F.A.Q.



Is it invisible?

Yes. Unless you want a user to know, ActivTrak is completely invisible. It does not appear in the Add/Remove programs list and is not recognizable from the Task Manager. However, if you download and install the Agent on the user’s device, the browser history will keep that activity.

If you do not want users to know you have installed the ActivTrak Agent, we suggest copying the Agent onto a USB memory stick and install from that, or install from a local network location.

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Does ActivTrak affect computer performance?

No. Up-to-date and virus-free computers have no issues running ActivTrak. It will not slow your computer down.

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How do I spy on someone?

ActivTrak is not a spy tool. It’s a productivity monitoring and team behavior analytics service. You are only allowed to install the ActivTrak Agent on a computer that belongs to you or your company where you have network administrative rights. Please read the User Conduct section of our Terms of Use for more details.

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Can I install ActivTrak on a mobile phone?

Access your ActivTrak account and view your data anywhere, anytime with our iPhone app available from the Apple App store. The ActivTrak app does not currently monitor mobile phones. For now, ActivTrak only collects data from Windows, Mac OS, Chrome OS and a Chrome browser installed on any desktop operating system, including Linux, FreeBSD, and others.

Download the app here.

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Can I capture passwords or keystrokes with ActivTrak?

No. ActivTrak does not have a keylogger feature. Internet Monitoring Software that keylogs is sometimes classified as a virus by antivirus programs. We want things to run smoothly for you, so ActivTrak intentionally does not record or monitor keystrokes. This allows us to stay on the safe lists of all popular antivirus software.

Instead of recording keystrokes, we utilize fully customizable Screenshots to capture a clear and quick visual of what users are doing. Screenshots show you exactly what users see on their screens.

We are currently working on building a Content Analysis tool for Screenshots that will allow you to search Screenshots by keyword. For example, you will be able to type in “games,” and this new Content Analysis tool will find all the Screenshots that have that text in them.

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How do I uninstall an ActivTrak Agent?

To uninstall the Agent from a computer, just download and run the latest installer file on you Account Dashboard. If the Agent is already installed, it will ask if you want to remove the Agent.

Alternatively, you can right-click on the downloaded file and select ‘Uninstall’.

You can also delete all collected data from Reports/Agents tab. This will release your limit, so you can install an Agent on other computers.

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If Activtrak is uninstalled will it be shown in the reports?

If the Agent is uninstalled, old data will continue be shown in the reports, but no new data will be collected.

Use the Reports/Agents tab to delete data from the agent.

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Do I have to be logged in for ActivTrak to monitor?

No, you do not have to login for the ActivTrak Agent to monitor activity. Once installed, the Agent starts collecting data automatically and continuously sends that data to the cloud. Log in to your account any time from any computer or laptop to see the data.

However, by logging in to your account, you can take advantage of Real-Time Monitoring. Real-time Monitoring lets administrators view a live data stream of the active window on any monitored device’s screen and monitor user activity as it’s being transmitted to the system without having to navigate through reports.

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How many days of Activity Reports can be stored in my free account?

You can store virtually years of logs using 3GB of free storage. However, keeping your screenshots takes up a lot of space. Based on our estimated averages, 3GB is enough for storing 5,000 to 6,000 screenshots. It’s hard to get more accurate numbers, as it depends on how many users you have, how large your screens are, what is displayed on the screens, and how often do you take screenshots.

You can change the number and frequency of when screenshots are captured in the Alarms tab.

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How does Screenshot timing work?

Screenshots are generated by Alarms. The Alarm criteria are evaluated every time there is a change in the active window title bar. The default Screenshot Alarm is set to take a screenshot 20 seconds after a change in the active window title bar, unless it is preempted by another change.

The free version of the product only allows one screenshot for each change in the active window title bar. The paid version allows multiple and continuous screenshots at a configurable time interval.

Screenshots and Alarms, in general, can be targeted at specific types of activities. Alarms can be set to trigger based on any column in the Activity Log. The Activity Log keeps a running record of all active window titles and associated data.

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Can you disable tracking Screenshots?

Q: I am concerned that sending screenshots may affect the performance of our workstations. Can we disable that feature?

A: Yes, you can disable the Screenshots function, though capturing, storing and sending screenshots will not affect the performance of your computers.

To adjust and control your Screenshot settings, go to the Alarms tab on your dashboard. You can now change how often Screenshots are captured and set keyword Alarms to alert the Agent when to take screenshots.

Click here to read more about how Screenshots work.

If you are worried about sensitive information getting into the wrong hands, you can add our Data Leak Prevention (DLP) technology to your account. Data Leak Prevention (DLP) is a strategy for making sure that end users do not send or view any sensitive or critical information they are not meant to see. The term is also used to describe software products that help a network administrator control what data end users can access and transfer.

Click here to read more about how DLP works.

To update to your account, call us at (888) 907-0301.

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How can I block a website?

There are two ways you can block a website.

  1. Go to the Blocking tab on your dashboard. Under “Domain,” type the domain name you want blocked. Once all domains with that name are listed, click the box(es) on the left of the domain(s) you want to block. You can block all computers or groups of computersClick here to watch a quick-start guide on how to block a website through the Blocking tab. If a user attempts to access a blocked website, they will see this message.
  2. You can Terminate a website or an application under the Alarms tab. Set your Alarm and then scroll all the way down to the bottom of the screen. At the bottom, click the box under Terminate and then click Save. This action will shut down the user’s browser. Click here to watch how to customize your Alarms.

 

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How do I configure custom Alarms?

ActivTrak comes with eight pre-built Alarms, but they are completely customizable. To create an Alarm, go to the Alarms tab and click the Create New Alarm button on the right of the screen. From there, set your conditions—which are certain activities you define that triggers the Alarm.

Choose either Match Any or Match All and then click Add New Condition. Fill out the Field, Operator and Value tabs using the dropdown menus under each. After you have picked each, click Update.

Next, under Actions, click the box that says Collect Screenshots if you want to take a screenshot of the activity that triggers the Alarm. Choose single or multiple Screenshots.

You can send a pop-up message to the user under Pop-Up Message. Type your own message in the box. To send an email notification when an Alarm is triggered, click the box next to ‘send email notification when the alarm is triggered’ under Email. You can also choose to have the website or application shut down by clicking the box under Terminate.

To set a USB Alarm, start on the main Alarms Tab and click Create New USB Alarm. The next page will give you options to trigger the alarm when the USB is inserted, written or both. Also under the USB Alarm button, you can activate webhook notifications. Click the Send JSON webhook when the alarm is trigger and then enter the URL.

To finish up setting your custom Alarms, click the Activate box at the top and then click Save.

Click here to watch a how-to on setting up Alarms.

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Users at my company work on multiple workstations. Will ActivTrak work for me?

Q: Users at my company work on multiple workstations; but we need to track hours attached to each user. Does each user log in, and reports can be issued for each user; or is it dependent on the workstation?

A: Yes, you can build reports filtered by user and/or computer. You can also build reports based on Active Directory groups of users or computers.

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How do I deploy the Agent remotely?

Every ActivTrak account comes with a remote Agent installation tool. It allows you to remotely install your ActivTrak Agent on other computers on your Active Directory network.

*Note: You must be on an Active Directory Network, and you must have admin rights over the other computer.

Feel free to download an install utility for the ActivTrak Agent from the following page:

http://app.activtrak.com/#/app/downloads

(Account authorization is required.)

Just install the Remote Installer. Point it to your Agent .msi file that you downloaded earlier. Then point it to one of the computers on your network and press Install. You can also use it to uninstall.

Step-by-step instruction

  • The remote installer will only work if you are on a Microsoft Active Directory Network. It will not work for standalone or workgrouped computers such as those running Windows Home version.
  • You must have admin rights over the computer that will receive the Agent.
  • Make sure you are using the latest version of the Remote Installer. Download from app.activtrak.com/downloads.
  • Install the Remote Installer.
  • Download your ActivTrak Agent from your account Dashboard and save it as a file.
  • Run the Remote Installer.
  • Point the Remote Installer source to to the Agent file you downloaded from your Dashboard.
  • Point the Remote Installer target to the name of the computer on which you wish to install the Agent. (IP addresses can be used instead of computer names)
  • Press Install.

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How can I limit which data are visible to other managers?

Access to usage data can be managed using the Settings/Access tab in your online account.  ActivTrak users who are listed as Administrators may view all log data and Screenshots without restriction. In larger organizations, you may want to allow managers to view ActivTrak data only for users who are in their department.

To accomplish this, first specify their account as non-administrator.  Then assign groups of users or computers as being viewable to the non-admin account. Use the drop-down lists on the Settings/Access page. You may first have to define your groups using the Settings/Groups tab.  If you are on an Active Directory network, your Active Directory groups will already be defined. Even if you are on an ActiveDirectory network you may define additional ActivTrak groups that can also be used for assigning permissions.

You may assign viewing permissions to non-admins using either user groups, or computer groups, or both.  If, for instance, you specify only user groups, the data will be visible to the non-admin regardless of which computer the monitored user is on.

When working with the group lists, hold down the Ctrl key to select multiple groups or to unselect a group.

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What happens if an Agent has no connection to the Internet?

The ActivTrak Agent continues to work when offline. During offline periods, it stores all data and screenshots locally and later sends it to your account.

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Is it possible to install the ActivTrak Agent in a PC that accesses the internet through a proxy server?

Yes. This should not be a problem. The ActivTrak agent uses WinHTTP, so to configure it for a proxy use the following command on Windows 7 or Vista.

From a command prompt with admin rights, run something like

netsh winhttp set proxy yourproxyname.com

or

netsh winhttp set proxy 111.222.333.444:80

Type ‘netsh winhttp’ for help.

On Windows XP download and use Proxycfg.exe.

Future versions of the ActivTrak agent will have more options.

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Is this compatible with macOS, Chrome and other operating systems?

Yes. The ActivTrak tracking Agent is available for Windows, macOS, Chrome OS and a Chrome browser installed on any desktop operating system, including Linux, FreeBSD, and others.

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Where do I change the password after resetting it?

Login with your temporary password that you received via email. Then go to the Settings tab on your account page and select Access. You can reset your password there.

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Is stopping the Agent service in a workstation the same as uninstalling it?

Q: Is stopping the Agent service in a workstation the same as uninstalling it? Even if I stop the service in a workstation, the Dashboard is reporting the same numbers of users.

A: No, it is not the same. Stopping the service will temporarily stop the reporting, but the Agent is still installed on your workstations. If the computer is restarted and the service is configured to start automatically, as is the default, the service will begin reporting again.

To completely remove the ActivTrak, you must uninstall it.

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I changed the user name on my computer. Why do ActivTrak reports still show the original user ID?

On standalone Windows computers or those in a Windows workgroup, when you change the username, you are only changing the cosmetic name that appears on the login tile.  The underlying user ID stays the same.  ActivTrak reports activity associated with the actual user ID.

To help manage this issue, ActivTrak provides support for user name Aliases.   After an ActivTrak Alias has been assigned, the Alias will appear in place of the user name on all ActivTrak reports. Go to Settings/Alias to assign or edit Aliases.

For more background information on Windows user IDs:

http://answers.microsoft.com/en-us/windows/forum/windows_7-security/how-to-change-user-name-in-windows-7-professional/d95ddaa7-4235-454e-83d6-77232207c7e2

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What does the ( ) around the category or productive value mean?

The ()’s mean that the Domain receives it’s categorization or productivity rating from a higher level domain. It is inherited. For example if you set a categorization for yahoo.com then mail.yahoo.com will receive the same categorization unless it is set explicitly. If inherited there are ()’s displayed. If explicit no ()’s.

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I need to change my email address that the info will be delivered to.

You can easily add and change users in the Settings/Access tab of you ActivTrak Dashboard.

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Is there any indication in the ActivTrak control panel that the service has been stopped?

All ActivTrak service stops and starts are recorded in the Activity Log. However, stops will only be reported after the service is restarted. You can also see if an Agent is actively reporting by going to the Reports/Agents page.

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How do I delete activity, screenshots, and reports that I have already seen?

To clear out your data, go to the Settings tab and then to Storage. You can delete all activity, screenshots and reports by user or computer there.

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During installation, it told me to enter an admin password.

For security reasons, you must have admin rights on the workstation you are trying to monitor.

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Will it work on Terminal Servers or Citrix?

Yes. Just simply install the Agent on the server. It will monitor each session under Terminal Services. We charge per user, not per computer or workstation, so you pay only for active employees and not machines that sit idle or have no assigned user.

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What does it mean when you see productive and unproductive?

You can define websites and applications as being either productive or unproductive. Your reports will reflect the time spent on productive or unproductive activity.

We provide some default productivity and category assignments, but you can redefine these or make new assignments. Go to the Settings tab, then Productivity. There you can manually add a domain or an application and mark it as productive or unproductive. When you change the productivity assignments, it is reflected immediately in your reports and on the dashboard.

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Does ActivTrak recognize idle workstations, even if the screensaver is not active?

Yes. ActivTrak senses mouse and keyboard movement and determines if a user session is inactive, so that actual application usage time is reported in the log and reflected in the statistics. By default, if a workstation is without user input for two minutes, it is considered idle.

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Does ActivTrak track the URL’s for browser applications, or just the text in the title bar?

For all applications, ActivTrak records the title bar text, but for browsers it collects an extra data field containing the full URL.

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If an application is open but not in use, does this qualify as idle?

Only one application is counted at a time. If two or more applications are open, only the one that is active (that has the keyboard focus) is accumulating usage time. When the focus is changed to another application, the new application will accumulate the usage time. When we say the program tracks idle time, we mean that if there are no mouse moves or keystrokes for two minutes, no applications accumulate usage time. Instead the time is included in the total idle time.

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What is the best way to install the ActivTrak Agent?

As a troubleshooting method, we don’t recommend installing the agent from the browser on the device being monitored, as this could leave a browser history that you could forget to delete. Instead, we suggest installing the agent on a USB drive, then install from that, or a local network connection. ActivTrak also has a remote installer available for paid accounts only—learn more about the ActivTrak Agent here.

To update to your account, call us at (888) 907-0301.

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I blocked a user from a website, but they can still access it, why?

Blocking a website is a per computer function, meaning blocking a user will not effectively block their website access. You must block the identified user’s device from the website to effectively prohibit access.
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