How to Switch from ActivTrak — 14-Step Checklist to Transfer Your Data

You have decided to migrate from ActivTrak. Maybe the annual-only billing does not fit your budget cycle. Maybe the features you need sit in a higher package or a paid add-on: ActivTrak's Productivity Optimization package is $17 per worker per month billed annually, and its AI Insights add-on is another $4 (ActivTrak pricing page, checked September 30, 2026). Maybe your team spends more time maintaining the tool than benefiting from it.

Whatever the reason, the priority is a clean ActivTrak data export — no lost reports, no disrupted workflows, and no gap in workforce visibility. The plan below lays out how to migrate from ActivTrak in seven days; larger teams may need a few extra days for agent deployment.

This guide is built around a 14-step migration checklist that puts data transfer first. The timeline gets your new platform collecting data while ActivTrak is still running, so there is no gap in coverage. The ActivTrak steps follow ActivTrak's own help center, checked September 30, 2026. When you are ready to cancel your subscription, see our separate guide on how to cancel ActivTrak.

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Table of Contents

1. The 14-Step Migration Checklist at a Glance
2. Before You Begin: Key Things to Know
3. Day 1: Audit and Export Your ActivTrak Data (Steps 1–5)
4. Day 2: Choose Your Replacement Platform (Steps 6–7)
5. Day 3: Set Up Your New Platform (Steps 8–10)
6. Day 4: Deploy to Your Team (Step 11)
7. Day 5: Configure and Customize (Step 12)
8. Day 6: Validate and Run Parallel (Step 13)
9. Day 7: Decommission ActivTrak (Step 14)
10. Post-Migration Checklist
11. Frequently Asked Questions
12. Sources

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The 14-Step Migration Checklist at a Glance

Use this as your master checklist. Each step maps to a day in the 7-day timeline below.

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Before You Begin: Key Things to Know

Before starting your ActivTrak data export, understand these critical details about your account.

Your Contract Obligations

ActivTrak currently offers only annual plans, with no monthly billing (pricing FAQ, checked September 30, 2026). Submit your cancellation request at least 30 days before your renewal date to avoid automatic renewal. ActivTrak's help center says cancellations aren't permitted during an active contract and refunds aren't issued (help center, checked September 30, 2026) — see our guide on ActivTrak refunds for what to expect.

Find your renewal date: Check a previous ActivTrak invoice or email renewals@activtrak.com, as ActivTrak's help center suggests. This date matters most for planning your transition and timing your cancellation request.

What You Will Lose Access To

When your paid term ends, ActivTrak moves the account to its free plan. Your data and settings aren't deleted, but the free plan covers only 3 workers and 30 days of history and has no data export (help center, checked September 30, 2026). In practice, you lose:

• Productivity data and reports older than 30 days
• The ability to export anything
• Tracking for all but 3 workers
• Paid dashboards and add-ons

Free accounts that nobody logs in to for 30 days can also be deleted (pricing FAQ, checked September 30, 2026). This is why exporting your data before cancellation is essential.

What You Can Take With You

ActivTrak's help center lists these export options (Export and Manage Data, checked September 30, 2026):

• Dashboards that use Live Data (such as the Activity Log, Website Usage and Productivity by User) as a CSV file or a Google Sheet
• Dashboards that use Insights as CSV or PDF
• Groups and computer agent lists as CSV files
• Screenshots, if you had the Screen Details add-on, as a zipped folder or to Google Drive

Export limits depend on your package: 10,000 rows on Work Activity Tracking and 50,000 rows on the other paid packages (ActivTrak Product Packages, checked September 30, 2026). For bulk access to your data, ActivTrak sells the ActivConnect API add-on; without it, you export dashboard by dashboard. The 14 steps below walk you through every export.

Employee Communication Timing

Plan to communicate the change to your team on Day 4 when you deploy the new tool. Switching monitoring platforms without telling employees — even to a more privacy-friendly tool — erodes the trust you are trying to build.

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Day 1: Audit and Export Your ActivTrak Data (Steps 1–5)

Time needed: 2–4 hours

Day 1 is the most important day of your migration. Everything else depends on preserving the data and configuration you have built in ActivTrak. Users with ActivTrak's Viewer role can't export, so do this as an Admin.

Step 1: Document Your Current Configuration

Before exporting, capture your current ActivTrak setup so you can replicate it in your new tool:

• User groups and departments: Group names, membership, and hierarchy. ActivTrak lets you download every group and its members as a CSV under Settings > Users & Groups > Groups.
• Custom classifications: Apps and websites classified as productive, unproductive, or undefined
• Productivity goals: Goals set and for which teams
• Alarm rules: Compliance alarms you have configured
• Scheduled reports: Email subscriptions and digests that are sent automatically
• Roles and permissions: Who has Admin, Configurator or Viewer access
• Computer agents: The device list, exportable as a CSV under Settings > Users & Groups > Computer Agents

Create a spreadsheet capturing this information. You will reference it on Day 3.

Step 2: Export Live Data Dashboards as CSV or Google Sheets

For each dashboard that uses Live Data (Export and Manage Data, checked September 30, 2026):

1. Open the dashboard from the side navigation menu
2. Click Export in the top right corner
3. Choose the current page or all pages, then Download for a CSV file or Save to Google for a Google Sheet
4. Repeat for every dashboard your team relies on (ActivTrak runs one live export at a time)

Pro tip: Name files consistently — e.g., activtrak-website-usage-Q3-2026.csv — so you can find them after migration.

Step 3: Download Insights Dashboards

1. Open each Insights dashboard you use
2. Click the three-dot menu in the top right corner
3. Select Download
4. Choose CSV or PDF and save each dashboard

These downloads preserve the visual summaries your managers reference in reviews.

Step 4: Export the Activity Log in Short Date Ranges

The Activity Log holds the most rows, so export it in pieces:

1. Open the Activity Log
2. Set a short date range and a small group: for high-volume reports like the Activity Log, ActivTrak recommends a few days at a time and a group of no more than 25 users
3. Export, then repeat for each date range and group

How far back you can go depends on your package: 6 months of data history on Work Activity Tracking and Workforce Management, 1 year on Productivity Optimization and the bundle, and up to 3 years with the Data History add-on (ActivTrak Data History, checked September 30, 2026). Exporting months of logs for a large team this way takes many passes; ActivTrak recommends its ActivConnect add-on for regular exports of more than 25 employees or longer periods (Export and Manage Data, checked September 30, 2026). Start early. See our ActivTrak pricing breakdown for plan details.

Step 5: Screenshot Dashboards and Classification Rules

Some visual configurations cannot be exported as data. Take screenshots of:

• Your main productivity dashboard layout
• Custom dashboard configurations
• Classification rules and categories
• Team structure and permissions setup

Also compile your tool classification list: which apps and websites are productive, unproductive, or undefined. In ActivTrak, go to Settings > Classifications; the Classified tab shows activities from the last 30 days, up to 500 rows, so search for anything older or less used (Activity Classification, checked September 30, 2026). Having this reference saves significant time with your new tool.

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Day 2: Choose Your Replacement Platform (Steps 6–7)

Time needed: 2–3 hours

If you have already selected a replacement, skip to Step 7.

Step 6: Evaluate Replacement Platforms Against Your Pain Points

The reasons teams leave ActivTrak point directly to the features they should prioritize:

ActivTrak details from its pricing page, New ActivTrak Packages release notes and What Data Does ActivTrak Collect?, checked September 30, 2026.

For a full comparison of options, see our 2026 ActivTrak alternatives guide.

Our Recommendation: Intelogos

For teams migrating from ActivTrak, Intelogos offers:

• AI Intelligence at $12 per license per month billed yearly or $15 billed monthly, with Ask AI for plain-language questions about your team's data (pricing)
• Chronicle, a chronological record of activity with each tool and window title, on every plan
• Monthly and yearly billing, with yearly billing saving 20%
• No screenshots or screen recordings, and no keystroke content

Step 7: Start a Free Trial on Your Chosen Platform

Most platforms offer free trials that let you evaluate before committing:

• Intelogos: free trial
• Hubstaff: 14-day free trial (Hubstaff pricing, checked September 30, 2026)
• Time Doctor: 14-day free trial (Time Doctor pricing, checked September 30, 2026)

Starting a trial on Day 2 means you will have real data by Day 6–7 to validate your choice.

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Day 3: Set Up Your New Platform (Steps 8–10)

Time needed: 1–2 hours

With your replacement selected and trial activated, configure the foundation using your Day 1 documentation.

Step 8: Create Your New Account and Organization Profile

Set up your organization in the new platform:

• Company name and details
• Your time zone (critical for accurate activity tracking)
• Work hours and schedules (if applicable)
• Admin account and initial permissions

Step 9: Recreate Team Structure and Permissions

Using your Day 1 documentation and the Groups CSV:

• Create departments or teams
• Set up manager hierarchies
• Configure access permissions (who can see which team's data)

Step 10: Configure Tool Classifications and Integrations

If your new platform requires manual tool classification, use your classification list from Step 5 as a reference.

With Intelogos, common tools come pre-categorized into four importance categories: Primary (core work tools), Secondary (supporting tools), Distracting (non-work tools) and Neutral (not yet categorized). Review the defaults for each department, because Neutral tools don't count toward Engagement or Productivity (importance categories guide).

Connect integrations as needed — calendar, HRIS (a flat-fee add-on at ActivTrak), SSO/directory sync, and communication tools.

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Day 4: Deploy to Your Team (Step 11)

Time needed: 2–4 hours (depending on team size)

This is the most operationally intensive day. You are deploying the new monitoring agent to employee devices.

Step 11: Communicate the Change and Deploy New Agents

Before deploying anything, inform your team — what is changing, why, what the new tool tracks (and does not), and what stays the same about how data is used.

Deploy the new agent using your platform's deployment guide:

• Individual installation: Employees install from a download link
• Remote deployment: IT pushes the agent via MDM, SCCM, or similar
• Silent installation: Background deployment without interrupting work

Deployment checklist:

• Test installation on 2–3 devices first
• Verify data is flowing to the dashboard
• Roll out to the full team in waves (by department)
• Confirm each device is reporting

Do NOT uninstall ActivTrak yet. Keep both tools running in parallel for Days 4–6 so you can validate data collection and compare metrics.

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Day 5: Configure and Customize (Step 12)

Time needed: 1–2 hours

With your new platform collecting data, fine-tune the configuration.

Step 12: Fine-Tune Alerts, Reports, and New Capabilities

After 24 hours of data collection, review what your new platform is showing:

• Are all employees/devices reporting?
• Do the activity levels look reasonable?
• Are tools being classified correctly?

Adjust any miscategorized applications. Set up automated alerts and scheduled reports you had in ActivTrak — overwork/burnout alerts, productivity thresholds, weekly summaries, manager dashboards.

Explore the features that led you to choose your new platform:

• If using Intelogos: Try Ask AI on the AI Intelligence plan to ask a plain-language question about your team's data, open Chronicle for a detailed activity timeline, and use Generate Insights for an AI summary of the page you are on (5 a month on Analytics).

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Day 6: Validate and Run Parallel (Step 13)

Time needed: 1–2 hours

With two days of data in your new platform, validate that everything is working.

Step 13: Cross-Reference Data and Verify Full Device Coverage

Compare key metrics between ActivTrak and your new platform:

• Total active hours should be roughly similar
• Top applications used should match
• Team-level patterns should be consistent

Minor differences are expected due to different measurement methodologies, but the overall picture should be coherent.

Have team leads spend 30 minutes with the new platform — can they find the data they need? Are the insights useful?

Confirm every device that was monitored by ActivTrak is now reporting to the new platform. Check for failed installations, employees on leave, and OS compatibility issues.

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Day 7: Decommission ActivTrak (Step 14)

Time needed: 1–3 hours

Your new platform is validated and collecting data. Time to remove ActivTrak.

Step 14: Final Export, Uninstall Agents, and Plan Cancellation

Final data export: Do one last export of any data generated since Day 1 — particularly reports or dashboards you did not capture initially.

Uninstall ActivTrak agents from all employee devices. ActivTrak's help center describes two methods (Uninstall the ActivTrak Agent, checked September 30, 2026):

Method A — Re-run the installer (keeps historical data):

1. Download the agent installer from the Download Agent button on the ActivTrak home page
2. Run it on the device and choose Remove (on macOS, clear the Upgrade checkbox, then choose Uninstall)
3. Keep the original installer file name; a renamed file can stop the uninstall from completing
4. Repeat on each device

Method B — Remote uninstall (deletes that computer's data):

1. In ActivTrak, go to Settings > Users & Groups > Computer Agents
2. Find the row for the computer
3. Click the three dots in the right column
4. Select Uninstall Agent

ActivTrak notes that the remote method deletes all data associated with that computer, so finish your exports first and use it for devices you can't reach directly.

Verify removal on a few devices afterward. Remove ActivTrak app access for people who no longer need it (Settings > Access > App Access) to prevent unauthorized access.

Plan your cancellation: If your contract has not expired, submit your formal cancellation following our step-by-step cancellation guide. Set a calendar reminder for 60 days before your renewal date if you are not canceling immediately.

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Post-Migration Checklist

Use this checklist to confirm your migration is complete:

Data and Access

• All 14 steps completed
• All historical reports exported from ActivTrak
• Dashboard configurations documented
• Custom classifications documented
• ActivTrak app access removed for people who no longer need it
• Cancellation submitted (or calendar reminder set — see how to cancel)

New Platform

• Organization structure configured
• All team members added
• Agents deployed to all monitored devices
• Tool classifications verified
• Alerts and reports configured
• Manager access and permissions set
• At least 48 hours of data validated

Cleanup

• ActivTrak agents uninstalled and verified on sample devices
• Team notified; IT documentation updated with new platform details

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Frequently Asked Questions

How long does it really take to migrate from ActivTrak?

The day-by-day estimates in this plan add up to about 10 to 20 hours of active work across seven days, most of it on Day 1 (data export, Steps 1–5) and Day 4 (agent deployment, Step 11). Very large teams should plan extra days for deployment and validation.

Will I lose all my historical data?

Not immediately. When your paid term ends, ActivTrak moves the account to its free plan without deleting your data, but the free plan shows only 30 days of history for 3 workers, has no export, and can be deleted after 30 days without a login (ActivTrak help center and pricing page, checked September 30, 2026). Follow Steps 2–4 to save your reports, dashboards, and activity logs as files before then. Don't count on importing that history into a new platform; keep it as reference material.

Can I run ActivTrak and a new tool simultaneously?

Yes, and we recommend it during the transition. Running both tools for 2–3 days (Days 4–6) lets you validate that the new platform is collecting data correctly. Test both agents together on two or three devices first, as in Step 11, before the full rollout.

What if my ActivTrak contract does not expire for months?

Start your new platform now and pay for both until the contract expires, or wait until closer to renewal. The right choice depends on how many months remain and what the overlap costs; our contract options guide walks through the math.

Do I need IT support for the migration?

For teams under 25 people, a technically comfortable manager can handle the entire migration. For larger teams, IT involvement is recommended for agent deployment (Step 11) and ActivTrak agent removal (Step 14). Most modern platforms offer remote deployment tools that make this straightforward.

What's the best ActivTrak replacement for the migration?

Intelogos is one option. It tracks time, app and website usage and activity levels, turns them into KPIs and team reports, and adds AI insights. Common tools come pre-categorized, and you can adjust categories for each department. For a full comparison, see our 2026 ActivTrak alternatives guide.

Will employees notice the switch?

Employees will notice a new monitoring agent being installed. This is why proactive communication (Step 11) is essential. If you are switching to a more privacy-respecting platform, frame the change positively: "We're moving to a tool that gives us better insights without screenshots or keystroke logging."

How do I cancel ActivTrak after migrating?

Once your data is exported and your new platform is running, follow our dedicated guide on how to cancel your ActivTrak subscription. Remember to submit your cancellation at least 30 days before your renewal date to avoid auto-renewal.

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Ready to start your migration? Sign up for Intelogos with a free trial and begin Step 7 today. For a side-by-side comparison, visit our ActivTrak comparison page.

Sources

• ActivTrak pricing page: annual plans only, Productivity Optimization and AI Insights prices, and the free-account inactivity rule. Checked September 30, 2026.
• ActivTrak help center: Make Changes to Your ActivTrak Package: no cancellation or refunds mid-contract, finding your renewal date, free plan limits, the flat-fee HRIS add-on. Checked September 30, 2026.
• ActivTrak: Export and Manage Data: export formats, recommended export sizes, group and agent CSVs, screenshot exports and the Viewer role. Checked September 30, 2026.
• ActivTrak Product Packages: export row limits by package. Checked September 30, 2026.
• ActivTrak: Data History (Add-on): default data history by package. Checked September 30, 2026.
• ActivTrak: Activity Classification: the Classifications page and its 30-day, 500-row view. Checked September 30, 2026.
• ActivTrak: What Data Does ActivTrak Collect?: window titles and full URLs via Screen Details or Advanced Details. Checked September 30, 2026.
• ActivTrak release notes: New ActivTrak Packages: Work Advisor not included in Work Activity Tracking. Checked September 30, 2026.
• ActivTrak: Uninstall the ActivTrak Agent: both uninstall methods and which one deletes data. Checked September 30, 2026.
• Hubstaff pricing and Time Doctor pricing: 14-day free trials. Checked September 30, 2026.