Minimum Active Hrs (Time on System) Alert
Alert type: Attendance
Schedule: Daily/Weekly Notification
Available on: Basic and above
Who can set it up: Admin
Where to find it: Admin Settings › Alerts
The Minimum Active Hours alert tells which members were active on the system for no more than an agreed number of hours. Active hours and time on system mean the same thing: the time a member spends actively working on a laptop or desktop. The alert shows where a conversation about workload, tools, or the working day may help.
When to use this alert
A full day at work does not always mean a full day on the system. Time in offline meetings, trainings, and breaks is recorded as Away time. Time without keyboard or mouse input is recorded as Idle time. So a day can have few hours of active work. This alert lists the members whose Active Duration (time on system) for the day was at or below the minimum you set, after the day's figures are complete.
Use it to:
- Set one minimum for time on system across a team.
- See low-activity days the next morning without opening reports.
- Give managers and HR the same list without preparing it by hand.
Example alert setup
Field | Value |
|---|---|
Alert Schedule | Daily Notification |
Alert Type | Attendance |
Alert Name | Minimum Active Hours (Time on System) – 7 Hrs |
Variable | Active Duration |
Condition | less than equals |
Compare With | Custom |
By | 07:00 |
Apply alert on | All Working Days |
Whom to monitor | Individual members, teams or the entire organization. In this example: the Customer Support team. |
Who gets notified | Individual, Reporting Manager, All Admin, Custom |
When to send | Next day at 11:00 am |
Note: All values in this article are examples. Times, hours, and percentages are sample values to help you get started. Adjust them to your own working hours, roles, and policies. They are not benchmarks or recommendations for any industry.
How to set it up
- Open the alert settings: go to Admin Settings › Alerts.
- Click the "Create New" button
- Choose the Alert Schedule: Daily Notification.
- Set the Alert Type to Attendance and enter an Alert Name, for example, "Minimum Active Hours (Time on System) – 7 Hrs".
- Set the condition:
- Variable: Active Duration
- Condition: less than equals
- Compare With: Custom
- By: 07:00
- Choose Apply alert on: All Working Days.
- Choose whom to monitor: under Applicable to, select Teams, then choose Customer Support, for example.
- Choose who gets notified: Individual, Reporting Manager, All Admins, Custom
- Set when to send: Next day at 11:00 am.
- Save the alert and activate it.
How the rule is evaluated
Active Duration is the time a member spent actively working on a laptop or desktop during the day. Active hours and time on system are other names for it. It does not include Away time, such as offline meetings, trainings and breaks. It also does not include Idle time, which is recorded when there is no mouse or keyboard input for 3 minutes, or for the threshold your Admin has set.
The condition is less than equals, so a member whose Active Duration is exactly 07:00 is also listed. In simple terms, the alert lists every member of Customer Support whose Active Duration (time on system) for the day was 07:00 or less. To list only members below your minimum, enter one minute less in By, for example 06:59.
Set the value to the hours of active work, or time on system, that you expect from a member in a full working day.
A day's total is complete only after the day ends, so the alert is sent the next day at 11:00 am.
Worked example
Rule: Logged Duration is less than equals 09:00.
Member | Active Duration | Triggers? |
|---|---|---|
Priya Sharma | 07:48 | No |
Karan Malhotra | 07:15 | No |
Rohan Mehta | 07:00 | Yes (equals the value) |
Ananya Iyer | 06:24 | Yes |
Sneha Kulkarni | 05:41 | Yes |
What recipients receive
Recipients get an email that lists the members who met the condition, with a CSV of the details attached.
Dear User,
Please be informed that the alert "Minimum Active Hours (Time on System) – 7 Hrs" has been triggered. Currently, 10 out of 38 users have met the following criteria(s):
Active Duration is less than or equal to custom value of 07:00
For a comprehensive view, please refer to the attached CSV file with detailed information. You can adjust the alert settings here.
We hope this information assists you in identifying trends, making informed adjustments, and supporting a balanced, productive environment for your team.
Best regards,
Flowace Team
Choosing recipients and timing
Field | Recommendation | Why |
|---|---|---|
Who gets notified | Reporting Manager, Custom | The manager can ask about workload and tools, and HR can see the pattern. Individual is left out by default, so the first step is a conversation. |
When to send | Next day, 11:00 am | Daily totals are final after the day ends. A late-morning email reaches the manager once the day is underway. |
Apply alert on | All Working Days | Follows the working days set for your workspace, so weekends and holidays are not checked. |
Use this alert as a prompt for a conversation. Minimum Active Hours (Time on System) shows a pattern worth checking; it does not explain why it happened. Tell your team which alerts exist and why, send the alert only to the people who need to act on it, and look at the pattern over several days before drawing conclusions.
Reading the results: common scenarios
What you see | What it may mean | What to do |
|---|---|---|
One member listed once | A day of meetings or training, part-day leave, or a lighter day | Usually no action. Look at the pattern. |
The same member on several days | A workload, tool or role that keeps work away from the device | Check in about workload, role and tweak the configuration, if required |
Most of a team on one day | A shared cause, such as an outage, an early closure, or a company event | Check the cause before speaking to individuals. |
A member whose tracker did not run for part of the day | Active Duration shows only the time tracked | Check that the tracker is running on all desktops he/she uses OR the user is not in a privacy mode |
Good to know
- Values are per team or role. Different teams and roles work different hours; set a separate alert for each.
- Full-day values are complete only after the day ends. Schedule alerts based on daily totals for the next day, so the figures are final.
- Alerts follow your workspace settings. Working days and the time zone configured for your workspace decide when an alert runs.
- Meetings and breaks count as Away time. A member who spends long hours in meetings or on calls can show less active time than the working day suggests.
- The idle threshold follows your settings. Your Admin sets how long a member can be without input before being marked Idle. This changes what counts as active time.
- Too many alerts reduce attention. Start with a few alerts, review how often they fire, and adjust the values.
FAQs
- Are the values in this article fixed?
No. The times, days and recipients in this article are examples. Change By, Apply alert on, Whom to monitor, Who gets notified and When to send to match your company's working hours and policies. You can edit them at any time.
- Does a member with exactly the value I set appear in the alert?
Yes. The condition is less than equals, so the exact value is included.
- Why was a member with low time on screen not listed?
Check that the member is within Whom to monitor, that the day is a working day for your workspace, and that the value in By is at or above the member's Active Duration.
- What counts as Active Duration, and how does it relate to time on system?
They are the same. Active Duration, active hours and time on system all mean the time spent actively working on a laptop or desktop. Away time and Idle time are not included.
- Why does the alert arrive the next day?
A day's total is complete only after the day ends, so the alert is sent after it.
Related articles
How to Set Up Custom Alerts in Flowace
Need more help? Reach out to support@flowace.ai and our team will be happy to assist.
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Updated on: 21/10/2026
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