Frequently Asked Questions

TrackUA stands for Track User Activity. It's a lightweight Windows tool that monitors how employees spend time across applications — giving managers honest productivity insights without invading privacy. No screenshots, no keystrokes, no file content — just app usage and active time.

TrackUA is an employee activity monitoring platform for companies with remote or hybrid teams. It tracks application usage, active vs. idle time — all visible to company administrators. It is designed for transparency, not covert surveillance.

TrackUA currently supports Windows 10 and later. The activity agent runs in the background on employee machines and uploads data automatically using a secure API token.

Currently TrackUA supports Windows 10 and later only. Our development team is actively working on expanding platform support — macOS and Linux are on the roadmap. We will announce availability on our website and via email to existing accounts when it is ready. If Mac or Linux support is important to your team, let us know — it helps us prioritise.

Yes. The Free plan is available forever — no credit card required. It includes access to the dashboard with limited features. You need at least a Basic plan to enable activity tracking.

Yes. The TrackUA agent displays a system tray icon whenever it is running, so employees can always see that monitoring is active. We strongly recommend informing employees in writing — such as in their employment contract or onboarding policy — that activity tracking is in place.

There are two ways to install the TrackUA agent:

Option 1 — Employee self-installs: From your admin dashboard, open an employee record and click Install → Send Installation Instructions. The employee receives an email with a one-time setup code. They run trackua.exe, choose "I have a setup code from my company admin", paste the code, and installation completes — no technical knowledge needed.

Option 2 — Admin installs silently: From the admin dashboard, open the employee record and click Install. Generate a setup code, then run trackua.exe on the employee's machine yourself and enter the code on their behalf. The employee does not need to be involved at all.

Yes. Because your admin login email is separate from employee accounts, you need to create an employee record for yourself in the dashboard — use your name and any email address (it can be the same or a different one). Then generate a setup code for that employee record and run trackua.exe on your own machine, entering the code when prompted.

Your activity will appear in the dashboard under that employee profile, exactly like any other team member.

Do not delete the employee. You can recover immediately with three steps:

1. Go to the employee record in your admin dashboard and click Edit — update the email to the correct one and save.
2. Open the Install modal for that employee and click Regenerate Code. This instantly invalidates the old code — whoever received the original email can no longer use it.
3. Click Send Installation Instructions again to send the new code to the corrected email address.

The employee's account, history, and settings are untouched throughout this process.

Act quickly — click Regenerate Code in the employee's Install modal immediately. This invalidates the old code server-side before anyone can use it.

Even if the outsider had already installed the agent using the old code, the tracked data would be attributed to the correct employee record in your dashboard — not to any new person. You would simply see unexpected activity data under that employee, which would look clearly out of place. Deleting and recreating the employee is not necessary; regenerating the code is the right fix.

Setup codes are valid for 48 hours. If the code expires, open the Install modal for that employee and click Regenerate Code — this creates a fresh 48-hour code. Then click Send Installation Instructions to email the new code to the employee.

Ask the employee to check their spam or junk folder first — automated emails occasionally land there.

If it's genuinely missing, open the Install modal and click Regenerate Code followed by Send Installation Instructions to resend. You can also copy the setup code from the modal and share it with the employee directly (via chat or in person) — they do not need the email to install; they only need the code itself.

No. Each setup code is single-use. Once the agent is installed and the code is consumed, it cannot be reused. If the same employee needs to install on a second machine (for example, a laptop and a desktop), generate a new code from the Install modal for each installation.

No. Simply open the employee record, click Edit, update the email, and save. All existing activity data, settings, and history are preserved. Deleting an employee is permanent and removes their history — only do this when you genuinely want to remove someone from your account.

Yes. Open the employee's Install modal in your admin dashboard and generate a setup code. Then run trackua.exe directly on the employee's machine, select "I have a setup code from my company admin", and enter the code. The employee does not need to take any action.

Note: We still recommend informing employees that monitoring is active — the agent displays a system tray icon so it is visible to the employee regardless.

Go to the employee record in your dashboard and set their status to Inactive. The agent will stop being able to authenticate and upload data. If you have physical or remote access to the machine, you can also uninstall trackua.exe via Windows Add/Remove Programs.

You can choose to keep the employee record (preserving their history) or delete it permanently — that is up to your data retention policy.

TrackUA charges per active employee, per month. When you subscribe:

• You are charged immediately for your current employee count.
• Every month on your renewal date, Stripe auto-charges employee count × plan rate.
• Example: 8 employees on Premium = $80 / month.

All payments are processed securely by Stripe. No manual action is needed for monthly renewals.

Adding a new employee triggers an immediate charge for that employee's monthly rate. For example, going from 7 to 8 employees on Premium generates a $10 charge right away. Your Stripe subscription quantity updates instantly, so the next monthly invoice also reflects the new count.

Removing an employee does not generate a refund for the current month. The employee count is reduced so that your next monthly invoice reflects the lower number.

• Upgrading (e.g. Basic → Premium): takes effect immediately. You are charged the difference for the current billing period.
• Downgrading (e.g. Premium → Basic): scheduled for the start of your next billing period. You keep Premium features until then.

Go to your admin dashboard → Billing & Invoices → Manage Billing. This opens the Stripe customer portal where you can cancel. Your subscription stays active until the end of the current billing period — no further charges after that.

TrackUA does not offer prorated refunds for unused days within a billing period. Your access remains active until the paid period ends. If you believe you were charged in error, email support@trackua.com within 7 days of the charge and we will investigate.

Stripe retries failed payments automatically over several days and sends you an email notification each time. If the payment ultimately fails, your subscription is paused. Update your payment method via Manage Billing in the dashboard to restore access.

Every payment generates a Stripe invoice which is emailed to your account address automatically. You can also download PDFs at any time: go to Billing & Invoices → Invoice History and click PDF next to any invoice.

Yes. Switching to annual billing saves you 20% compared to month-to-month:

• Basic annual: $4/seat/mo (billed as $48/seat/year)
• Premium annual: $8/seat/mo (billed as $96/seat/year)

The full annual amount is charged once at the start of your billing year. You can see the pricing calculator on the pricing page to estimate your annual cost.

Yes. All payments are handled exclusively by Stripe, a PCI DSS Level 1 certified provider — the highest level of payment security certification available. TrackUA never stores card numbers, CVV codes, or expiry dates on our servers. We receive only a secure token reference from Stripe to manage your subscription.

Because all payments are processed by Stripe, their terms govern how your payment information is handled:

• Stripe Privacy Policy
• Stripe Services Agreement

If you have any concerns about a charge, contact us at support@trackua.com.

Yes. If you need more than what the standard plans offer — such as a higher employee limit, longer data retention, dedicated onboarding, or custom integrations — we can put together a custom package.

Custom plans are priced per seat per month, typically on an annual commitment, with volume discounts. Contact us to discuss your requirements and get a tailored quote.

The agent tracks:

• Active time — time with keyboard or mouse activity.
• Idle / AFK time — time with no input.
• Application usage — which apps were used and for how long.
• Daily timelines — a visual breakdown of the work day.

Basic ($5/seat/mo) — app usage analytics, category management, 1-month data retention, individual employee timelines.

Premium ($10/seat/mo) — everything in Basic, plus advanced company-wide analytics, today's activity (hourly sync), AI assistant (coming soon), and 6 months of data retention.

Both plans also offer yearly billing at a 20% discount: Basic at $4/seat/mo and Premium at $8/seat/mo, billed as a single annual payment.

Activity data is available for a rolling window from today. Once data falls outside your plan's retention period, it is automatically removed and no longer accessible:

• Free: 14 days
• Basic: 1 month
• Premium: 6 months

You can also manually delete any employee's data at any time from the dashboard.

Premium customers can view today's activity directly in the dashboard — no need to wait until tomorrow. The TrackUA agent syncs data every hour, so the most recent activity you see is at most 1 hour old. This lets admins check how the team is spending their day, right now.

No. Today's activity with hourly sync is a Premium-only feature. Free and Basic plan users can view historical data from previous days but cannot see the current day's activity in real time.

Basic plan focuses on individual employee app-level tracking. Company-wide analytics — cross-employee metrics, team trends, and comparisons — are available on the Premium plan.

Yes. Category management lets you group applications into custom categories (e.g., "Communication", "Development", "Distraction") to match your reporting needs. Available on all plans — Free, Basic, and Premium.

There are two roles:

• Company Admin — manages employees, views all activity data, controls billing and settings.
• Employee — can only view their own activity data and profile. Cannot see other employees' data.

Employee accounts are created by the admin — employees cannot sign up independently.

• All data is transmitted over HTTPS / TLS encryption.
• Activity data is stored in isolated per-company collections — no data ever mixes between organisations.
• Each company has a unique, revocable API upload token for the agent.
• Passwords are hashed with bcrypt — we never store plain-text passwords.

Each company receives a unique, secure API upload token. The TrackUA agent uses this token to upload activity data automatically in the background. The token can be revoked after requesting the support team at trackua, After that you need to reinstall the agent on all the employee's computer again.

No — never. TrackUA does not record keystrokes, capture screenshots, read emails, access file contents, or intercept any personal communications. The only data collected is:

• Active time — total time with keyboard or mouse activity during the work day.
• Idle (AFK) time — total time with no input detected.
• Application usage — which application process was in the foreground and for how long (e.g., chrome.exe — 4 h, code.exe — 3 h, slack.exe — 1 h).

We never capture what you typed, what you viewed, or the content of any message, document, or browser tab.

We store per-day usage summaries only. Each record contains:

• The application process name (e.g., chrome.exe, code.exe, teams.exe).
• Total time that application was the active foreground window.
• Daily active time and idle time totals.

That is the full extent of what is stored. No URLs visited, no file names, no document contents, no chat messages, no screenshots, and no keystrokes — ever.

Your data is retained for 30 days after your subscription ends, giving you time to export anything you need. After 30 days it is permanently deleted from our servers. You can also request immediate deletion by contacting support.

Only the company administrator has access to employee activity records. Employees can view only their own data. TrackUA staff do not access individual employee records except where necessary to investigate a technical issue at the company's explicit request. Activity data is stored in isolated, per-company collections — data from different organisations is never mixed.