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Getting started with the Activity Tracker

The Activity Tracker measures how working time is actually spent. While an employee has a time entry running on the BusinessHRM desktop app, the app quietly captures screenshots, activity samples (mouse clicks and key presses, plus an idle/active flag) and the applications and websites in use. All of that flows back into BusinessHRM, where admins can view it as a screenshot gallery, detailed logs, and productivity reports.

Nothing is captured from the browser or the web app — the tracking happens on the employee's computer through the desktop app (agent), and only while a timer is running.

Where to find itActivity Tracker in the sidebar, which contains Settings, Screenshots, Activity Logs and Reports.

Note: The Activity Tracker menu only appears if the module is enabled for your company and your role has at least one tracker permission (manage settings, view screenshots, view activity logs or view reports).

What it captures

Data Where it appears in BusinessHRM
Screenshots of the desktop, on an interval Activity Tracker → Screenshots
Activity samples — clicks, key presses, activity %, idle/active Activity Tracker → Activity Logs → Activity Samples
App & website usage — which apps/sites, window titles, domains, duration Activity Tracker → Activity Logs → App & Website Usage
Worked time, averages, top apps, leaderboard Activity Tracker → Reports

Important: Tracking only happens while a time entry (timer) is running in the desktop app. When an employee stops the timer or clocks out, capturing stops.

Step 1 — Enable and configure tracking (admin)

Before anyone installs the desktop app, an admin should set how tracking behaves for the whole company.

  1. Go to Activity Tracker → Settings.
  2. Set the screenshot interval, idle threshold, what to monitor, working hours, and whether members may pause tracking.
  3. Click Save.

Every setting is explained in detail in Tracker settings. These settings apply to all monitored members — the desktop app reads them automatically each time it runs, so a change you save here reaches everyone the next time their app syncs.

Permission: Only roles with Manage Tracker Settings set to All can open and edit the Settings page.

Step 2 — Get the desktop app onto each computer

Activity tracking needs the BusinessHRM desktop time-tracker app installed on each employee's computer (Windows). The web app cannot capture screenshots or app usage on its own.

How an employee gets and uses it:

  1. Install the desktop app. The installer is distributed by your company. BusinessHRM also sends a time-tracker reminder email to employees who haven't logged time for the day (when enabled by your company), which points people to the app.
  2. Sign in. Open the desktop app and sign in with the same BusinessHRM email and password you use for the web app. The app connects to your company's workspace automatically.
  3. Keep it updated. The app checks for new versions on its own and will prompt you to update; some updates are marked mandatory and must be installed before you can keep tracking.

Tip: Use the same login on the desktop app as on the website. The app links your captured screenshots and activity to your BusinessHRM account so they show up under your name in the reports.

Step 3 — Track time with the desktop app (employee)

Once signed in, the desktop app is where the actual tracking happens:

  1. Clock in / pick your work. Choose the project and task you're working on and start the timer (clock in).
  2. Work as normal. While the timer runs, the app captures screenshots on the configured interval and records your activity and the apps/sites you use.
  3. Pause if allowed. If your admin has enabled Allow Members to Pause Tracking, you can pause monitoring temporarily from the app (for example during a private call).
  4. Stop / clock out when you finish. Capturing stops immediately.

Your logged time appears in BusinessHRM under your normal time logs and timesheets, and the captured data appears under Activity Tracker.

Note: Breaks are separate from the timer. To log a lunch or tea break, use the Take a Break button — see Break log.

Step 4 — Review what was captured (admin / manager)

After your team has been tracking for a while, review the data from the web app:

  • Screenshots — a gallery of captured screens, filterable by employee and date.
  • Activity logs — the detailed click/keystroke samples and the app/website usage history.
  • Tracker reports — summary cards, top applications, a per-day breakdown and a team leaderboard.

Permission: What you can see depends on your role. With All on a view permission you see every employee; with Owned you only see your own data; with None the page is hidden.

Who can see whose data

Each tracker view respects a view permission with three levels:

Level What the user sees
All Every employee's data, with an employee filter on each page.
Owned Only their own captured data.
None The page (and its sidebar link) is hidden.

This means employees can be allowed to see their own screenshots, logs and reports without being able to see anyone else's.