Searching Activity Logs and Compliance Reports

Activity Logs and Compliance Reports

Every meaningful change in the system is logged: logins, MFA enrolments, role changes, staff edits, roster overrides, scope changes, leave approvals, SSO config changes. The logs are searchable from Org Details, and certain reports also pull from these logs.

Where to find each log type

Log type	Where
Org-wide activity	Sidebar → Organizations → your org → tab Activity Logs
Email delivery (welcome, reminders)	tab Email Logs
AI generation history	tab Generation Logs
Compliance / payroll exports	Sidebar → Reports
Org-scoped audit trail (exportable)	Sidebar → Reports → Audit Log button — available to Organisation Admin and Auditor roles

Activity Logs — view modes

On the Activity Logs tab, use the header toggle:

Mode	Purpose
Timeline	Default chronological feed for the whole organisation
Entity Focus	Drill into one person or one record type — see below
Rectify	Show only reversible actions; click a row to restore

Use Filters (separate panel) for cross-cutting filters on Timeline: action type, entity type, date range, Performed By, and Staff affected.

Entity Focus — find history by person or record

1. Open Org Details → Activity Logs.
2. Click Entity Focus in the header (purple panel).
3. Choose a focus type and pick from the dropdown — no UUID required for normal use.

Staff (staff name picker):

Focus type	What you see
Staff affected	All events where that person was involved — leave, roster, profile updates, swaps, etc. The Who column shows who performed the action; Affected shows the staff member.
Performed by	Only actions that person initiated

Records (name pickers):

Focus type	What you pick	What you see
Leave request	Staff member name	All leave activity for that person (created, approved, cancelled, amended)
Roster assignment	Staff member name	All roster assignment activity for that person
Stream	Stream name	All activity on that stream
Shift pattern	Stream, then shift pattern name	All activity on that pattern

Advanced: record ID — link at the bottom of the panel for power-users who have a specific UUID.

IRIS Insights — optional side panel for plain-English summaries of the current log set.

Click any row to open the detail drawer: Performed by, Affected staff (when recorded), before/after snapshots, and entity details.

Via IRIS (faster for investigations)

Ask IRIS questions such as:

• "What happened to [name] last week?"
• "Who approved leave for [name]?"
• "What roster changes affected [name] this fortnight?"

IRIS uses query_activity_logs with targetUserName (affected staff) or userName (actor). For broad "what happened to [name]?" questions it matches leave, roster, swaps, profile updates, and user-account changes — not only rows where that person was the actor.

When to use it

• Routine review — monthly skim by an org admin or Auditor role user
• Incident investigation — "who changed this scope?" / "who approved that leave?" / "what happened to [staff name]'s shifts?"
• External compliance — preparing for an accreditation visit

Exporting compliance reports

1. Sidebar → Reports.
2. Pick the report (see the Reports page for full list):
   • Staff Hours Worked — hours per staff, per pay period, with Stream breakdown
   • Hours Variance Report — contracted vs actual hours; flags under/over staff
   • Leave Overview — all leave for the period with type, status, total days
   • Headcount Coverage — rostered count vs required vacancies per stream per day
   • Compliance Report — rule violations and overrides with reasons
3. Set the date range and optional status filter.
4. Click Generate Report — the Excel file downloads automatically.

Tips & common mistakes

• Who vs Affected — in Entity Focus, Who is always the person who performed the action. Use Staff affected or the Affected column to see whose record or shift was touched.
• Select before results load — Entity Focus waits until you pick a staff member or record; an empty table until then is expected.
• Activity Logs are kept for the full life of your organisation. No need to back them up separately.
• For accreditation prep, export the full Activity Log for the audit period to CSV and store with your other evidence.
• If multiple admins share an account, audit logs lose meaning. Each admin must have their own ORGANIZATION_ADMIN account so the trail carries their email.