Activity Log

The Activity Log is your school’s audit trail. As staff go about their work across the panel, the system quietly records each change as it happens: a student admitted, a fee amount edited, an invoice payment recorded, a register marked, a module switched on or off. The Activity Log gathers all of those records into one chronological list so leadership can answer who changed what, when, and what the value was before and after. You do not create entries here yourself; the page is read-only and shows the history that the rest of the system writes as it runs. School leadership reviews it; guardians never see it.

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Records you’ll work with

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Browse the audit trail

The Activity Log lives under Settings. Open Settings in the sidebar, then Activity Log under the System group, or go to /settings/activity-log. The page shows the school’s whole trail as a timeline, newest first, grouped under a heading for each calendar day. Each line in the timeline shows, at a glance:

• Who made the change: the staff member’s name, or System when the platform recorded the change on its own (for example, an overnight scheduled update or an automatic status change).
• A description of what happened, in plain words.
• The record the change was about, named so you can recognise it (for example, Student Adm No. 1024, Invoice INV-0057, or Register Grade 4 - Blue).
• The kind of change as a coloured tag: Created, Updated, Deleted, or Exported.
• The time the change was recorded.

The list loads the most recent entries first. Click Load more at the bottom to pull in older entries as you scroll back through the history. [Insert screenshot: Activity Log page at /settings/activity-log showing the day-grouped timeline, each entry with the user name, description, subject label, a coloured event tag (Created, Updated, Deleted, Exported), and the time]

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Filter by the kind of change

A row of tabs sits across the top of the page: All Events, Created, Updated, Deleted, and Exported. Click a tab to narrow the timeline to just that kind of change. All Events clears the filter and shows everything again. This is the quickest way to, for example, see only deletions, or only data exports, across the whole school. [Insert screenshot: Activity Log event tabs across the top of the page (All Events, Created, Updated, Deleted, Exported) with the Deleted tab selected and the timeline filtered below it]

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Read a single entry

Click any line in the timeline to open its detail. The panel that opens shows the full record of that one change:

• User — who made the change, or System.
• Date & Time — the exact moment it was recorded.
• Action — the kind of change (Created, Updated, Deleted, or Exported).
• Log Channel — the area of the system the entry came from (for example, a sign-in entry, a finance entry, or a general entry). This is a grouping label, not something you set.
• Subject — the record the change was about, named so you can identify it.
• Description — the plain-words summary of what happened.
• Changes — for an edit, a table listing each field that changed with its Old value and its New value side by side. For a newly created or deleted record, the table shows the values that were set. Entries that carry no field-level detail simply omit this table.

This is where you see exactly what changed. For an edited invoice, for instance, the Changes table shows the fee amount before and after, so you can confirm precisely what was adjusted and by whom. [Insert screenshot: Activity entry detail panel showing the User, Date & Time, Action, Log Channel, Subject, and Description fields, and a Changes table with Field, Old, and New columns]

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Read one record’s own history

You do not always have to come to the Activity Log to see what changed. Many records carry their own history inline. When you open a student, a teacher, or another record that keeps a history, an activity timeline appears on that record’s page showing only the changes made to that one record, in the same newest-first, click-to-expand format. Use the Activity Log page when you want the whole school’s trail in one place; use a record’s own history tab when you only care about that record.

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How entries are recorded

You never add to the Activity Log by hand. Entries appear on their own as work happens elsewhere in the panel:

• When a staff member creates, edits, or deletes a tracked record anywhere in the system, an entry is written automatically, with that staff member named as the user and, for edits, the before-and-after values captured.
• When a staff member exports a report or a list, an Exported entry records who pulled the data and when.
• When the platform itself makes a change without a person clicking anything (for example, an overnight job that moves an academic year or term to its next status), the entry is recorded against System rather than a named user. This is normal and expected; it is not a sign that someone signed in.

You may also see entries noting that an automated background task was skipped because the relevant module is turned off — no data was changed.

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What guardians see

Nothing. The Activity Log is for school leadership only. Guardians have no access to it: the Activity Log page is not part of the guardian view, and the inline history on individual records is hidden from guardians as well, so a guardian opening their own child’s record never sees the audit trail behind it.

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FAQs and troubleshooting