Reading System Statistics — who viewed what, when

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📊 Per-System Statistics

To check the engagement metrics of a specific document, complete the following steps:

1. Open any system, policy, or training document.
2. Click the Statistics tab in the right-hand panel.
3. Review the available data points:
   • Total views: Lifetime view count for the document.
   • Last viewed: Exact timestamp of the most recent access.
   • Last modified: Timestamp of the last edit and the name of the author.
   • Date created: When the document was originally published.
   • Viewer list: A complete breakdown of every team member who has opened the system, displaying their profile picture, name, and most recent view date.

📈 Account-Wide Statistics

If you need to analyze these metrics across your entire company at once rather than opening individual documents:

1. Navigate to Reports -> Activity Log.
2. Filter the results by content type (System, Policy, or Training).

🔍 Spotting Healthy vs Stale Data

Regularly evaluating your statistics allows you to monitor the health of your operational knowledge base.

What healthy stats look like:

• Views recorded from every single assigned member within the last 90 days.
• A Last modified date timestamped within the last 12 months.
• Active comments or regular version updates, indicating ongoing team use.

What stale stats look like:

• No views in 12+ months: The system is either no longer necessary, or your team does not know it exists.
• Last modified 2+ years ago: The steps are likely out of date, even if the team is still actively reading them.
• Never opened: Assigned members who have zero recorded views. Check whether their assignment should be removed.

🧠 Three Usage Patterns to Watch For

When reviewing your workspace analytics, look out for these three distinct content patterns:

• Ghost Systems: Documents that were created once but have never been viewed. The system might not be useful, or it is hidden in the wrong folder. You should either archive it or move it to a visible category.
• Star Systems: Documents with a high volume of views, frequent updates, and active comment threads. These are your high-leverage assets, consider investing in better video walkthroughs or richer attachments for them, and use them as structural templates for new systems.
• Bottleneck Systems: Documents with high view counts but very low edits. They are read often but never updated, which usually means the right team member has not been given editing access. Consider promoting the most frequent viewer to the document Owner.

🛠️ How to Act on Your Stats

Set aside 15 minutes each quarter to complete this simple content optimization process:

1. Run the account-wide Activity Log Report.
2. Sort the table by Date Updated, placing the oldest documents first. For any system older than 18 months, review it with the designated Owner to either update, archive, or delete it.
3. Sort the table by Views, placing the highest counts first. Your top 10 most-viewed systems should always contain your highest-quality content, review these next to ensure they are pristine.

ℹ️ Privacy Note: Viewer tracking is accessible exclusively to Account Owners, Admins, and Editors. This dashboard is designed for managers and content creators to optimize business systems, not as an employee surveillance tool. Be open and transparent with your team about what platform statistics are tracked.

🎉 You're All Set!

You now know how to dive into your systemHUB analytics to keep your documentation fresh and highly engaging. Tracking these stats regularly ensures your team is always working from accurate, highly optimized company processes.