Analytics reference

The whole module at a glance — and straight answers to the questions that only come up at the worst moment.

Permissions and availability

Thing	How it works
Seeing analytics	Needs the View analytics permission. The Governance tab additionally needs compliance access — without it, that one tab explains itself and the rest still works.
Scheduling email reports	Its own separate permission, re-checked at every send.
Plan	The pages need analytics in your plan, and say so plainly rather than erroring. Recording itself runs for every brand from day one — the numbers are already waiting when your plan includes it.

Windows and thresholds

Thing	Value
Periods	7 · 30 · 90 days, all time, or a custom range. All day boundaries are read in coordinated universal time, so figures never shift with your timezone.
Popular	Last 180 days of activity; at least 3 interactions to rank
Trending	Roughly the last six weeks, with activity fading by half every 14 days
Search success rate	Hidden below 10 searches in the period; self-serve share hidden below 10 downloads
Unused windows	30 · 90 · 180 · 365 days, always floored at the date your recorded history begins
Scheduled reports	Up to 10 per brand · 50 recipients each · pauses itself after 3 failed sends
History	Nothing is deleted on a timer today — your history reaches back to when recording began for your brand (portal metrics begin later than in-app activity, and each list says so)

Deliberately not measured

What	Why
Sign-ins, two-factor prompts, trusted devices, password changes	Account security is never brand analytics
Email opens and link clicks	Not tracked anywhere in the platform
Placing an asset into a design tool through a plugin	Not recorded — nothing measures what reaches your designs
Comments and annotations, demo brands, paused members' activity, AI-agent reads through the MCP connection	Out of scope by ruling, not by accident

Visitor privacy

Thing	How it's handled
Portal visitors	Counted without cookies and without anything stored on their device
Network addresses	Never stored — turned into a daily code that can't be linked from one day to the next, so someone visiting on two days counts twice
Browser details	Shortened to family and major version, such as Chrome 126, before anything is saved
System actions	A deadline closing a review is recorded without a person's name

What happens when… people come and go

When…	What happens
A team member leaves	Their recorded events stay and keep counting in totals. Only member-based numbers change — total and active members, group engagement — which count current, active members only.
A member's access is paused	Their in-app activity stops being recorded for the length of the pause.
Someone deletes their whole account	The numbers survive, the identity doesn't — their name is stripped from the record while every count they contributed stays correct.
A report recipient leaves or is removed	They're dropped at the next send — recipients are re-resolved against current membership every time. If nobody's left, the run is recorded as failed with no recipients.
The person who set up a schedule loses the permission	The next run fails with a permission-lost reason, the schedule switches off, and they're notified — it never keeps sending on a lapsed permission.

What happens when… time passes or content moves

When…	What happens
Last year's hit vanishes from Popular and Trending	By design — both lists are time-bounded (180 days and roughly six weeks). Old success stops counting on purpose; it still counts in lifetime totals.
You move an asset to Trash	It drops out of Popular and Trending on the very next read; restoring re-admits it immediately. Nothing is erased — the filter runs at read time — and its past events still count in totals.
An unused list says “3 items not shown”	Those rows couldn't be loaded for you — deleted, or outside your permissions. The count stays the truth and the note says rows are missing rather than quietly shortening the list.
A portal row shows numbers but no name	Names show only for items still reachable through a currently published portal collection. Removed or off-portal items keep their counts and lose their name.
Your subscription lapses	Nothing is deleted and the full history stays visible. Scheduled reports skip quietly — no failure counted — and resume once the subscription is active again.
Two copies of the same scheduled report differ	Neither is wrong — each is rendered fresh at send time for the window ending at that moment, and the file states its exact window.

What happens when… AI agents are involved

When…	What happens
An agent reads the numbers	It can, when your plan includes analytics and its key carries the analytics read scope — workflow and licence-risk reads need their own scopes on top.
An agent tries to set up a scheduled report	It can't — schedules are people-only, and there's no write scope to grant.
Agents download and view a lot	Popular and Trending exclude agents outright — human demand only. Agent activity still counts on the Content tab, where the segment selector lets you see it separately.
An agent runs a search	Recorded on its own track; the human findability numbers leave it out by construction.