October 09, 2014

How to Get the Most Out of Your ActivTrak Account

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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.

Real-Time Screenshots

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.

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.

Ignore Category

ignore category ignores apps and sites

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.

Scheduling

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.

you can customize ActivTrak's schedule

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.

Aliases

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.)

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

https://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 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:

Group Policy Distribution of ActivTrak Agent

Multiple Administrators

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.

customize user groups

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 for 30 Days

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 one of our Paid Plans.

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.

Secret Tip: Monthly plans can be canceled at any time. We will even refund your most recent monthly payment. Annual plans can be canceled during the first 30 days. This is very similar to a free 30 days trial of all the paid features like unlimited SSD-based data storage, multiple continuous screenshots, exports, etc.

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