are measured against. Setting goals at the group level allows you to track performance trends, identify areas of concern, and quantify the gap between current and target productivity. Goals should reflect realistic expectations for each team's role and work patterns. Make sure to set productivity goals before digging into your data.

When to use AI Insights

You'll find this dashboard helpful when:

• You've rolled out AI tools and want to know whether people are actually using them
• Some teams seem to be getting more value from AI than others, and you want to understand why
• You're preparing to invest in AI enablement programs and need data to prioritize where to focus
• Leadership is asking for evidence that your AI tool spend is translating into productivity gains
• You want to identify underused AI licenses before the next renewal cycle

Classify your AI tools

Before using AI Insights, make sure your AI applications are classified correctly in ActivTrak. The dashboard only counts activity from applications that are:

1. Classified as Productive
2. Assigned to the AI Tools & Assistants category — or a custom category you've selected in the Configuration tab
3. That category is selected in the Configuration tab of the AI Insights dashboard

If your AI tools aren't classified, or are classified differently, the dashboards won't reflect actual AI usage. See Activity Classification to get set up, then head to the Configuration tab to confirm which categories are being counted.

Navigating AI Insights

AI Insights is organized into three tabs: Impact, Adoption, and Configuration.

Impact tab

The Impact tab analyzes AI adoption maturity across teams and measures its effect on utilization and high-value work — giving you the data to guide enablement investments and resource allocation.

Filter settings

The Impact tab can be customized using the filter options at the top of the dashboard:

• Activity Date: Select a time period to analyze
• Team: Choose one or more teams; we recommend selecting the departments and/or business units that represent the top line of your organization (i.e., Sales, IT, Customer Success) to provide leadership with a high-level view.
• AI Adoption Maturity: Filter users by their assigned maturity stage (Stage 0–3) to focus analysis on a specific cohort

Click More to see two additional filters:

• Date Granularity for Trends: Set the trend chart granularity (Week, Month, or Year)
• Productivity Metrics to Analyze: Choose which metric displays in the Productivity Metrics by AI Adoption Maturity trend chart (% Overall Utilization or % Core Activity Efficiency)

Click the refresh icon ⟳ in the top right corner after making your filter selections to ensure they are applied to the dashboard.

Filters can also be applied by clicking into the tables and charts. For example, to filter by a specific team, click its name in the AI Adoption Maturity Impact on Productivity Metrics by Team table. A filter chip will appear at the top of the page — click the X on the chip to remove it.

Overview

The Overview card displays three headline numbers for the selected filters and date range: Users Analyzed, % AI Users, and % AI Usage. Think of this as your top-line pulse check — before diving into the tables and trends, these three numbers tell you the scale of what you're looking at and how broadly AI is being used across the population.

If the % AI Users is low, we recommend you focus on adoption. If % AI Users is healthy but % AI Usage is low, AI isn't yet embedded in their day — that's an enablement story, not an access problem.

AI Adoption Maturity Impact on Productivity Metrics

This table shows how productivity metrics compare across each AI Adoption Maturity stage. For each stage, you can see % Users, % Overall Utilization, and % Core Activity Efficiency.

Important: % Core Activity Efficiency requires Core Categories to be configured in Activity Alignment.

Use this table to answer a specific question: Do users at higher AI adoption maturity stages show stronger productivity and core activity metrics? If utilization and core activity efficiency are notably higher at Stages 2 and 3, that's evidence that deeper AI adoption is associated with more productive, higher-value work. If the numbers are flat or inconsistent across stages, it may signal that enablement efforts haven't yet translated into workflow change — or that your Core Activities aren't configured to reflect the work that matters most.

AI Adoption Maturity Impact on Productivity Metrics by Team

This table shows the same maturity-to-productivity correlation as the table above, but broken down by team. Each row shows a team's distribution across AI Adoption Maturity stages using color-coded bars. The following columns show each team's % AI Usage, % Overall Utilization, and % Core Activity Efficiency.

Use this table to identify which teams are leading on AI adoption and which are lagging — and whether that maps to productivity differences. A team heavily concentrated in Stage 0 or Stage 1 with lower efficiency metrics is your highest-priority target for enablement investment. You can click any column header to re-sort the table by a different metric — sorting by % Core Activity Efficiency, for example, can surface teams where AI adoption hasn't yet shifted time toward high-value work, even if overall utilization looks healthy.

User Distribution by AI Adoption Maturity

This stacked bar chart shows how the proportion of users at each AI Adoption Maturity stage has shifted over time. To change the time interval — day, week, or month — open the More filters at the top of the page and adjust the Date Granularity for Trends filter.

If Stages 0 and 1 (red and teal) are shrinking and Stages 2 and 3 (green and blue) are growing, your adoption programs are working. If the distribution is flat or regressing, something isn't sticking.

Productivity Metrics by AI Adoption Maturity

This line chart plots a productivity metric over time with a separate line for each AI Adoption Maturity stage, so you can see whether the gap between stages is widening, narrowing, or holding steady.

By default, the chart shows % Overall Utilization — to switch to % Core Activity Efficiency, open the More filters and select your preferred metric under Productivity Metric for Trends. To change the time interval — day, week, or month — open the More filters and adjust the Date Granularity for Trends filter. 

Use this chart alongside the User Distribution by AI Adoption Maturity chart to the left. If Stage 3 users are consistently tracking above the other lines, it reinforces the value of moving users up the maturity curve. If the lines are bunched together or crossing frequently, productivity differences between stages may be less pronounced than expected — worth investigating alongside your Core Activities configuration.

Adoption tab

The Adoption tab measures AI tool adoption across your organization to identify where to invest in enablement programs and where licenses can be reclaimed or reallocated to optimize costs.

Filter settings

The Adoption tab can be customized using the filter options at the top of the dashboard:

• Activity Date: Select a time period to analyze
• Team: Choose one or more teams; we recommend selecting the departments and/or business units that represent the top line of your organization (i.e., Sales, IT, Customer Success) to provide leadership with a high-level view.
• AI Adoption Maturity: Filter users by their assigned maturity stage (Stage 0–3) to focus analysis on a specific cohort

Click More to see one additional filter:

• Date Granularity for Trends: Set the trend chart granularity (Week, Month, or Year)

Click the refresh icon ⟳ in the top right corner after making your filter selections to ensure they are applied to the dashboard.

Additional filters, such as User, can be applied by clicking into the tables and charts. For example, to filter by a specific user, click their name in the Users by AI Adoption Maturity Stage table. A filter chip will appear at the top of the page — click the X on the chip to remove it.

Top AI Tools by Usage

This chart ranks AI tools by Allocation % — the share of total productive time spent in each tool, shown as a pink bar — with a blue bubble indicating the number of active Users, sized proportionally.

• A long bar with a large bubble means a tool is widely used and deeply embedded — your highest-value tools.
• A short bar with a large bubble means many people are opening the tool but not spending meaningful time in it — worth investigating whether it's being used superficially or for quick lookups.
• A long bar with a small bubble indicates a small group is relying heavily on it, which may indicate a skills gap across the broader team.
• A tool showing users but near-zero allocation may be licensed but effectively unused — a candidate for reclamation.

AI Adoption Maturity Stage Summary

These four cards show the total number of users currently classified at each AI Adoption Maturity stage for the selected filters and date range. They give you an instant read on where your population sits before you drill into the Users by AI Adoption Maturity Stage table.

As a rule of thumb:

• A high Stage 0 count suggests that access or awareness isn't translating into usage.
• A large Stage 1 count means users are experimenting but haven't made AI habitual — the most common target for structured enablement.
• Growing counts for Stages 2 and 3 signal that AI is genuinely becoming part of how people work.

Users by AI Adoption Maturity Stage

This table lists every User in the filtered population with their assigned AI Adoption Maturity stage and the underlying signals that drove that classification. It's sorted by maturity stage by default, with Stage 3 users at the top, so your most advanced AI users are visible first.

For each user, you can see: % AI Usage, Avg. AI Usage (min/day), AI Interaction Frequency (sessions/day), Usage Frequency, and AI Tools Used.

Note that AI Interaction Frequency and Usage Frequency measure different things. A user can be Daily (high Usage Frequency) with only one or two long sessions (low AI Interaction Frequency) — deeply engaged but focused. Another user might be Regular (medium Usage Frequency) but with many short sessions (high AI Interaction Frequency) spread across the day. Looking at both together, alongside Avg. AI Usage, gives you a clearer picture of how AI actually fits into someone's workflow.

Click any user's name to filter the entire dashboard to that individual. To clear the filter, click the X on the filter chip at the top of the page.

AI Usage Trend

This combination chart tracks AI adoption over time using blue bars for the total number of Users with AI activity, pink bars for AI Usage (hrs), and a pink line for % AI Usage — the share of productive time spent in AI tools.

• If user counts are stable but % AI Usage is rising, the same people are spending more time in AI tools — a sign of deepening adoption.
• If user counts are growing but % AI Usage is flat, more people are trying AI, but no one is using it more — typical of early rollout phases.
• A drop in both series together may signal disengagement worth investigating.

Configuration tab

The Configuration tab is where Admins and Configurators define which application categories are counted as AI usage across the AI Insights dashboards.

Important: Only Admins and Configurators can access the Configuration tab and define which categories count as AI usage. Power Users and Viewers cannot see or access the Configuration tab, even if they have been granted access to AI Insights.

To set up your AI category configuration:

1. Classify your AI tools. Ensure your AI applications are classified as Productive and placed in the AI Tools & Assistants default category, or in a custom category of your choosing. See Activity Classification for guidance. 
2. Select your categories. In the Configuration tab, a scrollable list of all categories in your account is displayed with checkboxes. The AI Tools & Assistants category is checked by default. Check any additional categories you want counted as AI usage. There is no limit to how many categories you can select.
3. Save your changes. Click Save. At least one category must be selected to save. Dashboard data will reflect your updated configuration after the next data refresh. 

Note: If your organization has renamed the AI Tools & Assistants category or created custom AI-related categories, ensure that your Configuration tab accurately reflects these changes.

AI Adoption Maturity

The AI Adoption Maturity model provides a structured way to understand how deeply AI is embedded into a user's daily work. Each stage represents a progression — from no usage through research and exploration, task execution, and ultimately workflow integration — based on observable usage patterns.

Stages are inferred from three signals: Usage Frequency (habit formation), % AI Usage (workday penetration), and AI Interaction Frequency (workflow embedding, measured as the average number of sessions per day).

Subscribing to AI Insights

Don't add schedule monitoring to your list of things to remember. Set up subscriptions to receive AI Insights data on a regular cadence.

• Set up weekly subscriptions for yourself, team leads, and HR partners who need to monitor AI adoption patterns. Weekly delivery keeps adoption trends visible before they become bigger problems.
  Pro Tip: Use "Last 7 Days" in your Activity Date filter to get consistent rolling data that updates each week automatically.
• Schedule for Monday mornings to get AI adoption insights for the week ahead.
• Add multiple people to a single subscription to keep everyone on the same page. When managers and HR see the same data, conversations about enablement and performance become more productive.

To create a subscription:

1. Click the Subscribe button in the upper-right corner of the dashboard
2. The currently logged-in user is added as a recipient by default
3. If sharing is enabled (see note below), you can add additional recipients by selecting from a list of App users
4. Configure the subscription schedule:
   • Frequency: Daily, Weekly, or Monthly
   • Format: PDF (recommended) or PNG
   • Options: Check "Include Link to Dashboard" for easy navigation back to ActivTrak
5. Click Add Subscription

Note: Sharing is enabled by default, which allows users to create subscriptions for other users of the application. The Subscription & Sharing setting can be found in the app by navigating to Settings > Insights Configuration > Subscriptions tab.

Practical applications

Measuring AI ROI

Use the Impact tab to correlate AI adoption maturity with productivity metrics:

• Establish a baseline: Identify the current distribution of users across maturity stages and their associated productivity levels before launching enablement programs
• Track improvement over time: Monitor how % Overall Utilization and % Core Activity Efficiency change as more users move into higher maturity stages
• Build the business case: Demonstrate the value of AI enablement programs to leadership with concrete productivity evidence

Identifying enablement opportunities

The Adoption tab's maturity breakdown helps pinpoint where to invest in training and enablement:

• Focus on Stage 0 and Stage 1 users: Users with no usage or only sporadic research-level usage represent the highest enablement opportunity
• Segment by team: Use the Team filter to identify which departments are furthest behind in AI adoption and target them with tailored enablement programs
• Track adoption trends: Use the AI Usage Trend view to confirm that enablement efforts are moving users into higher maturity stages over time

Optimizing AI tool licenses

Use the Top AI Tools by Usage chart in the Adoption tab to make smarter license decisions:

• Identify underused tools: Tools with low allocation percentages or few active users may be candidates for license reduction or consolidation
• Validate tool investments: Confirm that your highest-cost AI tools are also among the most adopted before renewing contracts

Frequently asked questions

What counts as an AI tool?

Any Productive application or website classified under a category selected in your AI Insights Configuration tab. By default, the AI Tools & Assistants category is used. Admins and Configurators can add or change categories via the Configuration tab.

Why isn't my AI data showing up?

The most common cause is that AI tools haven't been classified correctly. Check the following:

• Your AI applications are classified as Productive in ActivTrak
• Your AI applications are assigned to the AI Tools & Assistants category (or a custom category selected in the Configuration tab)
• At least one category is saved in the Configuration tab

See Activity Classification for step-by-step guidance.

What are AI Adoption Maturity Stages?

Every user is classified into one of four stages based on their Usage Frequency, % AI Usage, and AI Interaction Frequency (sessions/day). See the full AI Adoption Maturity model above, or refer to the Glossary for detailed definitions.

Who can access AI Insights?

Admins and Configurators have access by default. Admins can grant or revoke access for Power Users and Viewers via Settings > Access > Role Access. The Configuration tab is only visible to Admins and Configurators — Power Users and Viewers with AI Insights access cannot see it.

How do I get access to AI Insights?

AI Insights (Add-on) is available for Professional and Premium accounts.

How often does data refresh?

AI Insights data is processed once daily in an overnight batch job (typically 1:00 AM – 6:00 AM, depending on your account time zone). Configuration changes take effect after the next refresh. For full details on data latency and processing, see Understanding Live Data and Insights.

Learn more

• Glossary: AI Insights
• Activity Classification
• User Roles & Permissions