Computer Activity Monitor

Employee notice template

Free to copy, edit, and use. Not legal advice — some states and countries require specific notice or consent language, so have your own advisor confirm what applies to you.

Telling your team plainly, before you install anything, is both the right thing and the thing that makes monitoring work. When people learn there are no screenshots and no keystroke capture, the conversation is usually short. Replace the highlighted fields and send it as an email, a memo, or a one-page addendum to your handbook.

Notice of Computer Activity Monitoring

To: All employees and contractors using [Company Name] computers
From: [Name, Title]
Effective: [Date]

Starting on the date above, [Company Name] will use a software tool called Computer Activity Monitor on company-managed Windows computers. This notice explains what it does, what it does not do, and why we're using it.

Why we're doing this

[Pick or edit: We want an objective picture of workload and active time across the team, so that staffing and coaching decisions are based on patterns rather than impressions. / Our clients ask us to demonstrate the hours spent in their systems, and this lets us do that without sharing anyone's screen. / We want to make sure remote and in-office team members are treated the same way.]

What the software records

  • Active and idle time — whether the computer is being used, in 10-minute intervals.
  • How much input activity there is — counts of mouse movements, clicks, and key presses. Counts only; never what was typed.
  • Which application is in use — for example "Outlook" or "AdvancedMD," and how long it was the active window. For web browsers, a shortened page title with identifying details (emails, phone numbers, ID numbers, dates, dollar amounts) removed on the computer before anything is sent.
  • Unusual input patterns — for example, continuous mouse movement with no clicks or typing, which is flagged for a manager to review.

What the software does not record

  • No screenshots, screen recording, camera, or microphone.
  • No keystroke logging — passwords, messages, and anything you type are never captured.
  • No contents of documents, email, chat, or web pages, and no browsing history.
  • Nothing is recorded when no one is logged in. When the screen is locked, only the fact that it's locked is recorded.

Who can see the data

Reports are available to [roles, e.g. your manager and the operations director]. The data is used for [purposes, e.g. workload planning, performance coaching, and client reporting] and is not shared with anyone outside the company except as summarized hours in client reports. Detailed records are kept for 90 days and daily summaries for one year.

Personal use and personal devices

Monitoring applies only to company-managed computers. [Edit to match your policy: Brief personal use of company computers is permitted during breaks; it will appear in reports only as the name of the application used.]

Questions

If you have questions about what is collected or how it's used, contact [Name, email]. You can also see exactly what the software does and doesn't collect at computeractivitymonitor.com.

[Optional acknowledgment line: I have read and understand this notice. — Name / Date]

Using Computer Activity Monitor?

This template describes the product accurately as of the date on this page. If you're evaluating it, the features and FAQ sections show the reports your team's managers will see — and the 60-day free trial needs no credit card.