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Agent Policy is where admins set the rules every Fluency Desktop Agent follows: when it’s allowed to capture, how long a user pause lasts, and which apps or URLs it should skip. The agent fetches this policy after sign-in and applies it across your fleet. Open app.usefluency.com → Settings → Agent Policy.

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Observation window

The observation window controls when the desktop agent is allowed to capture screen activity. Outside the window the desktop agent does not capture activity.
Observation Window settings with time range, timezone, and observation days selectors

Observation Window: set the daily time range, timezone, and which days of the week the Fluency Agent is allowed to capture.

Set the window to match your users’ working hours. Anything outside that shows up as Outside work hours on the Users page, not Offline.

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Individual Exceptions

The above settings are for everyone in your observed user cohort. If you want to set up individual exceptions for specific users this can be done. Navigate to the Users tab in settings and then click onto a specific user. If you scroll down you can toggle on the ability to have custom observation hours for that user and change the settings from there.

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User pause duration

Users can pause their own agent from the tray icon (for a private meeting, personal browsing, etc.). This setting is how long that pause lasts before capture resumes automatically.
  • Typical values: 15, 30, or 60 minutes.
  • An admin pause from the Users page is separate and doesn’t expire on this timer.

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Exclusions

Exclude specific applications and URLs so the agent never captures them, even inside the observation window. Use this for HR systems, personal banking, or any tool that shouldn’t be recorded.
1

Open Exclusions

Scroll to Exclusions on the Agent Policy page.
2

Add an application or URL

Enter the app name (as it appears on the device) or the URL pattern. The header shows a live count of excluded apps and URLs.
3

Save

Save your changes. Agents pick up the new exclusions on their next policy fetch.

Users

Confirm agents are capturing after a policy change.

PII Protection

Choose which types of PII are redacted from captures.

Deploy the agent

Roll out Fluency to Windows and macOS fleets.

Authentication

Connect Entra ID for silent sign-in.