Getting Started

Welcome to your new Optimus Hive account! You’re heading on your way to gaining a wide range of invaluable organizational insights, backed by your business’s and team’s own actions. Setting up Optimus Hive is clear and the steps below will help you do this properly. If you need additional help, feel free to contact our Support team at any time.

1. Business Setup

The first time you access your account, you’ll need to set up Optimus Hive to align with your organization’s use cases and privacy preferences. Your choices will reflect how and what information is presented in the dashboards and reports. Your admins can change these settings at any time

2. Download and Install the Agent 

The Optimus Hive Agent is the place where entire data cycle begins. Optimus Hive agent captures all the data and many other parts of the solutions and evaluates whatever it captures.

It is easy to download the Agent. The blue “Download Latest Agent” button is located in the top-right corner of the Optimus Hive screen and can be used at any time. By doing so, the download will start.   

After you download the Agent you can install it on your own computer, share the installation file, and install Agents on additional devices. The Agent can be installed on different devices using a variety of techniques. Details on each method are provided in our Deploying Agent Guide.

Important Information: To prevent your Agent from being blocked, make sure to add the Optimus Hive Agent to the whitelist of your antivirus software and/or firewall. One of the main reasons new users face Agent difficulties is because they fail to follow these instructions. A step-by-step tutorial on how to add Optimus Hive to the whitelists is located here..

3. Create User and Computer Aliases

An alias can be used to change a machine or user’s visible name. The registered name of the computer is shown on all associated computer data when the Agent is installed on a computer.

As a business you can create aliases for the users or their devices so you can keep your employees anonymous.

To automatically do this, you must first enable the feature in ADMIN SETTINGS in the section called App Setup Settings.  This setting when enabled with DEPARTMENT will automatically assign user names systematically.

Anytime,  you can alter an Agents User Name or Device Name in the ADMIN SETTINGS in the section called Agent Users

4. Organize your Departments 

To ensure accurate reporting and the responsible sharing of employee data, grouping Agents is crucial. Within your business, Departments are typically matched to teams, allowing management to decide whether activities should be labeled as productive or unproductive, set alerts, and evaluate team performance. 

This makes sure that the right persons, usually the employee’s immediate boss, are the only ones who can see the activity data of the employee. 

Find out more here about setting up and running Department here. 

Important Information: When an Agent is added it must be assigned to Department before any of the collected data will be sent.  This is to ensure all the businesses and management privacy  commitments are applied

5. Classify Applications and Websites

To ensure that your reports and dashboards correctly reflect how users spend their time, activity categorization is crucial. The clever Auto Classification function of Optimus Hive automatically classifies frequently accessed websites and applications as productive or unproductive using crowd-sourced data.

To address the specific needs of your company, you may override automated productivity classifications and establish custom categories (such as chat & messaging, project management, and accounting tools). 

6. Define Data Collection Period

To stop the Agent from gathering user activity data outside of working hours, you can establish custom schedules. Users can be assigned specific schedules that correspond to their particular typical working hours. Find out more about how to represent employee working hours using the scheduling tool here.

7. Invite App Users

The workforce insights in Optimus Hive can be useful to many individuals in your business, including team managers, executives, HR, and IT leaders. You may provide each app user access to the particular insights they require without sacrificing employee privacy or giving them access to account management settings with adjustable User Roles and Viewable Groups.

8. Explore Dashboards and Reports

Now that you have around a week’s worth of activity data, it’s time to analyze the results! Check out our suggestions for the daily, weekly, and monthly reports to check to keep an eye on your company’s productivity and discover teams or employees who might need guidance.

The broad and more in-depth reports that are available in other parts of the program are summarized in the Optimus Hive dashboard. The dashboard is the best place to go if you just need a fast overview of your company. Find out more here about using the dashboard.

You may boost team efficiency and get useful insights by using many analytical reports. All reports have strong filters that can help you find patterns more quickly. Some of these filters are report-specific, while others are universal. Click here to read more about Optimus Hive reports.