Meeting Insights Report: A Quick Guide

 

Meeting Time Tracking provides visibility into how much time users or teams spend in meetings. These insights help organizations evaluate meeting load, identify productivity patterns, and optimize collaboration.

Meeting Time is determined when an active application is associated with microphone usage. Tracking relies on microphone activity detection, regardless of whether the user is muted or which application is currently in focus.

 

How Meeting Time Is Detected

Meeting Time is recorded when the system detects that an active application is using the microphone.

Examples:

• When on a Zoom call while another application is in focus, the time is still recorded as meeting time because the microphone remains active.
• When on a Zoom call while muted, meeting time is still counted because the microphone session remains active.
• When the Zoom application is open but no call is active, meeting time is not recorded because the microphone is not in use.

 

How to Access the Meeting Insights Report

1. Log in to the Time Doctor Dashboard
2. Go to Reports / Meeting insights Report

 

Enable Google or Outlook Calendar and Microphone Access

Google or Outlook Calendar integration enriches meeting insights with additional meeting data.

Enable Google Calendar Integration

1. Go to Settings.
   
   
2. Enable Use Google Calendar integration.
   
   Once enabled:
   • Owners, Admins, and Managers automatically receive access
     
     
   • To allow access for regular users, enable Allow regular users to integrate with Google Calendar.
     
     
     

 

 

Enable Outlook Calendar Integration

1. Enable Use Outlook Calendar integration.

   Once enabled: 

   • Owners, Admins, and Managers automatically receive access.
     
     
     
     
   • To allow access for regular users, enable Allow regular users to integrate with Outlook Calendar.
     
     
     

 

Enable Talk Time Insights

Enable Talk time insights to analyze how much each user speaks during meetings.

Talk time insights display the percentage of meeting time during which the user spoke.

When this setting is enabled:

• Users receive an additional permission request.
  
  
• The permission must be accepted to collect talk time data

 

How to Configure

Google Calendar Integration

1. Click the profile name in the top-right corner.
2. Click My account.
   
   
   
   
3. Open the Integrations tab
   
   
   
4. Click Connect next to Google Calendar.
5. Sign in to the Google account and approve the request.
   
   
6. This allows Time Doctor to access meeting information from the user’s calendar.
7. To disconnect the calendar:

1. • Return to My account / Integrations.
   • Click Disconnect next to Google Calendar.
   
   

 

Outlook Calendar Integration

1. Click the profile name in the top-right corner.

2. Click My account.
   
   
   
   
3. Open the Integrations tab.
   
   
4. Click Connect next to Outlook Calendar.
5. Sign in to the Outlook account and approve the request.
   
   
   
   This allows Time Doctor to access meeting information from the user’s calendar.
6. To disconnect the calendar: 
   • Return to My account / Integrations.
   • Click Disconnect next to Outlook Calendar.
     
     

 

Widget Descriptions

Meeting Time

• Meeting Time Total time users spent in meetings during the selected period.
• Number of Meetings Total number of meetings attended by users in the selected period.
• Average Meeting Duration Average length of meetings.
• Average Idle Time per Meeting Average time in meetings with no device activity (keyboard or mouse). A high value may indicate low engagement or multitasking. A high value might also indicate that the selected users or groups are the ones sharing screen during meetings. 

 

Meeting Time vs Total Tracked Time

Visual comparison of meeting hours against total tracked work time over the selected date range. Useful for spotting trends like meeting-heavy days or dips during weekends.

 

Meeting Time by Group (Bar Charts)

• Groups with Highest % of Meeting Time Shows which teams or departments spend the highest share of their time in meetings.
• Groups with Lowest % of Meeting Time Highlights teams with the least proportion of time in meetings, often indicating more focus time or async collaboration.

 

Web & App Usage During Meetings

Top Apps Used in Meetings
Breaks down which applications are most frequently active during meetings (e.g., Zoom, Google Meet, Figma).

• To visualize web & app usage in meetings, you need a Standard plan or above

 

Idle Time During vs Outside Meetings

Compares the percentage of idle time during meetings vs outside of them. 

 

Talk Time

The period of time that the system recognizes that a user is talking when their microphone was active.

 

Google Calendar Meeting Insights

When Google Calendar integration is enabled, the report includes additional meeting details. 

• Displayed information includes:
  • Total meeting time
  • Number of meetings
  • Internal and external participants
  • Attendance insights
  • Talk time insights

 

Google Calendar Meeting Side Panel

For each meeting, the following information is displayed:

• Name: Meeting title.
• Meeting App: Application used for the meeting (e.g., Google Meet or Zoom).
• Meeting Type: Internal or external meeting.
• Attendees: Total number of participants.
• Attendance Status: Attendance is calculated based on the percentage of the meeting duration joined:
  • Present: 80% or more
  • Partially Present: 10–79%
  • Absent: Less than 10%
• Invitees: Total number of invited participants, including internal and external breakdowns.
• RSVP Status: Displays who accepted, declined, or has not responded to the meeting invitation.

 

Group Breakdown Table

A detailed table showing per-group meeting engagement:

• Total Time Tracked: Total work hours recorded.
• No. of Meetings: Number of meetings attended.
• Meeting Time: Total time spent in meetings.
• % of Time in Meetings: Share of meeting time out of total time tracked.
• Avg Meeting Duration: Average duration of meetings per group.
• Avg Idle Time per Meeting: Average inactive time during meetings per group.

 

Report

 

Report - Google Calendar meetings

 

Report - Breakdown by groups

 

Extra details on other reports

Viewed via Team Dashboard

 

Viewed via User Dashboard

 

Viewed via Executive Dashboard

 

Viewed via Activity Summary

 

If Microphone Access Was Denied

Microphone permission is required for all Meeting Insights data.

If microphone access was denied during setup, enable it manually in the operating system settings.

macOS

1. Click the Apple menu.
2. Select System Settings.
3. Go to Privacy & Security.
4. Select Microphone.
5. Enable access for Time Doctor 2.

Windows

1. Click the Start menu.
2. Click Settings.
3. Go to Privacy & Security.
4. Click Microphone.
5. Turn on Microphone access.
6. Make sure Time Doctor 2 is allowed to access the microphone.

 

 

 

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Should there be any inconsistencies or concerns regarding the article, contact support@timedoctor.com for prompt assistance.