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Glossary: AI Insights

ActivTrak Product Team
published
updated

This glossary will help you understand the key metrics and terminology used in AI Insights. Use this reference to interpret dashboard data and effectively communicate findings on AI adoption to your leadership team.

% AI Usage

Definition
The percentage of total productive time spent using AI tools. This metric captures the share of the workday devoted to AI-assisted activity and is used both as a standalone metric and as an input to the AI Adoption Maturity classification.

 

Calculation
(Total AI usage time / Total productive time) × 100%

 

Example
If a user has 7 Productive Hrs/Day and spends 42 minutes/day in AI tools, their % AI Usage = (42 / 420) × 100% = 10%

 

Where to find it

Impact tab:

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

% AI Users

Definition
The percentage of total active users who have recorded at least some AI tool activity during the selected time period. This is the top-line adoption metric that indicates the share of the workforce engaging with AI tools.

 

Calculation
(Number of users with AI activity / Users Analyzed) × 100%

 

Example
If 148 out of 339 Users Analyzed have used an AI tool during the selected time period, % AI Users = (148 / 339) × 100% = 44%

 

Where to find it

Impact tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

% Core Activity Efficiency

Definition
The percentage of total productive time a user spends on Core Activities — the high-value applications and tasks designated as mission-critical by your organization. This metric indicates how well AI adoption is supporting or redirecting effort toward the work that matters most.

Core Activities are configured via Activity Alignment.

 

Calculation
(Time spent in Core Activities / Total productive time) × 100%

 

Example
If a team spends an average of 4.2 hours per day in Core Activities out of 7 productive hours/day, their % Core Activity Efficiency = (4.2 / 7) × 100% = 60%

 

Where to find it

Impact tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

% Overall Utilization

Definition
The average daily productive time as a percentage of the user's or team's productivity goal. This metric reflects how fully employees use their available working time for productive activities.

 

Calculation
(Average Productive Hrs/Day / Productivity Goal) × 100%

 

Example
If a user's productivity goal is 7 hours/day and they average 7.35 productive hours/day, their % Overall Utilization = (7.35 / 7) × 100% = 105%

 

Where to find it

Impact tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

% Users

Definition
The percentage of Users Analyzed who are classified in each AI Adoption Maturity stage (Stage 0–3) during the selected time period. This metric shows how your workforce is distributed across maturity stages, helping you understand where users fall on the AI adoption spectrum.

 

Calculation
(Number of users in an AI Adoption Maturity stage / Users Analyzed) × 100%

 

Example
A team of 80 users is analyzed over a 30-day period. Their distribution across maturity stages is:

  • Stage 0 (No Usage): 20 users = 25%
  • Stage 1 (Research Assistance): 32 users = 40%
  • Stage 2 (Task Execution): 20 users = 25%
  • Stage 3 (Workflow Integration): 8 users = 10%

This breakdown shows that the majority of users are in early adoption stages, signaling an opportunity to drive deeper AI engagement across the team.

 

Where to find it

Impact tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

AI Adoption Maturity

Definition
A classification framework that assigns each user to a maturity stage based on how consistently and deeply they use AI tools in their daily work. Maturity is inferred from three signals:

Together, these signals map each user to one of four stages: Stage 0 (No Usage), Stage 1 (Research Assistance), Stage 2 (Task Execution), or Stage 3 (Workflow Integration).

 

Where to find it

Impact tab:

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

AI Interaction Frequency (sessions/day)

Definition
The average number of times per day a user initiates a new AI session. This metric captures how frequently a user returns to AI tools throughout the workday, reflecting how deeply AI is embedded in their moment-to-moment workflow. AI Interaction Frequency is one of three signals used to determine a user's AI Adoption Maturity stage.

 

Example
A user who has a regular schedule where she opens Copilot in the morning to draft a report, returns after lunch to refine a presentation, and uses it once more in the afternoon for research has an AI Interaction Frequency of 3 sessions/day.

 

Where to find it

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

AI Tools Used

Definition
The number of approved AI applications or websites used by a given user during the selected time period. This metric indicates the breadth of a user's engagement with AI tools across your organization's approved AI stack.

Note: Approved AI applications or websites are those that have been classified as Productive and assigned to the AI Tools & Assistants category (or a custom category you've selected in the Configuration tab of the AI Insights dashboard). See Activity Classification for more information.

 

Example
A user who accesses ChatGPT, Copilot, and Claude during a given month has an AI Tools Used count of 3.

 

Where to find it

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

AI Usage (hrs)

Definition
The total number of hours spent using AI tools across all users in the selected population during the selected time period. This metric reflects the absolute volume of AI activity, as opposed to the percentage-based % AI Usage metric, which measures AI time as a share of productive time.

 

Example
A team of 50 users collectively logs 210 hours of AI tool activity during a given month. Their AI Usage for that period is 210 hrs.

 

Where to find it

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Allocation %

Definition
The percentage of total productive time spent using a specific AI tool, or across all configured AI tools. This metric shows how much of an employee's or team's productive time is directed toward AI-assisted work.

 

Calculation
(Time spent in AI tool / Total productive time) × 100%

 

Example
If a user has 7 productive hours/day and spends 42 minutes in Copilot, their Allocation % for Copilot = (42 min / 420 min) × 100% = 10%

 

Where to find it

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Avg. AI Usage (min/day)

Definition
The average number of minutes per day a user spends using AI tools during the selected time period. This normalizes AI usage across users with different work schedules and provides a consistent measure of daily AI engagement.

 

Calculation
Total AI usage time (minutes) / Number of workdays in the selected period

 

Example
A user with 900 minutes of total AI usage over 20 workdays has an Avg. AI Usage of 45 min/day.

 

Where to find it

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Stage 0 — No Usage

Definition
Users with no recorded AI activity during the selected time period. These users represent the largest enablement opportunity and have not yet begun experimenting with available AI tools.

 

Criteria

  • No usage (0% AI Usage and 0% AI Interaction Frequency)

 

Example
A user who worked 22 days during the time period but has zero recorded activity in any AI tool is classified as Stage 0.

 

Where to find it

Impact tab:

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Stage 1 — Research Assistance

Definition
Users who use AI tools sporadically, or regularly but at a low percentage of their productive time (10% AI Usage or less). AI is being tried or explored, but has not yet become a consistent part of the workflow.

 

Criteria

  • Sporadic usage (any % AI Usage and any % AI Interaction Frequency), or
  • Regular usage with % AI Usage ≤ 10% (any % AI Interaction Frequency)

 

Example
A user who opens ChatGPT a few times per week to look up quick answers but spends less than 10% of their productive time in AI tools is classified as Stage 1.

 

Where to find it

Impact tab:

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Stage 2 — Task Execution

Definition
Users who use AI tools regularly or daily at a moderate percentage of their productive time, with a bounded number of daily sessions. AI is actively used to draft, analyze, or refine work outputs on a consistent basis.

 

Criteria

  • Regular usage with % AI Usage > 10% and ≤ 20% (any % AI Interaction Frequency), or
  • Regular usage with % AI Usage > 20% and AI Interaction Frequency ≤ 5 sessions/day, or
  • Daily usage with % AI Usage ≤ 10% (any % AI Interaction Frequency), or
  • Daily usage with % AI Usage > 10% and AI Interaction Frequency ≤ 5 sessions/day

 

Example
A user who opens Copilot every day to draft emails and summarize documents — spending about 15% of their productive time in AI tools with roughly 3 sessions per day — is classified as Stage 2.

 

Where to find it

Impact tab:

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Stage 3 — Workflow Integration

Definition
Users who use AI tools daily or regularly at a high percentage of their productive time, with frequent context switching between AI and non-AI tools. AI is embedded in their workflows and decision-making, producing near-final outputs.

 

Criteria

  • Regular usage with % AI Usage > 20% and AI Interaction Frequency > 5 sessions/day, or
  • Daily usage with % AI Usage > 10% and AI Interaction Frequency > 5 sessions/day

 

Example
A user who spends more than 20% of their day across Claude, Copilot, and Genspark — switching between AI tools and other applications more than 5 times per day — is classified as Stage 3.

 

Where to find it

Impact tab:

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Team

Definition
An organizational unit in ActivTrak that groups users together based on shared characteristics such as department, function, reporting structure, or project assignment. Teams (also known as Groups) serve as a primary filter for analyzing productivity data and enable comparative analysis across different groups within an organization.

Teams in ActivTrak:

  • Created and managed by administrators
  • Allow for hierarchical structures (teams within teams)
  • Serve as filters for dashboards and reports
  • Enable team-level goal setting and benchmarking
  • Provide context for productivity comparisons

 

Example
A financial services company has structured its ActivTrak teams to match its organizational hierarchy:

  • The Accounting team consists of 8 members, averaging 6.2 productive hours per day, which is above their 6.0-hour benchmark.
  • The Investment Analysis team comprises 12 analysts, who currently average 5.8 productive hours daily, slightly below their target of 6.0 hours.
  • The Client Services team, the largest group with 15 members, maintains a productivity level of 6.5 hours per day, exceeding its 6.0-hour goal.
  • The IT Support team of six specialists averages 5.7 productive hours daily, exceeding their lower benchmark of 5.5 hours, due to the reactive nature of their work.

Using these team designations, executives can filter dashboard data to compare performance across departments, while team leaders can view only their specific team metrics. This structure enables appropriate goal-setting based on different job functions and provides meaningful context for productivity analysis throughout the organization.

 

Where to find it

Impact tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Usage Frequency

Definition
A classification of how consistently a user accesses AI tools relative to their scheduled workdays. Usage Frequency is one of three signals used to determine a user's AI Adoption Maturity stage.

  • Daily — AI activity recorded on every workday
  • Regular — AI activity on at least 50% of their workdays
  • Sporadic — AI activity on fewer than 50% of their workdays
  • No Usage — No recorded AI activity

 

Where to find it

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

Users Analyzed (Users)

Definition
The total number of users who were active during the selected time period. A user is counted as active if they have at least some recorded digital activity during the period, regardless of whether they used AI tools.

 

Example
A team of 50 employees is analyzed over a 30-day period. Of those, 42 have recorded digital activity during that time — the remaining 8 were on leave or had no recorded activity. Users Analyzed equals 42, regardless of whether those users opened an AI tool. This count serves as the baseline for calculating metrics like % AI Users and % AI Usage.

 

Where to find it

Impact tab:

Adoption tab:

 

Plan availability
Professional and Premium with AI Insights (Add-on)

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