Olivia ChenHow to Cancel ActivTrak & Migrate to a Better Tool in Under 7 Days
You've made the decision to move on from ActivTrak. Maybe the annual-only billing doesn't fit your budget cycle. Maybe the AI features you need are locked behind the $19/month Professional tier. Maybe your team has been spending more time maintaining the tool than benefiting from it.
Whatever the reason, you want a clean transition — no lost data, no disrupted workflows, and no gap in workforce visibility. The good news is that migrating from ActivTrak to a modern workforce analytics platform can be completed in under seven days, even for teams of 100+ people.
This guide walks you through every step: understanding your contract obligations, exporting your data, selecting and deploying a replacement, uninstalling ActivTrak agents, and communicating the change to your team. Follow this timeline and you'll have full analytics coverage in your new platform by the end of the week.
Table of Contents
- Before You Begin: Key Things to Know
- Day 1: Audit Your Current Setup and Export Data
- Day 2: Choose Your Replacement Platform
- Day 3: Set Up Your New Platform
- Day 4: Deploy to Your Team
- Day 5: Configure and Customize
- Day 6: Validate and Run Parallel
- Day 7: Decommission ActivTrak
- How to Cancel Your ActivTrak Subscription
- Post-Migration Checklist
- Frequently Asked Questions
Before You Begin: Key Things to Know
Before starting the migration process, understand these critical details about your ActivTrak account.
Your Contract Obligations
All ActivTrak paid plans are annual contracts. There are several important things to understand:
- No monthly billing exists: You've committed to a 12-month term
- Cancellation timing: Submit your cancellation request at least 30 days before your renewal date to avoid automatic renewal
- No published early termination: ActivTrak doesn't advertise pro-rated refunds for mid-contract cancellation
- Multi-year contracts: If you signed a multi-year deal, verify your specific terms
Find your renewal date: Log into ActivTrak, go to your account settings or billing section, and note your contract end date. This is the date that matters most for planning your transition.
What You'll Lose Access To
When your ActivTrak subscription ends (or when you delete your account), you'll lose:
- All historical productivity data and reports
- Activity logs and timelines
- Custom classifications and rules you've configured
- 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
However, there's no bulk data migration API or automated export tool, so you'll need to export reports individually.
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're trying to build. Give your team advance notice and explain what's changing and why.
Day 1: Audit Your Current Setup and Export Data
Time needed: 2-4 hours
Start your migration by understanding exactly what you have in ActivTrak and preserving the data you need.
Step 1: Document Your Current Configuration
Before you start exporting, document your current ActivTrak setup so you can replicate relevant configurations in your new tool:
- User groups and departments: How are your employees organized? Note group names, membership, and hierarchy
- Custom classifications: What applications and websites have you classified as productive, unproductive, or undefined?
- Productivity goals: What goals have you set, and for which teams?
- Alert rules: What activity alarms or alerts are configured?
- Scheduled reports: What reports are automatically generated and sent?
- Admin roles and permissions: Who has admin, manager, or viewer access?
Create a spreadsheet or document capturing this information. You'll reference it when configuring your new platform.
Step 2: Export Your Reports and Dashboards
Export all the historical data you want to preserve:
Live Reports:
- Navigate to the "Live Reports" section in ActivTrak
- Select each report you want to preserve
- Click the export button and choose your preferred format (CSV is best for data you might want to analyze later; PDF is best for archival records)
- Repeat for each report type: Activity Summary, Productivity Report, Team Comparison, etc.
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
Activity Logs:
- Navigate to Activity Logs
- Set the date range to cover your full data retention period (6 months for Essentials/Essentials Plus, 12 months for Professional)
- Export the logs — note that exports may be limited to 50,000 rows, so you may need to export in segments
Pro tip: Export data for each quarter separately to stay within row limits and make the files more manageable.
Step 3: Take Screenshots of Key Dashboards
Some visual configurations and dashboard layouts can't be exported as data. Take screenshots of:
- Your main productivity dashboard layout
- Any custom dashboard configurations
- Classification rules and categories
- Team structure and permissions setup
These serve as reference material when setting up your new platform.
Step 4: Compile Your Tool Classification List
If you've spent time manually classifying applications and websites in ActivTrak, export or document these classifications:
- Which apps/websites are classified as productive
- Which are classified as unproductive
- Which are classified as undefined
- Any custom categories you've created
This is often the most labor-intensive part of ActivTrak configuration, and having a reference will save time with your new tool — especially if the new platform has better automatic classification.
Day 2: Choose Your Replacement Platform
Time needed: 2-3 hours
If you haven't already selected a replacement, Day 2 is for making that decision. If you've already chosen, skip ahead to Day 3.
Evaluate Based on What ActivTrak Lacked
The most common reasons teams leave ActivTrak point directly to the features they should prioritize in a replacement:
| 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 |
Our Recommendation: Intelogos
For teams migrating from ActivTrak, Intelogos addresses each of these pain points 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
For a comprehensive comparison of all options, see our 2026 ActivTrak alternatives guide.
Start Your Free Trial
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'll have real data by Day 6-7 to validate your choice.
Day 3: Set Up Your New Platform
Time needed: 1-2 hours
With your replacement selected and trial activated, configure the foundation.
Step 1: Create Your Account and Organization
Set up your organization profile 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 2: Recreate Your Team Structure
Using the documentation from Day 1, set up your organizational structure:
- 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'll typically import from a CSV or connect via SSO rather than configuring manually.
Step 3: Configure Tool Classifications
If your new platform requires manual tool classification (many modern tools handle this automatically), use your classification list from Day 1 as a reference.
With Intelogos, for instance, 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.
Step 4: Set Up Integrations
Connect any integrations you need:
- Calendar integration for meeting tracking
- HRIS integration for team data (included with most modern platforms — remember, this is a paid add-on with ActivTrak)
- SSO/directory sync for user management
- Communication tools for notifications
Day 4: Deploy to Your Team
Time needed: 2-4 hours (depending on team size)
This is the most operationally intensive day. You're deploying the new monitoring agent to employee devices.
Step 1: Communicate the Change to Your Team
Before deploying anything, inform your team. Send a clear, transparent communication that covers:
What's happening: "We're switching our workforce analytics platform from ActivTrak to [New Tool]."
Why: Be honest about the reasons. Good examples:
- "The new platform provides better insights with less invasive monitoring"
- "We're getting more value at a lower cost"
- "The AI capabilities will help us better support team performance"
What changes for them:
- What the new tool tracks (and importantly, what it doesn't)
- Whether they'll see their own data
- Any changes to privacy practices (ideally, improvements)
- What they need to do (if anything) for the transition
What stays the same:
- The purpose of workforce analytics in your organization
- How data is used in performance discussions
- Their rights regarding their data
Sample communication:
Team, starting this week we're transitioning from ActivTrak to Intelogos for our workforce analytics. This change gives us better AI-powered insights while improving privacy — the new platform doesn't take screenshots or log keystrokes. You'll be able to see your own productivity data and use it for self-improvement. Our IT team will install the new agent on your devices this week. The process takes less than 5 minutes and won't interrupt your work. If you have questions, reach out to [contact person].
Step 2: Deploy the New Monitoring Agent
Follow your new platform's deployment guide. Most modern tools offer multiple deployment methods:
- 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
For larger teams (50+), remote or silent deployment is strongly recommended. Most modern agents support macOS and Windows with straightforward installers.
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
Step 3: Do NOT Uninstall ActivTrak Yet
Keep ActivTrak running in parallel for now. You want both tools collecting data for a few days so you can:
- Verify the new tool is capturing data correctly
- Compare metrics between platforms
- Ensure no devices are missed in deployment
Day 5: Configure and Customize
Time needed: 1-2 hours
With your new platform collecting data, fine-tune the configuration.
Step 1: Review Initial Data
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?
- Is the data granularity sufficient?
Step 2: Adjust Classifications
If any applications or websites are miscategorized, update the classifications. Modern platforms typically require fewer adjustments because their automatic classification is more sophisticated, but verify that your team's primary tools are correctly identified.
Step 3: Configure Alerts and Reports
Set up any automated alerts or scheduled reports you had in ActivTrak:
- Overwork/burnout alerts
- Productivity threshold notifications
- Weekly/monthly summary reports
- Manager dashboards
Step 4: Explore New Capabilities
Take advantage of features your new platform offers that ActivTrak didn't:
- If using Intelogos: Try Ask AI — type a natural language question about your team's data and see what comes back. Explore Chronicle for detailed activity timelines. Generate one-click insights from any dashboard page.
- If using another platform: Explore the unique features that drove your switch and start building familiarity.
Day 6: Validate and Run Parallel
Time needed: 1-2 hours
With two days of data in your new platform, validate that everything is working as expected.
Step 1: Cross-Reference Data
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.
Step 2: Get Manager Feedback
If you have team leads or managers who used ActivTrak regularly, have them spend 30 minutes with the new platform:
- Can they find the data they need?
- Are the insights useful?
- Is the interface intuitive?
- What's better? What's missing?
Address any concerns or configuration gaps before fully decommissioning ActivTrak.
Step 3: Verify Complete Coverage
Confirm that every device that was monitored by ActivTrak is now reporting to the new platform. Check for:
- Devices that failed to install the new agent
- Employees on leave who haven't connected yet
- Any operating system compatibility issues
Day 7: Decommission ActivTrak
Time needed: 1-3 hours
Your new platform is validated and collecting data. Time to remove ActivTrak.
Step 1: Final Data Export
Do one last export of any data generated since Day 1 — particularly if there are reports or dashboards you didn't capture initially.
Step 2: Uninstall ActivTrak Agents
Remove the ActivTrak agent from all employee devices using one of two methods:
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
The remote uninstall method is significantly faster for teams — you can uninstall agents from your dashboard without needing physical access to each device.
Important: Verify that agents are actually removed by checking a few devices afterward. Leftover agents won't cause issues but may confuse employees who notice them.
Step 3: Clean Up Admin Accounts
Deactivate or remove admin accounts in ActivTrak to prevent unauthorized access to any remaining data.
Step 4: Note Your Cancellation Timeline
If your ActivTrak contract hasn't expired yet, note when you need to submit the formal cancellation. The next section covers the cancellation process in detail.
How to Cancel Your ActivTrak Subscription
The actual cancellation process depends on how you purchased ActivTrak and when your contract ends.
Timing Your Cancellation
Submit your cancellation at least 30 days before your renewal date. ActivTrak contracts auto-renew, so missing this window could lock you into another year.
Set a calendar reminder for 45 days before your renewal date to give yourself a buffer.
For Direct Purchases
If you purchased ActivTrak directly (not through a reseller):
- Navigate to the cancellation form: ActivTrak requires you to fill out a cancellation form on their website
- Provide your account details: Organization name, admin email, and reason for cancellation
- Confirm via email: You should receive a confirmation email acknowledging your cancellation request
- Follow up if needed: If you don't receive confirmation within 5 business days, contact ActivTrak directly:
- Phone: 512-900-2040
- Email: support@activtrak.com
For Reseller Purchases
If you purchased through a reseller or partner:
- Contact your reseller directly — they manage your contract
- The reseller will coordinate with ActivTrak on your behalf
- Get written confirmation of the cancellation from both the reseller and ActivTrak
For Free Plan Accounts
If you're on the Free plan and want to delete your account entirely:
- Log into ActivTrak
- Navigate to account settings
- Follow the account deletion process
Note that free accounts are automatically marked as inactive and may be deleted after 30 days of no login activity.
What Happens After Cancellation
- Your account will remain active until the end of your current billing period
- You'll retain access to your data until the account is deactivated
- After deactivation, your data will be deleted according to ActivTrak's data retention policy
- Monitoring agents on employee devices will stop collecting data but won't automatically uninstall — you should remove them separately (see Day 7, Step 2)
If You Want to Cancel Mid-Contract
ActivTrak doesn't publish an early termination policy. If you need to cancel before your contract expires:
- Contact ActivTrak's billing team at sales@activtrak.com
- Explain your situation and request early termination
- Be prepared to negotiate — some organizations have successfully obtained partial refunds or early release, especially for larger accounts
- Get any agreement in writing before relying on it
Post-Migration Checklist
Use this checklist to confirm your migration is complete:
Data and Access
- [ ] All historical reports exported from ActivTrak
- [ ] Dashboard configurations documented
- [ ] Custom classifications documented
- [ ] ActivTrak admin accounts deactivated
- [ ] Cancellation submitted (or calendar reminder set for 45 days before renewal)
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 from all devices
- [ ] Agent removal verified on sample devices
- [ ] Team notified of the complete transition
- [ ] Old ActivTrak bookmarks/shortcuts removed
- [ ] IT documentation updated with new platform details
Employee Communication
- [ ] Team informed about the switch
- [ ] New platform access provided to employees (if applicable)
- [ ] FAQ or help resources shared
- [ ] Feedback channel established for questions
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) and Day 4 (agent deployment). The rest is configuration and validation that can be done alongside your normal work. For very large teams (500+), add 1-2 extra days for deployment and validation.
Will I lose all my historical data?
You'll lose access to data within the ActivTrak platform, but not if you export it first. Follow the Day 1 export process to preserve your reports, dashboards, and activity logs as CSV/PDF files. Your new platform won't be able to import this data directly, but you'll 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 in our timeline) lets you validate that the new platform is collecting data correctly. The two agents don't conflict with each other on employee devices.
What if my ActivTrak contract doesn't expire for months?
You have two options: (1) start using your new platform now and pay for both until the ActivTrak contract expires, or (2) wait until closer to your renewal date to switch. Option 1 costs more short-term but gets you better tools immediately. Option 2 saves money but delays your access to better analytics. Many teams choose option 1 because the productivity gains from better analytics offset the overlapping subscription 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 (Day 4) and ActivTrak agent removal (Day 7). 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 doesn't require complex configuration or manual app classification. For a full comparison of alternatives, 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 (Day 4, Step 1) is essential. If you're 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." Most employees respond well to this messaging.
How do I handle the ActivTrak agent on employee devices?
Use the remote uninstall feature in ActivTrak's dashboard (Settings > Users and Groups > Computer Agent > three-dot menu > Uninstall). This removes the agent without needing physical access to devices. Verify removal on a few devices to confirm it worked.
Ready to start your migration? Sign up for Intelogos with a free 7-day trial — no credit card required — and begin Day 2 of your migration today. For a detailed comparison of why teams choose Intelogos over ActivTrak, visit our comparison page.