Usage Analytics

What it does

Usage Analytics shows how each sub-account and each user actually uses GoHighLevel. It has two views.

Agency checkup lists every sub-account with a health label (Active, Slowing down, Quiet or Never used), users, active users, idle seats, contacts, new contacts, messages out and in, calls, talk time, deals won, last activity and last backup. Tiles at the top count each health group and total seats with no activity.

One sub-account shows totals (contacts created, messages sent and received, calls, talk time, active users, contacts reached, opportunities created and won, won value, open opportunities, appointments), a daily activity chart, a by-channel table, and a by-user table.

Why it matters

Agencies need to know which clients are using the platform. Accounts that go quiet tend to cancel, and seats nobody uses are worth flagging before renewal. GoHighLevel has dashboards and some reporting inside each sub-account, but there's no single agency-wide view comparing activity across every sub-account and every user, as of October 2026.

Per-user activity is the other gap. A sales manager wants to know who made calls and who sent texts this week, with talk time and deals, in one table. Building a GoHighLevel user activity report covers what you can piece together natively.

How it works

1. In the File Backup schedule, make sure Team activity and Messages & recordings are on, and run a backup.
2. Open Usage in Backup & Insights.
3. Pick a range: 7, 30 or 90 days, This year, or custom dates. Press Apply.
4. With All sub-accounts selected, read the agency checkup. Sort by any column; click a sub-account to open it.
5. In one sub-account, read the totals and chart. Click a user row to chart just that user.
6. Sort the by-user table by texts, emails, calls in and out, talk time, contacts reached, created or assigned, deals, appointments, notes, tasks, edits, stage moves or active days.
7. Download any table as CSV.

The agency checkup is the place to start each month. Sort by health to see who's slowing down or quiet, then open those sub-accounts to see which users dropped off. Idle seats are worth raising with the client before renewal, since unused seats usually mean part of the team never adopted the platform.

Good to know

• Health labels. Active: sent something in the last 30 days. Slowing down: the last 30 days were under half the 30 before. Quiet: nothing in 30 days. Never used: no activity on record.
• No login data. HighLevel doesn't share logins, so activity is based on what users did, not when they signed in.
• Created vs assigned. Created counts contacts a user made; assigned is who owns them now.
• Sharing with clients is what Owner Reports are for.
• Sortable tables. Tap any column heading to sort, then download the sorted table as CSV for your own reporting.