How to Build a GoHighLevel User Activity Report

A GoHighLevel user activity report answers simple questions: who on the team is working, how much, and on what. HighLevel has several places that each show part of the answer, so most agencies end up stitching a report together from Agent Reporting, Call Reporting, audit logs and the agency's sub-account list. This guide covers what each one shows, how to combine them, and where the gaps are.

What you probably want to know

Before you build anything, list the questions. For most agencies and their clients, they're some version of:

• How many calls did each rep make, and how long did they talk?
• How many texts and emails did each rep send?
• How many deals did each rep move or win?
• Which seats are paid for but barely used?
• What changed in the account, and who changed it?

No single native screen answers all five. Here's where each one lives.

Agent Reporting: per-user sales activity

In the sub-account, go to Reporting > Agent Reporting. As of October 2026, HighLevel's help article describes:

• Per-user opportunity stats and conversion stats
• SMS and email stats
• Call metrics
• A leaderboard by most opportunities and most won opportunities
• Date range comparisons

HighLevel's documentation lists Agent Reporting for the Agency Pro plan, so check your plan if you don't see it. This is the closest native thing to a per-rep activity report, and it's centered on opportunities. If the team doesn't work deals through pipelines, much of its value disappears.

Call Reporting: who is on the phone

Go to Reporting > Call Reporting. You get incoming and outgoing views, status breakdowns, a Top Agents view with unique leads contacted, and a CSV export where you pick the columns. It's good for call volume per rep. It doesn't cover texting or email.

Audit logs: who changed what

Audit logs live at Settings > Audit Logs in the sub-account, and at the agency level in agency settings. As of October 2026 they record create, update and delete actions across areas like users, contacts, opportunities and custom objects, with filters for User, Module, Action Type and Time Range.

Two things to know:

• Entries are kept for 60 days, then purged. If you need a longer record, export to CSV regularly.
• They're a change log, not a productivity report. They show that a rep updated 40 contacts, not that they spent the afternoon calling.

Agency rolled-up reporting: activity across sub-accounts

From the agency view, the sub-accounts list can show summary columns. HighLevel's help docs describe metrics including active users out of total users, contacts and appointments created, inbound and outbound messages by channel, calls and talk time, and form submissions. You choose up to eight columns.

It's useful for spotting a sub-account that has gone quiet. The figures are per sub-account, not per user, and the docs list this as a Pro plan feature.

Custom dashboards

Sub-account dashboards let you add widgets for calls, messages, opportunities and appointments,. If you rebuild the same dashboard in each sub-account, it gives clients a live view without exports. Snapshots can carry dashboards into new accounts, though HighLevel excludes private dashboards from snapshots.

Building a GoHighLevel user activity report by hand

Here's a workable native process for one sub-account:

1. Pick the month and write down the date range.
2. From Agent Reporting, record each user's SMS, email, call and opportunity numbers.
3. From Call Reporting, export the call CSV and total calls and talk time per user in a spreadsheet.
4. From Audit Logs, export the month and count actions per user if edits matter to you.
5. From Settings > My Staff (or the team area), list every user with a seat.
6. Flag any user with near-zero activity across all three sources as a possible idle seat.
7. Put it in a one-page summary for the client.

Expect 30 to 60 minutes per sub-account the first time, and a bit less once you have a template.

What the native reports leave out

• One view per user across channels. Calls, texts, emails and deals live in different screens.
• Per-user figures across sub-accounts. Rolled-up reporting is per sub-account. A rep who works in three client accounts shows up three times.
• Idle seat detection. You can see active-user counts, but finding the specific paid seats nobody uses takes manual comparison.
• Client-ready output. None of these screens produce a printable report you'd send a business owner.
• History past 60 days for audit logs, unless you export it.

There are long-running requests on HighLevel's ideas board for a chronological per-user activity log, which tells you this isn't solved natively yet.

How Backup & Insights handles it

Backup & Insights from RGS Tools includes reporting alongside its backups.

• Usage analytics shows messages, calls, talk time, deals and idle seats per sub-account and per user.
• Owner reports produce printable activity reports per sub-account to send to your clients.

It works across every sub-account you connect, through the marketplace app for the whole agency or a Private Integration Token for one account. Backup & Insights is $99/mo per agency with unlimited sub-accounts and a 7-day free trial.

If the report shows idle seats, see how to pause user access in GoHighLevel for removing access without losing a user's settings. For team setup, the sub-account onboarding checklist covers users and permissions.