Managing Workstations
Track, explore and export the workstation fleet reported by the Kabeen user agent
Workstations are your users' computers (desktops and laptops), automatically discovered by the Kabeen user agent. This view lets you monitor the state of your active fleet, spot the machines that need attention and export your inventory — all without any manual data entry.
What is a workstation in Kabeen?
A workstation is a user's device (a desktop or laptop computer) on which the Kabeen user agent is installed. Each workstation is entirely fed by the agent: Kabeen does not store a manually created workstation, but rebuilds it from the agent's regular reports.
Kabeen is not a device management tool (neither MDM nor RMM): you do not operate the machine from Kabeen. The workstation is a source of signals that feeds the mapping of your information system. Concretely, the agent installed on workstations:
- continuously discovers your fleet, with no declarative inventory;
- reports the applications actually installed and used, which enriches your application inventory and reveals Shadow IT;
- collects configuration and health indicators (hardware, system, security, network).
A user-centric approach. A workstation is tied to the user(s) who sign in to it: Kabeen links the hardware to the people and teams that actually use it.
Prerequisite: deploy the user agent
The only prerequisite — but an essential one — is that the user agent be deployed and active on the workstations you want to track. The rule is simple: no agent, no workstation.
The value chain is as follows:
- you deploy the user agent on the workstations;
- the workstations report and appear in the list;
- the collected data feeds the health, resources, security and attached users;
- the installed applications and their usage enrich your application inventory.
Deploying the agent is described in dedicated guides, depending on your method:
- Deploying the user agent via GPO
- Deploying the user agent via Intune
- Deploying the user agent via Jamf (macOS)
- Deploying in an RDS / Citrix environment
You can also download the package from within the application: the Agent Tracking screen, Download the package button (choose the operating system, architecture and version, with or without the browser extension, then enter your workspace authentication key).
Some information (for example the security state or the battery) is only reported by a recent version of the agent. Make sure to keep your agents up to date — see Updating the user agent via GPO.
Accessing the workstation list
- In the side menu (the Inventory section), hover over the Infrastructure entry.
- In the submenu that opens, choose Workstations — alongside Servers and Network.
At the top of the list, a counter shows the total number of workstations.
Workstations share the Infrastructure entry with servers and networks: this is where Kabeen groups the whole technical fleet reported by the agents.
Exploring the list
The columns
| Column | Content |
|---|---|
| Name | An icon showing the workstation type (desktop or laptop) and a collect status dot; the machine name, with the operating system and version below it |
| Health | The workstation's health level, with a color code (see below) |
| User | The name of the attached user (or -) |
| IP address | The workstation's private IP address (or -) |
| Load | The workstation's overall load, as a percentage, with a progress bar |
| Storage | The storage usage rate, as a percentage, with a progress bar |
Searching
Click the search icon, then type your text ("Search for a workstation"). The search is case-insensitive and covers several fields: machine name, system model and version, manufacturer, serial number and user name.
Filtering
The Filters button opens the available criteria; a badge shows the number of active filters. You can filter by:
- Team / organization (selection from your organization tree);
- Collect status;
- Health;
- Operating system (Windows or Mac).
Active filters are shown as chips that you can remove one by one, or clear all at once.
Sorting and counting
Click a column header to sort (ascending or descending). By default, the list is sorted by Name, placing the workstations with the most up-to-date collection first. The counter at the bottom of the list shows the total number of workstations matching the current filters. The Refresh button reloads the list with the latest reports.
Empty states
- No workstation / no agent deployed: Kabeen displays a prompt — "User agents allow you to list workstations. Deploy them to display the list of workstations in your interface." — together with, if you have the required permissions, a button to go and deploy your agents.
- No results: if your search or filters match no workstation, the message "No workstation matches your search" is displayed.
Viewing a workstation's details
Click a row to open the workstation details in a side panel. The panel is read-only: a workstation cannot be edited manually, since it faithfully reflects the data reported by the agent.
Header and indicators
The header shows the workstation name and, below it, its operating system and version. Three indicators summarize its state:
- Workstation health: a summary of the workstation's health;
- Firewall status: "Enabled" or "Disabled" (or
-if the information is not reported); - Uptime: the time elapsed since the last boot, with the estimated start date.
Information
| Field | Description |
|---|---|
| Manufacturer | The hardware manufacturer |
| Model | The manufacturer's model |
| OS | The operating system and version |
| Serial number | The hardware serial number (with a copy button) |
| Private IP address | The workstation's local IP address (with a copy button) |
| External IP address | The public IP address seen by Kabeen (with a copy button) |
When a value is unavailable, Kabeen displays -. A message may indicate that the workstation's agent is out of date: "No data: You don't have the latest version of the agent on this workstation."
Resources
The Resources section shows four indicators, all expressed as a percentage and flagged with a color code when a warning threshold is reached:
- CPU used
- RAM used
- Storage used
- Battery health (for laptops)
Attached users
The Users section lists the user or users associated with the workstation — a single workstation can be shared by several users. For each one, Kabeen shows their name and their team.
If nominative tracking is disabled for your workspace, users are not exposed in this section.
How the indicators are calculated
The displayed values are not a real-time stream: they come from the last report sent by the agent, which transmits a configuration snapshot roughly every 10 minutes. A workstation stays Active as long as a report arrived within the last 20 minutes (which tolerates one missed cycle).
In each report:
- CPU used: this is an average, not an instantaneous value. The agent samples the processor load every 30 seconds and sends the latest available average. This average avoids the false 100% spikes that a one-off measurement would produce.
- RAM used: an instantaneous reading at the time of the report (used memory ÷ total memory).
- Storage used: an instantaneous reading at the time of the report, aggregated across all disks (used space ÷ total space).
- Load (the list column): the higher of the report's CPU and RAM values. It summarizes how busy the machine is in a single figure.
- Battery health: this is the battery's hardware state of health — its current capacity relative to its original capacity, i.e. its wear — and not its charge level. This value changes very slowly.
- Uptime: the time elapsed since the last system boot, measured at each report.
In practice, a very brief CPU spike may not show up if it occurs between two reports, and the figures shown may be a few minutes old. For the time spent per application (rather than machine load), refer to Tracking desktop application usage.
Understanding the health status
The three levels
The health status summarizes several workstation indicators into a single level:
| Level | Color |
|---|---|
| Good | Green |
| Needs improvement | Orange |
| Poor | Red |
- (unknown) | Gray — not enough data |
How health is calculated
Health aggregates the state of several dimensions (processor, memory, storage and, where applicable, battery). The aggregation rule errs on the side of caution:
- if one indicator turns red, the overall health can no longer be "Good" and drops at least to Needs improvement;
- if at least two indicators are red, the overall health becomes Poor;
- the processor and memory carry more weight than storage.
This is why a workstation may show Needs improvement health even though some indicators look fine: a single critical indicator is enough to degrade the overall rating. This is not a glitch, but the alerting mechanism.
Not to be confused: health vs. collect status
The dot on the workstation icon (in the Name column) does not indicate health, but the collect status — that is, how fresh the agent's last report is:
- Active: the agent reported recently (less than 20 minutes ago);
- Outdated: no recent report;
- No data / Error: the collection could not be performed.
A workstation can therefore be in good health yet have an "Outdated" collect status if it is switched off or offline.
Exporting workstations
From the list
In the list's action bar, open the menu (the ⋮ icon) and choose Export as .CSV or Export as .XLSX. The export includes the workstations matching the applied filters.
From Settings → Data export
You can also export all workstations from Settings → Data export, the Workstations section ("List of workstations reported by the agent"). This export can be combined with the other objects in your inventory.
Export content and limits
The export contains, among other things: the workstation's identifier and name, the user, the health status, the load, the last collection date, the system (model and version) and the CPU, RAM, storage and battery usage rates.
However, the export does not contain the security information (firewall, encryption, EDR), nor the IP addresses, nor the hardware details (manufacturer, serial number). Every export is recorded in your workspace's audit log.
Best practices and limits to be aware of
- The agent is the source of truth. Without an active agent, no data is available. A value shown as
-may mean "not yet collected", "agent too old" or "data unavailable": it is not necessarily a zero value. - Cloned workstations (masters). On fleets deployed from an image (a Windows master), machines may share the same identifier and be confused with one another. Kabeen is progressively improving identification; if you notice duplicates on a cloned fleet, check the agent version.
- Workstation or server? In some cases, a Windows server may be detected as a workstation by the user agent. The workstation / server distinction is not guaranteed to be 100% accurate.
- Agent security. On environments protected by an EDR, make sure the Kabeen agent is allowed by your security tools, otherwise the collection may be blocked.
- No manual editing. There is no action to rename, edit or delete a workstation: the inventory is entirely driven by the agent. A workstation that has not reported for a long time simply stops appearing.