Set the Idle Time Threshold
Choose how many minutes without activity count as idle
Item | Details |
|---|---|
Feature area | Productivity Insights, Workforce Efficiency, Time on Projects/Tasks |
Plan | Basic and above |
Who can set it up | Admins |
Where to find it | Admin Settings › Default Settings › Timesheet & Monitoring AND Admin Settings › Permissions › Desktop App |
A member is idle when there is no keyboard or mouse activity for the number of minutes you set. This is the idle threshold. Once the threshold is reached, the whole inactive period is counted as idle, not only the time after it. Inactivity shorter than the threshold stays active.
When to use this setting
- Set a standard for new users. Choose a default so every new user starts with the same value.
- Handle one employee. Give one person a different value without changing anyone else.
Two places to set it
Where | Applies to | Use it for |
|---|---|---|
Admin Settings > Default Settings > Timesheet & Monitoring | New users only. Existing users keep their current settings. | A standard value for everyone who onboards. |
Admin Settings > Permissions > Desktop App > | One employee, in the Idle Time column. | A different value for one person. |
How to set it up
Set the default for new users:
- Open Admin Settings. Click your profile picture at the top right and select Admin Settings.
- Open Default Settings. In the left menu, click Default Settings.
- Open Timesheet & Monitoring tab. A note confirms that changes apply to new users only.
- Find Idle Interval. Under Idle and Away Time, find Idle Interval.
- Enter the minutes. In the Interval box, type the number of minutes, for example 10.
- Save. Click Save.
Set it for one employee:
- Open Admin Settings > Permissions. Click your profile picture at the top right and select Admin Settings.
- Open Desktop App. In the left menu, click Permissions, then select Desktop App.
- Find the employee. Type a name, email or ID in Search By Name/Email/Id, or scroll the list.
- Change Idle Time. In the Idle Time column, type the number of minutes.
- Save the row. Click SAVE on that employee’s row.
How idle time is counted
Example with a 10-minute threshold. Once the threshold is reached, the whole period with no activity is marked idle.
Situation | Result |
|---|---|
9 minutes with no activity | Stays active. |
11 minutes with no activity | The whole 11 minutes is marked idle. |
30 minutes with no activity | The whole 30 minutes is marked idle |
Note:
- A lower threshold marks idle time sooner. Example: If 7 minutes with no activity, and threshold is set to 5 minutes, the whole 7 minutes is marked idle.
- Admins can set the max idle time cap from Default settings. Example: If 4hrs of no activity, and the threshold is set to 3hrs, the whole 4hrs won't be logged.
Recommended Settings
Decision | Recommendation |
|---|---|
Where to begin | Set a default in Default Settings first. |
When to change one employee | When one person’s work needs a different value. |
How long to make it | Choose a value that suits how people work, and adjust if time is marked idle too soon. |
Common situations
Situation | What it means | What to do |
|---|---|---|
An existing employee still has the old value | Default Settings apply to new users only. | Change their Idle Time in Permissions › Desktop App. |
Time is marked idle too soon | The threshold is set lower than the work needs. | Raise the number of minutes. |
A team member's time is marked idle sooner than expected | Their threshold is lower than other employees. | Raise their Idle Time value and click SAVE. |
Good to know
- Changing the default does not change existing users.
- Set Idle Time per employee when you need a different value.
- Idle time does not always mean unproductive work. Calls and thinking time can show as idle.
FAQs
- Does changing the default update existing users?
No. Default Settings apply to new users only. Existing users keep their current settings.
- How do I change the value for one person?
Open Permissions › Desktop App and edit the Idle Time column on that employee’s row.
- If someone is inactive for less than the threshold, is it idle?
No. Inactivity shorter than the threshold stays active.
- If the threshold is reached, how much time is idle?
The whole inactive period, not only the time after the threshold.
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Need more help? Reach out to support@flowace.ai and our team will be happy to assist.
© Flowace Technologies Pvt Ltd | flowace.ai
Updated on: 29/10/2026
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