Activity Log
The Activity Log (Audit Log) provides a comprehensive record of every action performed in the admissions system. It tracks who did what, when, and on which entity, giving you full visibility into system activity for compliance, troubleshooting, and accountability.
Accessing the Activity Log
- Navigate to Configuration in the sidebar.
- Select the Audit Log tab.
What Gets Logged
The audit log captures actions across all major entities:
| Entity Type | Tracked Actions |
|---|---|
| Leads | Created, updated, deleted, stage changed, status changed, assigned |
| Forms | Created, updated, published, archived, submissions received |
| Contracts | Created, sent, signed, completed, voided, declined |
| Pipelines | Created, updated, deleted, set as default |
| Stages | Created, updated, deleted, reordered |
| Email Templates | Created, updated, archived, deleted |
| Activities | Created, updated, completed, deleted |
| Checklists | Created, updated, items completed |
| Configuration | Settings changed, programs updated, fees modified |
Log Entry Details
Each log entry displays:
| Column | Description |
|---|---|
| Timestamp | Exact date and time of the action |
| User | Who performed the action (staff name) |
| Action | What was done (e.g., "created", "updated", "deleted") |
| Category | The type of entity affected |
| Entity | The specific record that was affected (with identifier) |
Filtering the Log
Use the filter bar above the log table to narrow down entries:
Date Range
- Click the date range button.
- Select a start and end date from the date range picker.
- Click Apply to filter entries within that period.
Entity Type
Select a specific entity type from the dropdown to see only actions on that type (e.g., show only Lead actions or only Contract actions).
User
Select a specific user from the dropdown to see only their actions.
Search
Type keywords in the search field to find entries matching specific text (e.g., a lead name, a form name, or an action description).
Clearing Filters
Click Clear to reset all filters and show the complete log.
Viewing Entry Details
Click any log entry row to open a detailed view showing:
- Full action description.
- Entity type and identifier.
- Before/after values for field changes (when available).
- Related entities (e.g., the pipeline a stage was added to).
Exporting the Audit Log
To export log entries:
- Click the Export button in the section header.
- Choose the format:
- CSV -- Comma-separated values for spreadsheet import.
- Excel -- XLSX format with formatting.
- The export includes all currently filtered entries.
TIP
Apply filters before exporting to create focused reports. For example, filter by "Contract" entity type and the last month to export a contract activity report.
WARNING
The export button is disabled when no log entries are visible. Ensure your filters return results before attempting to export.
Use Cases
Compliance Auditing
Use the audit log to demonstrate who accessed and modified student data, when, and what changes were made. This supports GDPR and other data protection compliance requirements.
Troubleshooting
When a record appears incorrect, use the audit log to trace what changes were made, by whom, and when. This helps identify accidental changes or understand the history of a record.
Accountability
The audit log provides a clear trail of actions for each staff member, supporting accountability and helping identify training needs.
Security Monitoring
Review the log for unusual patterns: actions at odd hours, bulk deletions, or configuration changes by unexpected users.