Check who uses the deal board
Review who opens and works on the deal board, then export the figures for a workstream review.
Screenshots are taken from the app on every release. Updated 2 November 2026.
Before a workstream review, you want to know whether the team and the client's contacts are opening the checklist and updating their tasks. The board's Usage shows each person's recorded activity over a chosen period, with an Excel file to take into the discussion.
Two questions decide what you look at. Which period belongs in the review? And are you checking participation or looking for a particular change? For the detail of a change, use the activity log.
Only board managers can open Usage. For everyone else, it is greyed out with the message "Only board managers can use this." Membership of a permission set, including one that allows Export, does not give access to Usage.
Open the participation figures
Open the board in Project management and click Board above it.
Choose Usage, below Permissions.
The dialog starts on Last 30 days. Each row shows a person's name and email, with Internal or External under Access. External identifies someone outside the board's organisation or using a client account.
The list can include people who have access but no recorded activity in the period. A zero count or blank activity date does not mean their access has ended. To check or change what a person may open, use permission sets and review outside access.
Choose the period
Choose Last 7 days, Last 30 days or Last 90 days to match the review. Each period ends today, and the figures reload when you switch.
Choose Custom for a particular stage of the deal, then set From and To.
Keep From on or before To. An invalid range clears the figures and disables the export. If the dialog says nobody opened or changed the board, check the dates before treating it as a period with no activity.
Read the figures
| Figure | What it tells you |
|---|---|
| Last opened and Opens | When the person last opened the board and how many times they opened it in the period. |
| Days active | The number of distinct days on which they opened or changed the board. |
| Edits | Recorded changes to the board, its groups, tasks and columns. |
| Tasks created, Cells changed and Comments | Counts of those kinds of work. They do not cover every kind of change counted under Edits. |
| Time logged | Time recorded in the board's Time tracking columns, shown as hours and minutes. This column appears only when the board has a Time tracking column. |
| Last activity | When the person last changed the board. It can be blank even when they have opened it. |
Time spent with the board open is not measured. Time logged is the time people record on tasks, so it is not a measure of how long they have been looking at the checklist.
Take the figures into the review
Click Export to Excel to download the figures for the selected period as an
.xlsxfile.
The file has a Usage sheet, with Email in its own column. Where the board has Time tracking, the export uses Time logged (hours) as a number you can sum in Excel: 1h 30m becomes 1.5. Without a Time tracking column, the time column is omitted from the file too. Export is unavailable while the figures load or when there are no people to export.
Tips from practice
- Use the same dates in each review. A custom range keeps the discussion tied to the signing or closing stage you are reviewing.
- Ask about the work behind a count. An open does not show whether someone read a particular task, and a low count does not explain why a deliverable is outstanding.
- Check the recipients before sending the file. It contains names, emails and figures for both colleagues and outside contacts on the board; choose what belongs in the version you share.
Before this: give the client access to their tasks. For the next step, find out who changed what or review and end outside access.