Monitor team performance with KPIs, leaders tables, tool categories, and engagement metrics.
Welcome to the Intelogos Dashboard! This guide will help you understand and effectively use the Dashboard to gain insights into your team's performance and productivity.
Who Can Access the Dashboard?
The Dashboard is available only to:
- Managers – Users with manager role privileges
- Admins – Users with administrative privileges
- Owners – The primary account owner who created the organization account
Regular users without these elevated permissions will not see the Dashboard in their navigation menu.
Table of Contents
- Overview
- Getting Started
- Header Controls
- Key Performance Indicators (KPIs)
- Leaders Section
- Tool Categories
- Engagement Breakdown
- Time Categories
- Data Freshness
- Troubleshooting
Overview
The Dashboard provides a comprehensive view of your team's performance over a selected time period. It helps you:
- Monitor key performance metrics through customizable KPI cards
- Identify top performers across users, departments, projects, and managers
- Understand how time is spent across different tool categories based on their importance
- Assess engagement levels to identify areas for improvement
- Categorize work activities through time categories
Think of the Dashboard as your command center for team performance insights—everything you need to understand how your team is performing and where to focus your attention.
Getting Started
When you first open the Dashboard, you'll see the following sections from top to bottom:
- Header controls (date range picker and filters) at the top of the page
- KPI cards displaying key metrics with a trend chart
- Leaders table showing top performers
- Tool importance cards (Primary, Secondary, Distracting/Neutral) in a three-column row
- Engagement breakdown (High, Medium, Low) in a three-column row
- Time categories chart and table showing activity distribution
The Dashboard automatically loads data for the last 30 days by default (or your previously selected date range if you've used the Dashboard before).
Header Controls
The header at the top of the page contains the page title ("Dashboard" on the left), the Filters button, and the Date Range Picker.
Location on page: Fixed at the very top of the Dashboard page, spanning the full width. The page title "Dashboard" is on the left side; the Filters button and Date Range Picker are on the right side.
Date Range Picker
The date range picker allows you to select the time period for which data is displayed across the Dashboard.
Location: Top-right corner of the page
How to use:
- Click on the date range picker
- Choose from preset options:
- Today – Current day only
- Yesterday – Previous day only
- Last 7 days – Past week
- Last 30 days – Past month (recommended for regular monitoring)
- Last 3 months – Past 3 months (good for quarterly reviews)
- Last 6 months – Past 6 months (recommended for longer term reviews)
- Week to date – From the first day of current week to today
- Month to date – From the 1st of current month to today
- Year to date – From January 1st to today
- Or select a custom range by clicking on start and end dates
- Click Apply after selecting date range to apply it to the page
Tips:
- For single-day selection: Click the same date twice (once for "from" and once for "to")
- For most teams: The "Last 30 days" preset provides the best balance of data depth and relevance
- For quarterly reviews: Consider using "Last 90 days" or a 3 month range
- Date range persistence: Your selected date range will automatically apply to other pages (Profile, Team, Reports, etc.) except for Daily and Chronicle pages, which have their own date controls. Note that this selected range applies to most other pages as well, not just the dashboard.
Filters
Filters allow you to narrow down the Dashboard data to specific segments of your organization.
Location on page: Top-right area of the header bar, to the left of the Date Range Picker. Displayed as a "Filters" button. A red badge/dot indicator appears on the button when filters are active.
Available filters:
- Departments – Filter by organizational departments
- Projects – Filter by projects (if your organization uses project tracking)
- Managers – Filter by reporting manager
How to use filters:
- Click the Filters button in the header (it will show a badge indicator when filters are active)
- A drawer will slide in from the right side
- Select one or more options from each filter category:
- Click checkboxes to select multiple departments, projects, or managers
- Click Apply to activate your selections
- Click Reset to clear all selections
- Click Cancel or close the drawer to dismiss without applying changes
Important notes:
- Filters must be explicitly applied by clicking the "Apply" button—simply selecting items doesn't activate them
- The "Reset" button clears your selections in the drawer
- Active filters are indicated by a red dot on the Filters button
- Applied filters persist across page navigation within the same session
Key Performance Indicators (KPIs)
KPIs are the primary metrics that help you understand team performance at a glance. The Dashboard displays up to 4 KPI cards at the top, with one active KPI driving the trend chart below.
Location on page: First main content section directly below the header. Spans the full width of the page. Contains a card with header "Key performance indicators", a grid of KPI metric cards, and a bar chart underneath.
Understanding KPI Metrics
Each KPI card shows:
- Metric name with an icon
- Current value (average or total for the selected period)
- Trend indicator (up/down arrow with percentage change). This percentage shows the change versus the previous comparable period (e.g., if viewing "Last 30 days," it compares to the 30 days prior).
- Color-coded status (green for positive, red for negative trends)
Location on page: KPI cards are displayed in a horizontal row inside the KPI section card. Each card is a colored block (e.g., blue for Workday, yellow for Activity, green for Engagement) showing the metric icon, name, value, and trend percentage.
Available KPIs:
Workday
What it measures: The average amount of time tracked on a workday. If idle time is saved, it will be included as well.
Why it matters: Helps you understand typical work duration. Consistent workday length indicates predictable work patterns.
Typical values: 7-9 hours for full-time employees. Time recorded on non-working days is not included in the average workday calculation.
Activity
What it measures: The level of interaction with the computer through mouse and keyboard usage. It is calculated as the percentage of active seconds out of the total number of seconds tracked.
Why it matters: High activity indicates active engagement with work. Low activity may suggest idle time, meetings without computer interaction, or passive tasks.
Typical values: As a rule of thumb: below 20% is low for roles requiring computer interaction; 20-50% is typical and healthy for most jobs; >50% often indicates deep focus (hard to sustain all day).
Engagement
What it measures: The portion of time spent in primary and secondary tools out of the total tracked time.
Why it matters: Shows how much time is spent on work-related tools versus distracting or uncategorized applications. Higher engagement correlates with focused work time.
Typical values: Above 70% is excellent; below 60% may indicate distractions or miscategorized tools
Productivity
What it measures: The portion of active work minutes spent in primary and secondary tools out of the total possible time based on how much users are expected to work. If any second is active within a minute, then the entire minute is counted as active.
Why it matters: Combines time, activity, and engagement to show effective work time as a percentage of expected work time. This is one of the strongest indicators of actual productive output.
Typical values: 40-60% is strong; above 60% is exceptional. Values above ~40% are generally acceptable for most jobs.
Contribution
What it measures: The total number of active work minutes spent in primary and secondary tools. If any second is active within a minute, then the entire minute is counted as active.
Why it matters: Unlike productivity (which is a percentage), contribution shows absolute time contributed. Useful for understanding total output regardless of expected hours. It complements Productivity by expressing the same effective work time in absolute units instead of a percentage.
Displayed as: Total hours and minutes (e.g., "124h 30m")
Availability
What it measures: The portion of the day the user was working, out of the total amount of time they were expected to work.
Why it matters: Indicates how much of scheduled work time is actually being logged. Low availability might signal time-off, meetings, absenteeism or non-computer work.
Typical values: 85-100% for active workdays
Overall Rating
What it measures: A composite indicator that summarizes other KPIs (availability, activity, engagement, productivity) into a single number for a quick understanding of overall performance.
Why it matters: Provides a single snapshot score for quick performance assessment. Useful for comparing across team members or time periods.
Typical values: With the default settings 50 or above can be good. The formula and weights for Overall Rating can be customized in Settings (Rating section), so interpretations may vary by organization.
Customizing Your KPIs
You can personalize which KPIs appear on your Dashboard and in what order.
Requirements:
- Minimum of 2 KPIs must be selected
- Maximum of 4 KPIs can be displayed
How to customize:
-
Enter Edit Mode:
- Click the pencil icon (Edit) in the top-right corner of the KPI section card
- Location on page: Small pencil icon at the top-right of the "Key performance indicators" card header
- KPI cards will show delete buttons (X) in edit mode
-
Remove a KPI:
- Click the X button on any KPI card you want to remove
- Location on page: Top-right corner of each individual KPI card (visible only in edit mode)
- A placeholder card will appear if you have fewer than 4 KPIs selected
-
Add a KPI:
- Click the + Add KPI placeholder card
- Location on page: Appears as a dashed-border placeholder card in the KPI cards row (visible only in edit mode when fewer than 4 KPIs are selected)
- A dialog will open showing all available KPIs organized into core KPIs and raw data KPIs
- Click on a KPI to add it to your Dashboard
-
Reorder KPIs:
- In edit mode, click and drag any KPI card to a new position
- Drop it where you want it to appear
- The order is saved automatically
-
Exit Edit Mode:
- Click the checkmark icon (Done) to save and exit edit mode
- Location on page: Same position as the pencil icon — top-right of the KPI section card header (the pencil icon changes to a checkmark in edit mode)
- Your KPI selection and order are automatically saved and will persist across sessions
Tips:
- Choose KPIs that align with your team's goals
- Reorder KPIs to put the most important metric first (it will be selected by default)
- Experiment with different combinations to find what works best for your management style
KPI Trend Chart
Below the KPI cards, you'll see a bar chart displaying the daily trend of the currently selected KPI.
Location on page: Directly below the row of KPI cards, still within the same "Key performance indicators" card container. Takes up the full width of the card.
Features:
- X-axis: Each bar represents one day (or one week or even one month depending on how long the selected period is) in your selected date range
- Y-axis: Values for the selected KPI
- Tooltips: Hover over any bar to see exact values for that day
- Color coding: Matches the active KPI card color
How to change the displayed KPI:
- Click on any KPI card to make it the active metric
- The chart will automatically update to show that KPI's trend
- Location on page: Click directly on any of the KPI metric cards in the row above the chart
What to look for:
- Consistent patterns: Stable performance over time
- Upward trends: Improvement in the metric
- Downward trends: Areas needing attention
- Spikes or dips: Investigate unusual days for context (holidays, system issues, special projects)
Leaders Section
The Leaders section displays a table of Top 10 performers based on their key performance indicators. This helps you quickly identify high achievers and those who may need support.
Location on page: Second major section, directly below the KPI section card. Full-width card with "Leaders" header, tabs, a sortable data table, and pagination.
Viewing Different Entity Types
The Leaders section has tabs that allow you to view performance from different perspectives.
Location on page: Horizontal tab row directly below the "Leaders" section header. Tabs are labeled: Users, Departments, Projects, Managers.
1. Users Tab (Default)
- Shows individual team members ranked by performance
- Description: Performance of individual users
- Use case: Identify top performers for recognition or those needing coaching
2. Departments Tab
- Shows department-level aggregated performance based on all users within each department
- Description: Performance of each department, based on the performance of the users within it
- Use case: Compare departmental effectiveness, identify high/low performing teams
3. Projects Tab (Only visible if your organization uses project tracking)
- Shows project-level performance based on users assigned to each project
- Description: Performance of each project, based on the performance of the users assigned to it
- Use case: Monitor project health, identify projects at risk or exceeding expectations
4. Managers Tab (Only visible to Admins and Owners)
- Shows manager-level performance based on the aggregate performance of their direct reports
- Description: Performance of each manager, based on the performance of the users they oversee
- Use case: Evaluate management effectiveness, identify coaching opportunities for managers
Switching between tabs:
- Simply click on any tab to switch the view
- The table will reload with data appropriate to that entity type
- Location on page: Click the tab labels in the row below the "Leaders" heading
Understanding Leaders Columns
The Leaders table can display many columns. Here's what each one means:
| Column | Description | Typical Values |
|---|
| Avatar/Initials | Visual identifier with colored background | Clickable for actions |
| Name | Full name of the user, department, project, or manager | - |
| Time | Total time worked during the selected time period | e.g., "164h 30m" |
| Idle | Total idle time (extended periods of inactivity) | e.g., "8h 15m" |
| Workday | Average amount of time tracked on a workday (includes idle if saved) | e.g., "8h 15m" |
| Average Idle | The average amount of idle time during the workday | e.g., "25m" |
| Availability | Portion of expected work time that was actually tracked | e.g., "80%" |
| Activity | Level of mouse/keyboard interaction (% of active seconds) | e.g.,"30%" |
| Engagement | Portion of time in primary/secondary tools out of total tracked time | e.g., "50%" |
| Productivity | Portion of active work minutes in primary/secondary tools vs. expected work time | e.g., "40%" |
| Contribution | Total active work minutes in primary/secondary tools | e.g., "124h 30m" |
| Overall Rating | Composite performance score combining multiple KPIs | e.g., "55%" |
Location on page: The table occupies the main body of the Leaders card, below the tabs. Column headers are displayed along the top row of the table. Percentage-based metrics (Activity, Engagement, Productivity, etc.) also show a colored progress bar next to the value.
Tips for interpreting Leaders data:
- High Time + High Idle: May indicate long hours but with inefficiency
- High Activity + High Engagement + High Productivity: Ideal combination of focus and output
- Low Engagement with High Time: Suggests time spent in distracting or uncategorized tools
- High Contribution: Shows absolute productive output (useful for comparing part-time vs. full-time)
Interacting with Leaders Table
The Leaders table is interactive and allows you to drill down into details:
Sorting:
- Click any column header in the table to sort by that metric
- Location on page: Column headers at the top of the Leaders table. Sortable columns display a sort direction indicator (arrow) next to the column name.
- Click once to sort ascending, click again to toggle to descending
Drilling Down:
Pagination:
- Location on page: Bottom-right corner of the Leaders table, below the last row
- Shows the current range and total count (e.g., "Rows 1-10 of 40")
- Navigation buttons: First page, Previous page, Next page, Last page
Example workflow:
- You notice the "Engineering" department has low engagement in the Departments tab
- Click on the Engineering row's name
- Dashboard filters to show only Engineering department data
- Review tool categories and engagement breakdown specific to Engineering
- Switch to Users tab to see which Engineering team members need support
- Clear the filter (using the Filters button → Reset) to return to organization-wide view
Customizing Visible Columns
Not all columns may be relevant to your analysis. You can show or hide columns to focus on what matters most.
How to customize columns:
- Click the columns icon (View Options) in the top-right corner of the Leaders section
- Location on page: Small icon button at the top-right of the Leaders card, near the section header
- A dropdown menu appears showing all available columns with checkboxes
- Check columns you want to display
- Uncheck columns you want to hide
- Close the dropdown—changes apply immediately
- Your column visibility preferences are automatically saved for future sessions
Recommendations:
- For quick performance review: Show Name, Workday, Activity, Engagement, Productivity, Overall Rating
- For time management analysis: Show Name, Time, Idle, Workday, Average Idle
- For minimal view: Show only Name and Overall Rating for a quick scan
- For comprehensive analysis: Enable all columns
Tool Categories
Tools (applications and websites) are categorized to help understand how work time is distributed and to calculate engagement and productivity metrics.
Location on page: Three cards displayed in a horizontal row below the Leaders section. From left to right: Primary Tools, Secondary Tools, and Distracting/Neutral Tools (tabbed card). On smaller screens, the cards may stack into two columns or a single column.
Primary Tools
Definition: Primary tools should include only a few tools where a user is expected to spend the majority of their time.
Location on page: First (left-most) card in the tool categories row.
Examples:
- IDEs (VS Code, IntelliJ, PyCharm) for developers
- Design tools (Figma, Adobe XD, Sketch) for designers
- Spreadsheets and analysis tools for analysts
- CRM systems for sales teams
What the card shows:
- Header: "Primary tools" title with a tooltip icon and an edit (pencil) icon (visible to users with tool management permissions)
- Summary stats: Total time spent and share (%) of total tracked time, displayed prominently at the top of the card
- Activity badge: Activity percentage shown as a colored badge
- Tool list: Up to 5 tools with logo, name, time spent, and activity badge for each
- "Show more" button: Opens a full-screen dialog showing all primary tools with a search bar
- Interaction: Click any tool name in the list to open user-level usage details for that specific tool
Location of interactive elements:
- Edit (pencil) icon: Top-right corner of the Primary Tools card header
- Tool list items: Below the summary stats, each tool is a row with logo, name, and metrics
- "Show more" button: Bottom of the card, below the tool list
Why it matters:
Primary tools directly contribute to engagement, productivity, and contribution calculations. Properly categorizing primary tools ensures accurate performance metrics.
Typical share: 30-60% of total time for most workers
Secondary Tools
Definition: Secondary tools should include tools that are work-related but not where a user is expected to spend most of their time.
Location on page: Middle card in the tool categories row.
Examples:
- Communication tools (Slack, Microsoft Teams, Email)
- Meeting software (Zoom, Google Meet)
- Documentation (Confluence, Notion)
- Project management tools (Jira, Asana, Monday)
What the card shows:
- Header: "Secondary tools" title with a tooltip icon and an edit (pencil) icon (visible to users with tool management permissions)
- Summary stats: Total time spent and share (%) of total tracked time
- Activity badge: Activity percentage shown as a colored badge
- Tool list: Up to 5 tools with logo, name, time spent, and activity badge for each
- "Show more" button: Opens a full-screen dialog showing all secondary tools with a search bar
- Interaction: Click any tool name in the list to open user-level usage details for that specific tool
Location of interactive elements:
- Edit (pencil) icon: Top-right corner of the Secondary Tools card header
- Tool list items: Below the summary stats
- "Show more" button: Bottom of the card
Why it matters:
Secondary tools are also productive, but represent supporting activities rather than core work. Balancing primary and secondary time helps understand if too much time is spent in coordination vs. execution.
Typical share: 20-40% of total time
Distracting Tools
Definition: Distracting tools are those that users should avoid. They are not related to work and do not contribute to achieving work goals.
Location on page: Right-most card in the tool categories row, under the "Distracting" tab. This card is shared with Neutral Tools using a tabbed interface.
Examples:
- Social media (Facebook, Instagram, Twitter, TikTok)
- Entertainment (YouTube, Netflix, gaming sites)
- Personal shopping sites
- Personal messaging apps (WhatsApp for personal use)
What the card shows:
- Header: "Distracting tools" tab label (active when selected)
- Summary stats: Total time spent and share (%) of total tracked time
- Activity badge: Activity percentage shown as a colored badge
- Tool list: Up to 5 tools with logo, name, time spent, and activity badge for each
- "Show more" button: Opens a full-screen dialog showing all distracting tools with a search bar
- Interaction: Click any tool name in the list to open user-level usage details for that specific tool
Location of interactive elements:
- Distracting / Neutral tabs: Top of the right-most card, switch between views
- Edit (pencil) icon: Top-right corner of the card header (visible to users with tool management permissions)
- Tool list items: Below the summary stats
- "Show more" button: Bottom of the card
Why it matters:
Monitoring distracting tools helps identify when team members may be disengaged or need support. However, small amounts (5-10%) can be normal for breaks.
Typical share: Ideally <5% of total time
Neutral Tools
Definition: Neutral tools are those that have not yet been categorized as either primary, secondary, or distracting tools.
Location on page: Right-most card in the tool categories row, under the "Neutral" tab. Click the "Neutral" tab to switch from the Distracting view.
Examples:
- Newly installed applications
- Company-specific tools not yet classified
- Operating system tools (Finder, File Explorer)
What the card shows:
- Header: "Neutral tools" tab label (active when selected)
- Summary stats: Total time spent and share (%) of total tracked time
- Activity badge: Activity percentage shown as a colored badge
- Tool list: Up to 5 tools with logo, name, time spent, and activity badge for each
- "Show more" button: Opens a full-screen dialog showing all neutral tools with a search bar
- Interaction: Click any tool name in the list to open user-level usage details for that specific tool
Location of interactive elements:
- Distracting / Neutral tabs: Top of the right-most card
- Tool list items: Below the summary stats
- "Show more" button: Bottom of the card
Why it matters:
Neutral tools don't contribute to any performance calculations. A high share of neutral tools means your metrics may be inaccurate. It's important to regularly review and categorize neutral tools.
Goal: Minimize neutral tool time by categorizing everything appropriately
Managing Tool Categories
You can recategorize tools directly from the Dashboard to ensure accurate performance tracking.
Method 1: Quick Edit from Tool Cards (Dashboard)
- Click the pencil icon on any tool category card (Primary, Secondary, or Distracting/Neutral)
- Location on page: Small pencil icon in the top-right corner of each tool category card header. Only visible to users with tool management permissions.
- A tool management drawer slides in from the right side of the screen
- The drawer contains:
- "Apply changes to" dropdown: Select which department's tool categories to edit (e.g., All users, Engineering, Design)
- Location in drawer: Top of the drawer, below the header
- Tabs: "What to add" and "What is added" — browse available tools or see currently categorized tools
- Location in drawer: Below the department dropdown
- Tool lists: Each tool shows its name, logo, and current category
- Search bar: Filter tools by name
- Save/Discard buttons: Apply or cancel your changes
- Location in drawer: Bottom of the drawer
- To categorize a tool, press the Add button next to it or change its category
- Click Save changes to apply changes
- The Dashboard will reload with updated categorization
Example workflow:
- You notice "Notion" is listed under Neutral tools
- Click the pencil icon on the "Secondary tools" card
- In the drawer, switch to the "What to add" tab and find "Notion"
- Click Add next to Notion
- Click Save changes
- Notion now appears in Secondary tools and contributes to engagement/productivity
Method 2: Comprehensive Tool Management (Settings Page)
For more advanced categorization, including bulk operations and preset templates:
- Navigate to Settings → Tools
- On the Tools Settings page, you can:
- Apply presets for common job roles (Developer, Designer, Sales, etc.)
- Bulk categorize multiple tools at once
- Set department-specific categorizations (important if different teams use the same tool differently)
- Review all tools across your organization
Tips for effective tool categorization:
- Start with presets: If available in Settings, apply a preset that matches your team's role
- Review Neutral tools regularly: Aim to categorize new tools within a week of first usage
- Department-specific categories: Different teams may use the same tool differently (e.g., Slack might be Primary for Support, Secondary for Engineering)
- Be selective with Primary: Only 1-3 tools should be Primary per role
- Ask team members: If unsure how a tool is used, ask the team
- Update periodically: Tools change, workflows evolve—review categories quarterly
Engagement Breakdown
Engagement level shows how actively users are interacting with tools. The Dashboard breaks this into three categories displayed in separate cards.
Location on page: Three cards displayed in a horizontal row below the Tool Categories row. From left to right: High Engagement, Medium Engagement, Low Engagement. On smaller screens, the cards may stack into two columns or a single column.
High Engagement
Definition: High engagement means that the user is actively interacting with the tool. Extended periods of high engagement are a positive sign and will lead to a greater total contribution.
Location on page: First (left-most) card in the engagement breakdown row.
What it shows:
- Header: "High engagement" title
- Summary stats: Total time and share (%) prominently at the top
- Activity badge: Activity percentage displayed as a colored badge
- Tool list: Tools where users exhibited high engagement, showing logo, name, time, and activity badge
- "Show more" button: Opens a full-screen dialog with a search bar and the complete list of high-engagement tools
- Interaction: Click on a tool in the list to view detailed usage and user activity for that specific tool
Location of interactive elements:
- Tool list items: Below the summary stats, each tool is a clickable row
- "Show more" button: Bottom of the card
Interpreting high engagement:
- Primary tools with high engagement: Excellent—indicates deep focus work
- Distracting tools with high engagement: Concerning—suggests significant energy lost to distractions
- Goal: Maximize high engagement in primary tools
Visual indicator: Some high-engagement tools may show a colored bar (green for primary) next to the tool name, indicating the tool's category. This helps you quickly see if high engagement is in a primary or secondary tool.
Medium Engagement
Definition: Medium engagement represents the average engagement level that can be expected from normal work by an average user.
Location on page: Middle card in the engagement breakdown row.
What it shows:
- Header: "Medium engagement" title
- Summary stats: Total time and share (%) at the top
- Activity badge: Activity percentage displayed as a colored badge
- Tool list: Tools where users exhibited medium engagement, showing logo, name, time, and activity badge
- "Show more" button: Opens a full-screen dialog with a search bar and the complete list of medium-engagement tools
- Interaction: Click on a tool in the list to view detailed usage and user activity for that specific tool
Location of interactive elements:
- Tool list items: Below the summary stats, each tool is a clickable row
- "Show more" button: Bottom of the card
Interpreting medium engagement:
- Medium engagement is normal and expected for most work activities
- Communication tools (Slack, Email) often fall here due to waiting time between messages
- Document review and reading tasks typically show medium engagement
What to look for: Medium engagement should be spread across primary and secondary tools
Low Engagement
Definition: Low engagement means that the user is barely interacting with the tool. This may be a negative sign if low engagement is observed for primary work tools.
Location on page: Right-most card in the engagement breakdown row.
What it shows:
- Header: "Low engagement" title
- Summary stats: Total time and share (%) at the top
- Activity badge: Activity percentage displayed as a colored badge
- Tool list: Tools where users exhibited low engagement, showing logo, name, time, and activity badge
- "Show more" button: Opens a full-screen dialog with a search bar and the complete list of low-engagement tools
- Interaction: Click on a tool in the list to view detailed usage and user activity for that specific tool
Location of interactive elements:
- Tool list items: Below the summary stats, each tool is a clickable row
- "Show more" button: Bottom of the card
Interpreting low engagement:
- Low engagement in primary tools: May indicate barriers, unclear tasks, or passive work
- Low engagement in secondary tools: Can be normal for calling and meetings tools when user is not interacting with the computer
- Low engagement in distracting tools: Better than high engagement in distracting tools, but still non-productive time
Potential action items:
- Investigate why primary tools show low engagement (training issues, blockers, wrong categorization)
- Consider whether tools with consistent low engagement are correctly categorized
Tips for using engagement data:
- Compare engagement patterns across team members to identify outliers
- Track engagement trends over time—sudden drops may indicate issues
- Use engagement data alongside time data—high time + low engagement suggests inefficiency
Time Categories
The Time Categories section provides a visual breakdown of how time is distributed across different types of work activities.
Location on page: Full-width card below the engagement breakdown row. This is the last major section on the Dashboard page. Contains a "Time categories" header, a stacked bar chart, and a data table with pagination.
What it shows:
-
Stacked bar chart: Displays daily (or weekly/monthly depending on the length of the selected period) distribution of time across categories
- Location on page: Upper portion of the Time Categories card, spanning the full width
- X-axis: Each bar represents one day in your selected date range
- Y-axis: Hours of work time
- Color segments: Each color represents a different time category
- Tooltips: Hover over any segment to see the exact time for that category on that day
-
Data table: Below the chart, a table listing each time category with metrics
- Location on page: Lower portion of the Time Categories card, below the stacked bar chart
- Columns: Name, Time (total), Workday (average), Activity (%), Share (%)
- Click a row to open a dialog showing the specific tools within that time category
- Pagination: If more than 10 categories, pagination appears at the bottom-right of the table (same style as Leaders pagination: First, Previous, Next, Last)
Understanding time categories:
Time categories represent how time is spent based on the type of work different tools are typically used for.
Common time categories may include:
- Development: Programming, coding, technical work (e.g., VS Code, IntelliJ)
- Design: Creative work, UI/UX, graphics (e.g., Figma, Adobe)
- Project Management: Planning, coordination, communication (e.g., Jira, Asana)
- Documents: Writing, documentation, reporting (e.g., Notion, Confluence, Google Docs)
- Finance: Accounting, budgeting, financial analysis (e.g., QuickBooks, Sheets)
- Communication & Meetings: Slack, Email, Zoom/Meet, calendar events
- Analysis: Spreadsheets, BI tools (e.g., Excel, Sheets, Looker)
- Other: Miscellaneous or unclassified
Customizing visible categories:
- Click the columns icon (View Options) in the top-right corner of the Time Categories card
- Location on page: Small icon button at the top-right of the Time Categories card header, near the "Time categories" title
- Check or uncheck categories to show/hide them in the chart and table
- Your preferences are saved automatically
Interactions:
- Click a time category row in the table to open a dialog listing the specific tools within that category
- Location on page: Any row in the Time Categories data table is clickable
- Click a specific tool from that dialog to open detailed user activity and time data for that tool
How to interpret:
- Balanced distribution: Indicates diverse work activities
- Single category dominance: May be normal for specialized roles (e.g., developers spend 70%+ in Development)
- Day-to-day variation: Normal—some days are heavier in meetings, others in heads-down work
- Trends over weeks: Look for shifts that might indicate changes in workload or responsibilities
Use cases:
- Ensure team members are spending time on their core responsibilities
- Identify when too much time is spent in meetings vs. execution
- Support capacity planning by understanding time distribution
- Validate that job roles align with actual time spent
Data Freshness
Understanding when data is updated helps you interpret the Dashboard accurately.
Data collection:
- Desktop applications send activity data to the server every 10 minutes
- Most metrics and visualizations update within 10-15 minutes of the activity occurring
- This provides near-real-time visibility into team activity
Full KPI calculation:
- Some KPIs, particularly those involving daily aggregations (like workday averages), require 24 hours to fully stabilize
- For the most accurate KPI values, wait at least one full day after data starts tracking
Best practices:
- For daily check-ins: Data from 10 minutes ago is current enough for real-time monitoring
- For performance reviews: Use date ranges ending at least 1-2 days in the past to ensure all data is fully processed
- After onboarding new users: Give the system 24-48 hours to establish baseline metrics
What this means for you:
- You can check in on today's activity and see recent updates
- For accurate weekly/monthly reports, ensure the date range includes fully completed days
- Don't be alarmed by minor fluctuations in real-time data—KPIs stabilize after the full day is processed
Troubleshooting
I don't see the Dashboard in my navigation menu
Cause: The Dashboard is only accessible to Managers, Admins, and the primary Account Owner.
Solution: Contact your organization's Admin or Account Owner to request elevated permissions if you need Dashboard access for your role.
Location on page: The Dashboard link is in the left sidebar navigation, near the top of the menu.
My date range selections aren't showing the data I expect
Possible causes & solutions:
-
Selecting a single day:
- Remember to click the same date twice (once for "from," once for "to") to select just one day
- Alternatively, use the "Today" or "Yesterday" preset
-
Recent data not yet available:
- If you're viewing today or yesterday, some KPIs may not be fully calculated yet
- Try selecting a date range ending 1-2 days ago for complete data
-
No data in the selected range:
- Verify that tracking was active during the selected period
- Check if team members had the desktop application installed and running
The Leaders table is empty or showing "No data available"
Possible causes & solutions:
-
Filters too restrictive:
- Open the Filters drawer and click Reset to clear all filters
- Try broadening your date range
-
No users in the selected entity:
- If viewing Departments/Projects/Managers tabs, ensure those entities have assigned users
- Switch to the Users tab to see if individual data is available
-
Data not yet tracked:
- New organizations or users may not have historical data yet
- Wait 24-48 hours after initial setup for data to populate
I see a lot of tools under "Neutral tools"
Cause: Neutral tools haven't been categorized yet as Primary, Secondary, or Distracting.
Solution:
- Review the Neutral tools list
- Use the tool management feature (pencil icon on tool cards) to categorize each tool
- For bulk categorization, visit Settings → Tools
- Consider applying a preset if available for the desired department
Why it matters: Neutral tools don't contribute to engagement or productivity calculations, so high neutral time makes your metrics less accurate.
I don't see any tools under Primary, Secondary, or Distracting
Possible causes:
- No activity has been tracked yet for the selected date range
- Tools have not been categorized as Primary, Secondary, or Distracting
What to do:
- Expand your date range (e.g., Last 30 days) to include tracked days
- Categorize tools:
- From the Dashboard: click the pencil icon on the relevant card (Primary/Secondary/Distracting) to open the tool management drawer
- From Settings: go to Tools to categorize in bulk or apply presets
- If your organization uses department-specific categorizations, ensure you are viewing or editing the correct department in the tool management drawer
-
Incorrect tool categorization:
- Review Primary and Secondary tools to ensure they're correctly categorized for each department
- Move miscategorized tools using the tool management dialog
- Remove personal or non-work tools from Primary/Secondary categories
-
Idle time settings:
- Idle time settings (configured in Settings) affect workday and activity calculations
- If idle threshold is too low, it may inflate idle time
- If it's too high, genuine breaks won't be captured as idle
-
New users still establishing baselines:
- First week of data may show unusual patterns
- KPIs stabilize after 1-2 weeks of consistent tracking
-
Partial data:
- Ensure the desktop application is running consistently
- Check that users aren't frequently pausing tracking
The Dashboard is loading slowly
Possible causes & solutions:
-
Large date range selected:
- Very long date ranges (6+ months) can slow down data loading
- Try reducing to 1-3 months for faster performance
-
Large organization:
- Organizations with 100+ users may experience slower load times
- Be patient—data is loading
- Consider using filters to narrow the view
-
Multiple filters applied:
- Complex filter combinations require more processing
- If performance is slow, try applying one filter at a time
My column visibility or KPI preferences aren't saving
Cause: Browser cookies or local storage may be disabled or cleared.
Solution:
- Ensure your browser allows cookies and local storage for the Intelogos domain
- Avoid browsing in incognito/private mode, which doesn't persist settings
- Re-apply your preferences—they should save going forward
I can't see the Projects tab in the Leaders section
Cause: Your organization hasn't enabled project tracking.
Solution: Contact your Admin or Account Owner to enable project tracking if your organization uses projects. Once enabled, the Projects tab will appear.
I can't see the Managers tab in the Leaders section
Cause: The Managers tab is only visible to users with Admin or Owner roles.
Solution: If you need access to manager-level analytics, contact your organization's Admin or Account Owner to request the appropriate role.
Some engagement containers show "No data available"
Cause: No tools met the criteria for that engagement level during the selected time period.
What it means:
- No high engagement data: Users may not have had deep focus sessions—consider tool categorization or work patterns
- No low engagement data: Great! This means users aren't passively using tools
- No medium engagement data: Less common — review data range
Solution: Try a different or longer date range to see if engagement data appears. If there is still no data then make sure the data was actually tracked during that time.
Need More Help?
If you have questions not covered in this guide:
- Hover over any element on the Dashboard—many items have helpful tooltips
- Check the Settings page for additional configuration options
- Contact your Admin for organization-specific guidance
- Reach out to Intelogos support by selecting "Support" in the menu shown after you press on the user profile in the sidebar
Last Updated: March 2026
Version: 3.0