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Monitoring license member activity Follow

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Mallory McClure
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License administrators can monitor the activity of license members in Revizto Workspace with a license activity chart or report. The license activity chart is ready-made and provides an overview of license member activity, while a license activity report is a spreadsheet that provides more detailed data about license members and their usage activity.

See also:

Required permissions

License administrators are able to view license member activity. You can view your license role from the License Info page in Revizto workspace under Tools. See Roles in the license for more information.

License activity overview

License members contribute to activity data when they perform any of the following actions in any project assigned to the license:

  • Have the project open in the Revizto application.
  • Create a project or a new project version.
  • Add or remove a project member, or edit their access rights.
  • Edit or comment on an issue.
  • Create, edit, or send a report.
  • Create, edit, or send a dashboard or chart.

If a full license member is a guest member in another license, their activity in the license where they have guest membership is included in the activity report of their main license. 

Viewing the license activity chart

The license activity chart provides an overview of license member activity as either a line chart or cumulative line chart.

  • Line chart: Shows the number of license members who were active during the selected period.
  • Cumulative line chart: Shows the total number of license members who were active since the beginning of the selected time period.

For example:

Ann created several projects. One the second day, Garold and Ann worked on the projects. On the third day, Garold, Ann, and three more people worked on the projects. On the fourth day, everyone took a day off except Ann.

The line chart shows that only Ann worked on the fourth day. The cumulative line chart shows that five total people had worked on the projects by the fourth day.

Each point on the license activity chart shows the number of users associated with the time period of that point (hour, date, or date range). Hovering your cursor over the point will display that information.

For a more detailed report on the license members and their activity, see Exporting the license activity report spreadsheet.

To view the license activity chart:

  1. Sign in to ws.revizto.com.
    • If you are a member of several licenses, ensure that the correct license is selected.

  2. Open the Tools dropdown menu, then select User Management under License Management Tools.

  1. On the top toolbar, click Activity.
  2. In the upper-right corner, select a chart type (Line chart or Cumulative line chart) from the dropdown menu.
  3. If you want to filter the license user activity shown in the chart, apply any of the filters in the top toolbar. Filters include time period, tags, company, department, and location.

  4. If you want to exclude users with the Guest license role, clear the Activity of guest users checkbox in the upper-right corner.

Exporting the license activity report spreadsheet

License administrators can export license activity data to a Microsoft Excel spreadsheet. The spreadsheet contains detailed information on each license member and their activity during the specified time period. License member details include:

  • Name, email, company, department, location, and tags.
  • Number of days they were active in Revizto.  
  • Number and names of projects where they were active.
  • Last activity date.
  • Date they were added to the license.
  • Deactivation date (for deactivated users).
  • Current license role and status.
  • Days active in this license and in other licenses as a guest.
  • Number and names of all projects they have access to.

To export license activity to a spreadsheet:

  1. Sign in to ws.revizto.com.
    • If you are a member of several licenses, ensure that the correct license is selected.

  2. Open the Tools dropdown menu, then select User Management under License Management Tools.

  1. On the top toolbar, click Activity.
  2. In the upper-left corner, click Export to Excel.

An email with a link to download the license activity report spreadsheet will be immediately sent to the email attached to your Revizto account.

Using license activity data

License activity data can be particularly helpful in performing the following tasks:

Identifying license members that occupy slots but do not work on any projects

A license member occupies a slot in a Revizto license if both of the following conditions are met:

If a license member occupies a license slot, but does not work on any projects, you can look into why they do not use Revizto and consider solutions such as arranging training sessions or deactivating them to free the slot.

To identify license members that do not work on any projects, but occupy license slots:

  1. Sign in to ws.revizto.com.
    • If you are a member of several licenses, ensure that the correct license is selected.

  2. Open the Tools dropdown menu, then select User Management under License Management Tools.

  1. In the Users tab, apply the following filters:

    • Status: Select Active, Pending, and Suspended.
    • Role: Select Administrator, Content creator, and Collaborator.
    • Last active: Use the dropdown menu to filter the last active dates by Before, After, or Range for certain dates. Leave the Last active filter as All if you do not want to specify a date.

    If the filter panel is not open, click Filters.

The resulting list will show inactive users that occupy license slots.

Monitoring user activity in other licenses

If your license allows its members to be guests in other licenses, users that occupy slots in your license might be added to other licenses as guests.

When the Activity of guest users checkbox is selected, the activity chart will display the combined activity of license members in the current license and in other licenses in the activity chart. You can review the activity numbers separated into the current license and other licenses in the license activity report spreadsheet.

To view license member activity data in other licenses:

  1. Export the license activity for the specified time period to a spreadsheet.
  2. In the spreadsheet, on the Users sheet, review the information in the following columns:
    • Days active: Lists users' combined activity in the current license and other licenses.
    • Days active insidelink: Lists users' activity in the current license.
    • Days active outside: Lists users' activity in other licenses.

Estimating the activity of full license members before renewing subscription

It's good practice to estimate the activity of full license members before renewing your Revizto subscription. If the number of active license members is close to the license limit, consider requesting an upgrade.

To estimate the number of active full license members:

  1. Open the license activity chart for the current subscription period.
  2. Select the Cumulative line chart chart type and clear the Activity of guest users checkbox.

  3. Find the total number of users that were active during the current subscription period. This will be the rightmost point in the cumulative line chart.

FAQ

Q: How can the number of active license members exceed the number of license slots?

A: Some license members do not occupy license slots, such as Super administrator, Guest, or deactivated members. To learn more, see Managing license slots.
 

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