Olivia ChenHow to Transfer Your Data Out of ActivTrak — 14-Step Migration Checklist
You have decided to migrate from ActivTrak. Maybe the annual-only billing does not fit your budget cycle. Maybe the AI features you need are locked behind the $19/month Professional tier. 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 good news: you can migrate from ActivTrak to a modern workforce analytics platform in under seven days, even for teams of 100+ people.
This guide is built around a 14-step migration checklist that puts data transfer first. Follow the timeline and you will have full analytics coverage in your new platform by the end of the week. When you are ready to cancel your subscription, see our separate guide on how to cancel ActivTrak.
Table of Contents
- The 14-Step Migration Checklist at a Glance
- Before You Begin: Key Things to Know
- Day 1: Audit and Export Your ActivTrak Data (Steps 1–5)
- Day 2: Choose Your Replacement Platform (Steps 6–7)
- Day 3: Set Up Your New Platform (Steps 8–10)
- Day 4: Deploy to Your Team (Step 11)
- Day 5: Configure and Customize (Step 12)
- Day 6: Validate and Run Parallel (Step 13)
- Day 7: Decommission ActivTrak (Step 14)
- Post-Migration Checklist
- Frequently Asked Questions
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.
| Step | Action | Day |
|---|---|---|
| 1 | Document your current ActivTrak configuration | Day 1 |
| 2 | Export Live Reports as CSV or PDF | Day 1 |
| 3 | Download Insights Dashboards | Day 1 |
| 4 | Export Activity Logs in date-range segments | Day 1 |
| 5 | Screenshot dashboards and classification rules | Day 1 |
| 6 | Evaluate replacement platforms against your pain points | Day 2 |
| 7 | Start a free trial on your chosen platform | Day 2 |
| 8 | Create your new account and organization profile | Day 3 |
| 9 | Recreate team structure and permissions | Day 3 |
| 10 | Configure tool classifications and integrations | Day 3 |
| 11 | Communicate the change and deploy new agents | Day 4 |
| 12 | Fine-tune alerts, reports, and new capabilities | Day 5 |
| 13 | Cross-reference data and verify full device coverage | Day 6 |
| 14 | Final export, uninstall ActivTrak agents, and plan cancellation | Day 7 |
Before You Begin: Key Things to Know
Before starting your ActivTrak data export, understand these critical details about your account.
Your Contract Obligations
All ActivTrak paid plans are annual contracts. There is no monthly billing. Submit your cancellation request at least 30 days before your renewal date to avoid automatic renewal. ActivTrak does not advertise pro-rated refunds for mid-contract cancellation — see our guide on ActivTrak refunds for what to expect.
Find your renewal date: Log into ActivTrak, go to your billing section, and note your contract end date. This date matters most for planning your transition and timing your cancellation request.
What You Will Lose Access To
When your ActivTrak subscription ends, you lose:
- All historical productivity data and reports
- Activity logs and timelines
- Custom classifications and rules
- Dashboard configurations and saved reports
- Employee groups and organizational structure settings
This is why exporting your data before cancellation is essential.
What You Can Take With You
ActivTrak allows you to export:
- Live Reports as CSV, Google Sheets, or PDF
- Insights Dashboards as downloadable files
- Activity summaries and historical data through report exports
There is no bulk data migration API or automated export tool, so you will need to export reports individually. 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.
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.
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
- Custom classifications: Apps and websites classified as productive, unproductive, or undefined
- Productivity goals: Goals set and for which teams
- Alert rules: Activity alarms or alerts configured
- Scheduled reports: Reports automatically generated and sent
- Admin roles and permissions: Who has admin, manager, or viewer access
Create a spreadsheet capturing this information. You will reference it on Day 3.
Step 2: Export Live Reports as CSV or PDF
Navigate to Live Reports in ActivTrak and export each report you want to preserve:
- Select the report (Activity Summary, Productivity Report, Team Comparison, etc.)
- Click the export button
- Choose CSV for data you may analyze later, or PDF for archival records
- Repeat for every report type your team relies on
Pro tip: Name files consistently — e.g., activtrak-activity-summary-Q1-2026.csv — so you can find them after migration.
Step 3: Download Insights Dashboards
- Go to the Insights section
- Select each dashboard (Productivity, Engagement, Workload, etc.)
- Click the three-dot menu in the top right corner
- Select Download and save each dashboard
These downloads preserve the visual summaries your managers reference in reviews.
Step 4: Export Activity Logs in Date-Range Segments
- Navigate to Activity Logs
- Set the date range to cover your full retention period (6 months for Essentials/Essentials Plus, 12 months for Professional — see our ActivTrak pricing breakdown for plan details)
- Export the logs — note that exports may be limited to 50,000 rows
Export by quarter to stay within row limits and keep files manageable. If you need 12 months of logs, plan for four separate exports.
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. This is often the most labor-intensive part of ActivTrak configuration, and having a reference saves significant time with your new tool.
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 most common reasons teams leave ActivTrak point directly to the features they should prioritize:
| ActivTrak Pain Point | What to Look For |
|---|---|
| AI locked to $19/mo tier | AI included in base or mid-tier pricing |
| App-level tracking only | Window-level activity context |
| Annual billing only | Monthly billing available |
| Add-on cost creep | All-inclusive pricing |
| Manual maintenance overhead | AI-driven automatic insights |
| Employee privacy concerns | No screenshots/keystroke logging |
For a full comparison of options, see our 2026 ActivTrak alternatives guide.
Our Recommendation: Intelogos
For teams migrating from ActivTrak, Intelogos addresses each pain point directly:
- AI Intelligence at $12/user/month — 37% less than ActivTrak Professional, with more advanced AI including natural language querying
- Chronicle provides minute-by-minute activity timelines with window-level context — significantly deeper than ActivTrak's app-level tracking
- Monthly and annual billing — no forced annual commitments
- All-inclusive pricing — no add-ons for core features, 12 months data retention on every plan
- Privacy-first — no screenshots, no keystroke logging, no video recording
Step 7: Start a Free Trial on Your Chosen Platform
Most platforms offer free trials that let you evaluate before committing:
- Intelogos: 7-day free trial, no credit card required
- Hubstaff: 14-day free trial
- Time Doctor: 14-day free trial
Starting a trial on Day 2 means you will have real data by Day 6–7 to validate your choice.
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:
- Create departments or teams
- Set up manager hierarchies
- Configure access permissions (who can see which team's data)
Most modern platforms make this faster than ActivTrak — you will typically import from a CSV or connect via SSO rather than configuring manually.
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, tools are automatically categorized into three tiers — Primary (core work tools), Secondary (supporting tools), and Distracting (non-work tools) — which is more nuanced than ActivTrak's binary productive/unproductive system and requires minimal manual configuration.
Connect integrations as needed — calendar, HRIS (a paid ActivTrak add-on), SSO/directory sync, and communication tools.
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.
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.
Take advantage of features your new platform offers that ActivTrak did not:
- If using Intelogos: Try Ask AI — type a natural language question about your team's data. Explore Chronicle for detailed activity timelines. Generate one-click insights from any dashboard page.
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.
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:
Method A — Via the Installer:
- Download the ActivTrak installer from your dashboard
- Run the installer and select "Remove" or "Uninstall"
- Repeat on each device
Method B — Remote Uninstall (recommended for teams):
- In the ActivTrak dashboard, go to Settings > Users and Groups > Computer Agent
- Find each device in the list
- Click the three-dot menu next to the device
- Select "Uninstall ActivTrak Agent"
- Confirm the uninstallation
Verify removal on a few devices afterward. Deactivate admin accounts in ActivTrak 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 45 days before your renewal date if you are not canceling immediately.
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 admin accounts deactivated
- 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
Frequently Asked Questions
How long does it really take to migrate from ActivTrak?
The active work takes 10–15 hours spread across 7 days. Most of that time is on Day 1 (data export, Steps 1–5) and Day 4 (agent deployment, Step 11). For very large teams (500+), add 1–2 extra days for deployment and validation.
Will I lose all my historical data?
You will lose access to data within the ActivTrak platform, but not if you export it first. Follow Steps 2–4 to preserve your reports, dashboards, and activity logs as CSV/PDF files. Your new platform cannot import this data directly, but you will have 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. The two agents do not conflict on employee devices.
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. Many teams choose the overlap because productivity gains from better analytics offset the extra cost.
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 the most straightforward replacement because it covers all of ActivTrak's core capabilities — activity tracking, productivity analytics, time tracking, team reporting — while adding AI-powered insights and deeper activity context at a lower price. The migration path is clean because Intelogos does not require complex configuration or manual app classification. 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.
Ready to start your migration? Sign up for Intelogos with a free 7-day trial — no credit card required — and begin Step 7 today. For a detailed comparison of why teams choose Intelogos over ActivTrak, visit our comparison page.