Associate Only
The usage dashboard is only available in Associate.
You'll find it in the admin console within Associate, and it reports on activity from both the Word Add-In and Associate.
You must be the Admin on the account to view this dashboard. If you do not see it, please contact your Customer Success Manager or email us at success@spellbook.com.
What is the usage dashboard?
The usage dashboard shows how your organization is using Spellbook across the Word Add-In and Associate:
How many people are active?
What features are being used?
Changes over time
It is built for license admins who need to answer questions like "Who is actually using this?", "Is adoption growing?", and "Which teams need more enablement?"
Data comes from a daily rollup of product activity and is refreshed once a day, so today and yesterday's activity may not yet be included. View Data Freshness below for more information.
Who can view the usage dashboard?
Your account must be an Admin on the license (the role can manage people, teams, and invitations).
Managing the Usage Dashboard
1. Open the admin console.
In Associate, expand the left sidebar (hover over it or use the expand control at the top). Admins see an Admin entry with a building icon near the bottom, above Help and your account. Click it.
2. Open Usage
The admin console has its own sidebar with People, Teams, Invitations, Audit log and Usage. Click Usage. The URL is /admin/usage if you want to bookmark it.
3. Get Oriented
The page has four parts, top to bottom:
Header: date range presets, custom from/to dates, and a data freshness note.
KPI cards: Est. time saved, Active users, Average active days per user.
Charts: Active users over time, and Feature usage for a metric you choose, with Daily / Weekly / Monthly granularity.
Utilization table: per-team and per-person numbers, with search, filters and CSV export.
💡 Defaults when you open the page
Date range: Last 90 days
Granularity: Monthly
Feature usage metric: Suggestions accepted
Utilization table: grouped by team, every team collapsed, sorted by Active days (highest first)
Filters: All teams, All roles, empty search
None of these are remembered between visits. Reloading the page returns to these defaults.
4. Choose a date range
The header has three presets, Last 30 days, Last 90 days and Last 12 months, plus a custom From and To date picker. Every number on the page (KPIs, charts, table) uses the same range.
Things to know:
Dates are in UTC and the range is inclusive of both ends. “Last 30 days” means today and the 29 days before it, in UTC.
Presets always end on today. If today's data has not landed yet (see Data freshness), the most recent day or two will simply be empty.
5. Read the KPI cards
Est. time saved is an estimate, not a measurement. Hover the info icon to see the formula:
Estimated as 15 minutes saved per document review, playbook run, and chat started, plus 2 minutes per accepted suggestion.
In other words: 15 min × (reviews run + playbook runs + projects/chats started) + 2 min × suggestions accepted, shown in hours.
Active users is the number of distinct people who did anything in Spellbook during the range, with the percentage of licensed users underneath. “Licensed users” counts seats that are not blocked and are not Submitter-only accounts.
Average active days per user is total active days ÷ active users. An “active day” is any UTC day on which a person did at least one thing. A value of 12 over 90 days means a typical active user shows up about once a week.
6. Read the charts
The Active users chart shows distinct active people per period. The Feature usage chart shows the metric selected in its dropdown. Both use the granularity selector (Daily / Weekly / Monthly) at the top right.
Things to know:
Weeks start on Monday. A weekly bar is labelled by its Monday.
The last bar is usually partial, since data is still being collected for current period of time (the current week/month) and is likely incomplete.
The first bar can be partial too. If your range starts mid-week or mid-month, the first bucket only contains the days inside the range.
Charts stop at the last day that has data. If data is delayed, the chart will not show empty bars for the missing days; it ends where the data ends.
Active users in a monthly bar is not the sum of its weeks. Someone active in three weeks of a month counts once in the monthly bar.
7. Pick a feature metric
The dropdown above the Feature usage chart chooses what is plotted and which columns are highlighted in the table.
Metric | What it counts |
All | The sum of all feature actions below, except Sessions and Est. pages analyzed. Useful for an overall activity trend. |
Chat messages | Messages sent to Spellbook's chat, split into Associate and Ask (Word add-in). |
Projects started | New chats/projects started, split by surface, plus Totals. |
Sessions | Distinct app sessions, split into Associate, Word add-in and Both surfaces (people who used both in the same period). |
Reviews run | Document reviews started in the Word add-in. |
Playbook runs | Playbook executions. |
Workflows run | Workflow executions. |
Document reviews | Documents reviewed in Associate. |
Est. pages analyzed | An estimate: words processed during reviews ÷ 250. |
Suggestions accepted | Redline/edit suggestions that a user accepted. The default metric. |
Some metrics are split into several series (for example Sessions). Hovering a legend entry spotlights that series, and clicking it locks the spotlight until you click it again. This is handy when one surface dwarfs the other.
8. Use the utilization table
The table at the bottom breaks the same range down by team and person. Columns are Members, Active days, Sessions, Chat messages, Reviews run, Playbook runs, Workflows run, Document reviews, Est. pages analyzed and Suggestions accepted.
How grouping works:
Teams come from the Teams page of the admin console. If your organization has no teams, the table is a flat list of people instead.
Teams are collapsed by default and sorted by Active days, highest first. Click a team row to expand it.
People on multiple teams are counted in each team (the note under the title says this). Team totals therefore add up to more than the organization total, by design.
People who are not on any team appear under No team, which is always listed last regardless of its numbers.
An expanded team shows its 10 most active members first; click Show all N to see the rest.
Each person row shows their name, email and role.
9. Search and filter
Above the table there is a search box and two dropdowns.
Search by name or email matches people, not teams. Any team containing a match is expanded automatically so you can see the row.
All teams narrows the table to one team. If a person is on several teams, this also scopes their row to the selected team.
All roles filters people by license role: Admin, Editor or Member.
When any search or filter is active, groups are force-expanded and the team summary rows reflect only the people that match. If nothing matches you will see “No people match the current search and filters.”
10. Export to CSV
Export CSV at the top right of the table downloads one row per person for the current date range.
The export respects the search and role filter. If you want everyone, clear the search and set the role filter back to All roles first.
The export does not collapse people into the selected team. A person on two teams appears once, with both teams listed in a Teams column.
Columns match the table, plus Role and Teams.
The filename is
usage-utilization-{from}-to-{to}.csv, using the dates of the current range, so exports from different ranges do not overwrite each other.The file is UTF-8 with a BOM, so it opens cleanly in Excel with accented names intact.
Data freshness
Under the date range there is always a freshness note. Normally it reads “Data through {date}. Refreshed daily.” Usage is rolled up once a day in the early morning UTC, meaning the latest complete day is typically yesterday, and today's activity shows up tomorrow.
If the latest available day is more than two days old the note turns amber and reads “Data is delayed — latest available day is {date}.” The dashboard still works in this case, it just means the most recent days are missing. Charts end at the last day that has data. If the delay persists for several days, please contact support.
Other states you may see
“No usage data for this period.” Nobody in the organization did anything in Spellbook inside the selected range. Widen the range, or check that people have activated their licenses. The page adds: “Usage appears here once people in your organization start using Spellbook. Data is refreshed daily.”
“Error loading usage data. Please try again.” A temporary failure fetching the data. Reload the page; if it persists, please contact support with the time you saw it.
Quick reference: common questions
Question | Answer |
Why do my team totals add up to more than the Active users KPI? | People on several teams are counted in each team. The KPI counts each person once. |
Why is the first month on the chart so low? | The range probably starts mid-month, so that bar only covers a few days. Switch to Weekly or pick a custom range starting on the 1st. |
Why is the last bar dashed? | The current week/month is not finished. |
Why did Last 30 days turn into 90? | Monthly granularity needs more than 30 days to be meaningful. Pick Daily or Weekly first. |
Why is the Active users percentage based on fewer seats than my People page shows? | Blocked accounts and Submitter-only accounts are excluded from the licensed-user denominator. |
Is Est. time saved exact? | No. It is a fixed-formula estimate: 15 min per review, playbook run or chat started, 2 min per accepted suggestion. |
My CSV is missing people | A search term or role filter was active. Clear them and export again. |
Today's numbers are missing | Data is refreshed once daily, the data for today should appear tomorrow. |
Ready to master Spellbook at your own pace? Visit Spellbook Academy.
Need additional assistance? Contact our support team at success@spellbook.com