How to Get the Most Out of Your ActivTrak Account
Occasionally we get to see ActivTrak users discover new features that they didn’t realize existed. Even activity tracking veterans have said, “I didn’t realize it could do that!” Discovery is exciting, sure, but we’d rather share those little-known features here so your epiphany can come in the form of what you discover by using them.
ActivTrak’s USB Detection provides a way for you to protect your proprietary information. The USB Alarm triggers when a USB drive is inserted, written, or both.
When the Alarm triggers, The ActivTrak Agent will begin recording the amount of time the USB has been inserted. Use it to be alerted to insider threats via email. See what the offender is seeing and downloading via Screenshots. You can even shut down their ability to steal your investments. In order to accommodate your individual needs, additionally, you may choose to notify any other security software that you use via Webhook notification.
SQL Data Access
Enjoy full access to your event data to improve your operational efficiency. Take all the data that the ActivTrak Agent collects and do what you want with it outside of the online dashboard. Run advanced SQL queries, build custom reports, or join ActivTrak data with your own internal data sources. Easily load, process, and make interactive visualizations of your data using Informatica, Looker, Qlik, SnapLogic, Tableau, Talend, and more.
Real-time screenshots are available on all accounts. All you have to do is click the screenshot icon while on your real-time report and you see just what the user sees. It’s not a live feed, but a sequence of screenshots taken at a frequency of one screenshot every five seconds. Screenshots are not saved automatically, but you have the ability to play, pause and download the screenshots as needed.
You Can Disable/Modify Screenshots
Screenshots are generated by Alarms. The Alarm criteria are evaluated every time there is a change in the active window title bar. You can disable screenshots by modifying your default alarm. Alternatively, you may want to add some additional criteria to your alarm to only take screenshots when it’s absolutely required. Create and Customize in the Alarms menu.
Tracking isn’t all or nothing. You can customize when ActivTrak gathers data as specifically as you want. If you need every single person on your team to be monitored at different times, you can do that.
Schedule tracking from 8 a.m. – 5 p.m. with an hour lunch break at noon. If you have people who work in the evenings, you can set the tracking to work for their schedule too. Even irregular schedules can be customized. Find it in Settings > Schedules.
Since ActivTrak picks up and track every user account on the computer it is installed on, there may be cases when you need to customize and create an alias. For example, use aliases to change the name of a user as it appears in your reports.
Do you have one user who does their work on multiple machines? Assign the same alias to multiple user ids if you want to combine them into one entity for reporting. Find it in Settings > Aliases.
ActivTrak Can Be Installed Remotely
The Remote Agent Installation feature of ActivTrak allows you to install the Agent on individual workstations connected to the network without having to physically visit the workstations. It’s useful when dealing with a small number of computers.
Every ActivTrak account comes with a remote agent installation tool, allowing 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.)
(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 this method to uninstall.
Group Policy Distribution
Using Group Policy, you can significantly reduce an organization’s total cost of ownership by saving your time installing ActivTrak Agents on all your workstations across the organization. This is particularly handy for large groups. Please read the following article for detailed instructions:
Do Not Track
ActivTrak will automatically pick up and track every user account on the computer it is installed on, and each user counts toward your license count. Do you have a computer that is shared by multiple users but only need to track one or two? You can place some users in the “Do Not Track” category so they don’t take away from your allotted count. It not only frees up your license count, but it also helps to give you a cleaner data set by only including the users you need to analyze. Find it in Settings > Do Not Track.
If there is any website or application you don’t care to track for whatever reason, simply put it in the ignore category, and ActivTrak will completely ignore that activity. Its usage is only recorded in the activity log. Find it in Settings > Categories.
Administrators are organization’s team members who will access ActivTrak Dashboard, build reports, get email alerts and change settings. To do this, they need individual access to your ActivTrak Account.
Your account may have an unlimited number of Administrators. Absolutely free.
Access to usage data can be managed using the Account > 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 Account > Access page. You may have to define your groups first 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 Active Directory 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.
Try All Our Paid Features Free
The Free Plan allows you to monitor up to three computers and store 3 GB worth of logs and screenshots. When you have a Free Plan, you can only record a single screenshot each time you click on a new window or your webpage is changed in the monitored browser. If you find yourself hitting this limit or need to make more screenshots, try our Paid Plan.
Paid subscribers of ActivTrak have the ability to record continuous, multiple screenshots for a newly activated window. When combined with alarm criteria that targets a specific website or applications, multiple screenshots can be quite useful in tracking activities of interest, such as long instant messenger conversations, social network usage, etc.