View, classify, and manage all detected applications and websites.
Welcome to the Intelogos Tools page! This guide will help you understand and effectively use the Tools page to view, classify, and manage all applications and websites detected across your organization.
Who Can Access the Tools Page?
The Tools page is available to:
- Admins – Organization-wide access
- Owners – Organization-wide access
Regular users and managers without elevated permissions will not see the Tools page in their navigation menu.
Location on page: The Tools link is located in the left sidebar navigation, below the "Time off" link. It is represented by a wrench icon and the label "Tools".
Table of Contents
- Overview
- Page Layout
- Getting Started
- Header Controls
- Table Columns
- Filtering
- Sorting
- Editing Importance Category
- Editing Time Category
- Column Visibility
- Best Practices
- Data Freshness
- Troubleshooting
- Need More Help?
Overview
The Tools page gives admins and owners a centralized view of all applications and websites detected during the selected time period. It displays one row per detected tool and shows:
- How much time each tool was used across all users
- How actively each tool was engaged with (activity percentage)
- The importance classification assigned to each tool (Primary, Secondary, Distracting, Neutral)
- The engagement level of each tool (High, Medium, Low)
- The functional category of each tool (e.g., AI, Development, Communication)
This allows the organization to understand how software time is actually being spent, identify which tools are most used, and ensure that tool classifications are accurate for productivity calculations.
Page Layout
The Tools page is organized into the following areas, from top to bottom:
- Header bar – Contains the sidebar toggle, page title ("Tools" with a wrench emoji), and the Date Range Picker on the far right.
- Card section – A full-width card containing the filter toolbar, the data table, and the column visibility control.
- Filter toolbar – Contains filter dropdowns (Category, Engagement category, Time category) and a search field.
- Data table – A sortable table displaying one row per detected tool, with columns for tool name, importance, time, activity, engagement, and time category.
Location on page: The page title "Tools" with a wrench emoji icon (🔧) appears at the top-left of the header bar. The Date Range Picker appears at the top-right of the header bar. The card with the filter toolbar and data table occupies the main content area below.
Getting Started
When you first open the Tools page, you'll see:
- A header with the page title "Tools" and a date range picker
- A filter toolbar with filter dropdowns and a search field
- A data table listing all detected applications and websites, sorted by time (most used first)
- A column visibility icon in the top-right corner of the card area
The page automatically loads data for the selected date range (matching the global date range used on other pages like Dashboard and Team).
Tips:
- Tools are sorted by Time in descending order by default, so the most-used tools appear at the top.
- Review the list periodically to ensure all tools are correctly classified by importance and time category.
Header Controls
The header at the top of the page contains the page title and the Date Range Picker.
Location on page: Fixed at the very top of the Tools page, spanning the full width. The page title "Tools" with a wrench emoji is on the left side; the Date Range Picker is on the right side.
Date Range Picker
The Date Range Picker controls which time period is reflected in the Time column and all usage data displayed in the table.
Location on page: Top-right corner of the page header.
How to use:
- Click on the date range picker button (displays the currently selected range, e.g., "19 Mar, 2026 - 19 Mar, 2026").
- 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 in the calendar
- Click Apply to apply the selected date range
Tips:
- For single-day selection: Click the same date twice (once for "from" and once for "to").
- Date range persistence: The selected date range is shared with other pages (Dashboard, Team, Profile, Reports, etc.) except for Daily and Chronicle, which have their own date controls.
- For accurate data: Prefer date ranges ending at least 1–2 days in the past to ensure all data is fully processed.
Table Columns
The data table displays one row per detected tool and includes the following columns. All columns are toggleable via the column visibility icon in the top-right corner of the card.
Location on page: The table occupies the main body of the card, below the filter toolbar. Column headers are displayed along the top row of the table.
Tool
Location on page: First column in the table (leftmost).
| Property | Value |
|---|
| Description | The name of the detected application or website, preceded by its icon/logo |
| Display | Tool logo (circular icon with colored background and initials or app icon) followed by the tool name |
| Sortable | Yes |
Each tool row displays:
- A circular icon showing the tool's logo or colored initials (e.g., a green circle with "Cu" for Cursor, a blue circle for Slack)
- The tool name as text (e.g., "Cursor", "Intelogos", "Jira", "Localhost")
Importance Category
Location on page: Second column in the table, after the Tool column.
| Property | Value |
|---|
| Description | A classification set by admins that signals how relevant a tool is to productive work |
| Display | Colored badge (green for Primary, yellow for Secondary, red for Distracting, gray for Neutral), or a pencil icon for tools with editable importance |
| Sortable | Yes |
| Editable | Yes — via pencil icon (see Editing Importance Category) |
Available options:
- Primary (green badge) — A core work tool where users are expected to spend the majority of their time
- Secondary (yellow badge) — An occasionally used or supporting work tool
- Distracting (red badge) — A tool considered non-productive or distracting
- Neutral (gray badge) — Uncategorized; no judgment applied yet
Pencil (edit) icon: Some tools display a pencil icon (✏️) instead of or alongside the badge. Hovering over the Importance category cell reveals the pencil icon. Clicking it opens the "Edit importance by department" modal (see Editing Importance Category).
Location of interactive elements:
- Badge: Displayed inline in the Importance category cell of each row.
- Pencil icon: Appears on hover over the Importance category cell. Visible for tools that can be edited.
Time
Location on page: Third column in the table, after Importance category.
| Property | Value |
|---|
| Description | Total time the tool was used across all users during the selected date range |
| Display | Duration format (e.g., "2h 48m", "29m", "0m") |
| Sortable | Yes — ascending and descending |
Notes:
- Time is aggregated across all users in the organization for the selected period.
- Tools with "0m" indicate they were detected but had negligible tracked usage in the selected date range.
Activity
Location on page: Fourth column in the table, after Time.
| Property | Value |
|---|
| Description | A percentage reflecting how actively the tool was engaged with (based on active vs. passive usage signals — mouse and keyboard interaction) |
| Display | Percentage value with color coding |
| Sortable | Yes |
Color coding:
- Green (e.g., 100%, 89%, 78%) — High activity
- Yellow/Orange (e.g., 50%, 44%, 34%) — Medium activity
- Red (e.g., 16%, 11%, 13%) — Low activity
The exact color thresholds indicate the level of active engagement users had while the tool was in focus.
Engagement Category
Location on page: Fifth column in the table, after Activity.
| Property | Value |
|---|
| Description | An automatically derived engagement level based on the tool's activity metrics |
| Display | Colored badge — green for High, yellow for Medium, red for Low |
| Sortable | Yes |
Engagement levels:
- High (green badge) — The tool had consistently high user interaction
- Medium (yellow badge) — The tool had a typical level of user interaction
- Low (red badge) — The tool had minimal user interaction
This is a system-calculated value based on the aggregated activity data — it cannot be manually changed.
Time Category
Location on page: Sixth column in the table (rightmost), after Engagement category.
| Property | Value |
|---|
| Description | A functional grouping that classifies what type of tool it is |
| Display | Dropdown selector with current category shown and a chevron (▾) |
| Sortable | Yes |
| Editable | Yes — directly from the dropdown in the table row |
Available time category options include:
AI, Automation, Calendar, Cloud, Communication, CRM, Data & analytics, Development, Documents, Ecommerce, Finance, Marketing, Other, Project management, Repositories, Shopping, Support, and more.
The dropdown can be clicked directly in the table to change a tool's time category (see Editing Time Category).
Location of interactive elements:
- Dropdown trigger: The category label with a chevron (▾) icon in each row's Time category cell. Clicking it opens a dropdown menu with all available categories.
Filtering
Three filter dropdowns and a search field are available above the table to narrow down the list of tools.
Location on page: The filter toolbar is located inside the card, directly above the data table. Filters appear as buttons with a "+" icon prefix, arranged horizontally from left to right. The search field appears at the far right of the filter toolbar.
Category Filter
Location on page: First filter button in the filter toolbar (leftmost), labeled "+ Category".
| Property | Value |
|---|
| Description | Filter tools by their Importance category |
| Available options | Primary, Secondary, Distracting, Neutral |
How to use:
- Click the "+ Category" button.
- A dropdown opens with the available importance categories.
- Select one or more categories to filter by.
- The table updates to show only tools matching the selected categories.
- To clear the filter, deselect all options or click the reset control.
Engagement Category Filter
Location on page: Second filter button in the filter toolbar, labeled "+ Engagement category".
| Property | Value |
|---|
| Description | Filter tools by their Engagement level |
| Available options | High, Medium, Low |
How to use:
- Click the "+ Engagement category" button.
- A dropdown opens with the available engagement levels.
- Select one or more levels to filter by.
- The table updates to show only tools matching the selected engagement levels.
Time Category Filter
Location on page: Third filter button in the filter toolbar, labeled "+ Time category".
| Property | Value |
|---|
| Description | Filter tools by their functional time category |
| Available options | AI, Automation, Calendar, Cloud, Communication, CRM, Data & analytics, Development, Documents, Ecommerce, Finance, Marketing, Other, Project management, Repositories, Shopping, Support, and more |
How to use:
- Click the "+ Time category" button.
- A dropdown opens with the available time categories.
- Select one or more categories to filter by.
- The table updates to show only tools matching the selected time categories.
Search by Name
Location on page: Far right of the filter toolbar, displayed as a text input with a search icon and placeholder text "Search by name...".
| Property | Value |
|---|
| Description | Search for a specific tool by name |
| Behavior | As you type, the table dynamically filters to show only tools whose name matches the search text |
How to use:
- Click the search field.
- Type part or all of a tool's name (e.g., "Slack", "Chrome", "VS Code").
- The table updates in real-time to display only matching tools.
- Clear the search field to show all tools again.
Tips:
- Combine the search with other filters for more precise results (e.g., search for "Chrome" while filtering by "Primary" category).
- The search is case-insensitive.
Sorting
All table columns support sorting. Click any column header to sort the table by that column.
Location on page: Column headers in the table header row. Sortable columns display a sort direction indicator (arrow icon) next to the column name.
How to sort:
- Click a column header to sort by that column in ascending order.
- Click the same column header again to toggle to descending order.
- A small arrow indicator next to the column name shows the current sort direction.
Sortable columns: Tool, Importance category, Time, Activity, Engagement category, Time category.
Default sort: The table is sorted by Time in descending order (most-used tools appear first).
Editing Importance Category
Admins and owners can customize the importance category per tool on a per-department basis.
Location on page: The pencil (edit) icon appears in the Importance category column cell when you hover over a tool's row. For some tools, the pencil icon is always visible.
How to edit:
- Hover over any tool's row in the Importance category column — a pencil (✏️) icon will appear.
- Click the pencil icon to open the "Edit importance by department" modal.
- Inside the modal, you'll see a list of all departments in your organization (e.g., All users, Development, Sales, Design, etc.).
- For each department, use the dropdown to select Primary, Secondary, Distracting, or Neutral.
- Changes save immediately — no save button is needed.
Location of interactive elements:
- Pencil icon: Inside the Importance category cell of each tool row. Appears on hover or is always visible for certain tools.
- Department modal: Opens as a centered dialog/modal overlaying the page. Contains a list of departments with dropdown selectors for each.
Why this matters:
This allows you to set different importance levels for the same tool across different teams. For example:
- Slack might be Primary for Sales but Secondary for Development
- Figma might be Primary for Design but Neutral for Engineering
- YouTube might be Distracting for most teams but Secondary for Marketing
Important notes:
- Changes to importance categories affect engagement and productivity calculations for the relevant departments.
- Only admins and owners can edit importance categories.
- If a tool's importance is changed, the Dashboard and Profile metrics will update accordingly.
Editing Time Category
The Time category can be changed directly from the main table without opening a modal.
Location on page: The Time category column in each tool row contains a dropdown selector. The current category is displayed with a chevron (▾) icon indicating it is clickable.
How to edit:
- Click the dropdown arrow (▾) next to any tool's current Time category value in the table row.
- A dropdown menu opens listing all available time categories (e.g., AI, Automation, Calendar, Communication, Development, Marketing, etc.).
- Select the appropriate category from the list.
- The change saves immediately.
Location of interactive elements:
- Dropdown trigger: The Time category cell in each row. Displays the current category text with a chevron icon.
- Dropdown menu: Opens below the trigger, listing all available categories.
Why this matters:
Time categories determine how the tool is grouped in the Time Categories section on the Dashboard and Profile pages. Correct categorization ensures accurate reporting of how time is distributed across work types.
Column Visibility
You can show or hide individual table columns using the column selector.
Location on page: Click the column selector icon (grid/columns icon, ⊞) in the top-right corner of the card area, to the right of the page title "Tools". The icon appears as a small button with a grid pattern.
How to use:
- Click the column selector icon in the top-right corner of the card.
- A dropdown or popover opens showing all available columns with checkboxes.
- Check columns you want to display.
- Uncheck columns you want to hide.
- Close the dropdown — changes apply immediately.
Available columns:
- Tool
- Importance category
- Time
- Activity
- Engagement category
- Time category
Additional features:
- Columns may be reorderable via drag-and-drop within the column selector.
- Your column visibility preferences are saved and persist across sessions.
Best Practices
- Classify Neutral tools regularly: Aim to categorize new tools within a week of first detection. Unclassified (Neutral) tools don't contribute to engagement or productivity calculations, making your metrics less accurate.
- Use department-specific importance: Different teams use tools differently. Customize importance categories per department for accurate metrics.
- Review the list periodically: Workflows evolve — review and update tool categories at least quarterly.
- Be selective with Primary: Only 1–3 tools should be marked as Primary per role. Primary tools are where users are expected to spend the majority of their time.
- Use filters to audit: Filter by "Neutral" importance category to see which tools still need classification. Filter by "Low" engagement to identify tools that may be miscategorized.
- Check Time categories: Ensure all tools have the correct functional category so that time distribution charts on Dashboard and Profile pages are accurate.
- Leverage sorting: Sort by Time to find the most-used tools and prioritize classifying them first.
Data Freshness
Understanding when data is updated helps you interpret the Tools page accurately.
Data collection:
- Desktop applications send activity data to the server every 10 minutes.
- Most metrics update within 10–15 minutes of the activity occurring.
Best practices:
- For daily check-ins: Data from 10 minutes ago is current enough for monitoring.
- For auditing tools: 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 detect and list all tools they use.
Troubleshooting
I don't see the Tools page in my navigation menu
Cause: The Tools page is only accessible to users with Admin or Owner roles.
Solution: Contact your organization's Admin or Account Owner to request elevated permissions if you need Tools page access for your role.
Location on page: The Tools link is in the left sidebar navigation, below "Time off".
The table is empty or shows no tools
Possible causes & solutions:
-
Date range too narrow:
- Expand the date range (e.g., "Last 30 days") to include more tracked days.
-
Filters too restrictive:
- Clear all active filters (Category, Engagement category, Time category) and the search field.
-
No tracking data:
- Verify that tracking was active during the selected period.
- Ensure team members had the desktop application installed and running.
-
New organization:
- New organizations may not have historical data yet. Wait 24–48 hours after initial setup for data to populate.
I see many tools with "Neutral" importance
Cause: Neutral is the default importance category for newly detected tools. Tools remain Neutral until an admin manually classifies them.
Solution:
- Sort or filter the table by "Neutral" importance to see all unclassified tools.
- Click the pencil icon on each tool to set the appropriate importance (Primary, Secondary, or Distracting) per department.
- For bulk categorization, visit Settings → Tools where you can apply presets and categorize multiple tools at once.
Why it matters: Neutral tools don't contribute to engagement or productivity calculations, so a high number of Neutral tools makes your performance metrics less accurate.
A tool's importance or time category won't save
Possible causes & solutions:
-
Insufficient permissions:
- Only admins and owners can edit tool categories. Confirm your role.
-
Network issue:
- Check your internet connection and try again.
-
Browser issue:
- Try refreshing the page. If the issue persists, clear your browser cache.
I can't find a specific tool in the table
Possible causes & solutions:
-
Tool not detected:
- The tool may not have been used during the selected date range. Expand the date range.
-
Search or filter active:
- Clear the search field and all filters to see the full list of tools.
-
Tool name different:
- The tool may appear under a different name than expected (e.g., a website URL instead of a brand name, or a process name instead of an application name).
Activity percentages seem unusually high or low
Cause: Activity reflects mouse and keyboard interaction while the tool is in the foreground. Passive viewing (e.g., watching a video, reading) results in low activity, while active typing or clicking results in high activity.
Solution: This is expected behavior. Consider the nature of each tool:
- Low activity is normal for tools used for meetings, video watching, or reading (e.g., Zoom, YouTube, PDF readers)
- High activity is normal for tools requiring constant interaction (e.g., IDEs, spreadsheets, design tools)
The date range picker isn't showing the data I expect
Possible causes & solutions:
-
Selecting a single day:
- Click the same date twice (once for "from" and 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's data, some tools may not have reported yet. Try 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.
Column visibility 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.
Need More Help?
If you have questions not covered in this guide:
- Hover over elements on the Tools page — many items have helpful tooltips
- Check the Settings page → Tools section for additional configuration options, bulk categorization, and preset templates
- 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: 1.0