Having a tool like Speakap rolled out within your organisation can have huge benefits for employee engagement and productivity. Therefore, we encourage (and help) you to make sure that adoption rates within your network are always optimised and that your employees are logging in as much as possible.

In some cases, however, access to the platform needs to be a bit more restricted and controlled, to prevent employees from being online too often.

If this is the case within your organisation, having a look at our Activity Control features might just help you with that!

Activity Record

The Activity Record is a tool to keep track of the activity of individual users on your platform. It tracks when a user has been online, for how long that user has been online, and on which platform the user has been online. Using this record, it’s possible to see how much time individual users have spent on Speakap on an individual day, or over a specific period of time.

Enabling activity recording

If you would like to enable the Activity Record feature within your network, you can do this from the Network Settings within your network.

1. Go to Network Settings
2. Go to the Legal section
3. Select the Activity Control tab
4. Enable the Activity Control option

Reviewing an individual user’s activity record

If you would like to review an individual user’s activity on the platform, you will be able to find that user’s activity record in the Users section of the Network Settings. 

1. Go to Network Settings
2. Go to the Users section
3. Use the search or simply scroll to find the user you're looking for
4. Click on the row for that user in the table
5. On the dialog that opens, click on the Activity tab 

Here you can see the activity record for that individual user which holds a couple of important elements and functionalities

Date range

Select the date range for which you want to see the activity record. Right now, we support the following presets:

• Last 7 days
• Last week
• Last 2 weeks
• Last month

Activity Record

The activity record shows you the total time the user spent on each individual day within the selected period and the total time spent on the platform over the entire period.

You can see the individual sessions for a specific day by clicking on that day. You can see the following information:

• On which device type the user was active
• The start time of the session
• The end time of the session
• The total duration of the session
• If the session was made in a different timezone from yours

Exporting data

If you would like to use this data outside of the Speakap product, we offer the option to export this data and save it to your computer. You can then use this data in your own software, or use it for whatever purpose you require it for.

You can export the data belonging to the current selection by clicking on the  icon in the activity record and selecting the Download as CSV option.

Activity Control

Activity Control will help you in limiting the amount of time your employees spend on the Speakap platform. It allows you to set a daily threshold, and shows your (selected) employees a message when going over this threshold.

Enabling activity control

If you would like to enable the Activity Control feature within your network, you can do this from the Network Settings within your network.

1. Go to Network Settings
2. Go to the Legal section
3. Select the Activity Control tab
4. Enable the Ask the user for consent option
5. Enter the amount of minutes you want to set as your daily threshold
6. Enter a custom message
7. Save your changes by clicking the Save button

Daily threshold

Once enabled, you can set the daily threshold for activity control within your network. This threshold is the amount of minutes a user is allowed to spend on the platform before being prompted with your custom message.

For every new session the user starts outside of the daily threshold, the user will be presented with the same custom message.

Setting a custom message

As mentioned above, the user will be shown a message when going over the daily threshold. As we don’t know what your policies are, of what you would like this message to say, we allow you to set your own message here. Feel free to put whatever is applicable to your situation in this dialog.

Selecting applicable users

Within your organization, there might be different types of employees with different types of contractual agreements. Therefore a feature like Activity Control might not apply to all of your employees. You can configure exactly which users should be included in Activity Control, and which shouldn’t.

Inviting new users

The easiest way to indicate a user as applicable for activity control is during the invitation process. You can simply check the checkbox for Applicable for activity control when inviting one or multiple users.

If you’re connected to our User Sync, it’s even possible to automatically enable this based on a specific set of business rules. Please talk to your Customer Success Manager about implementing this.

Changing individual users

If you like to change the applicability of an individual user, you can do so by going to that specific user in the User section of the Network Settings:

1. Go to Network Settings
2. Go to the Users section
3. Use the search or simply scroll to find the user you’re looking for
4. Click on the row for that user in the table
5. On the dialog that opens, click on the User type tab
6. Enable of disable the Applicable for activity control option