> For the complete documentation index, see [llms.txt](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://schoolmanagerp.gitbook.io/schoolmanagerp-docs/en/settings/audit-logs.md).
# Activity log
See in one list who did what in the school, and when.
**Go to:** **Administration → Activity log** in the left menu. View this page on a computer. **Before you start:** be an Admin. The menu of other roles does not have this page ([who can do what](#roles)).
When someone creates, changes or deletes a record in the app, or signs in, the school's system writes down one line. This page shows those lines. The page is view-only: there is no button on it that changes anything, and once a record is written, nobody can change or delete it.
[View the log](#task-main) · [Find one action](#task-filter) · [Compare before and after](#task-diff) · [Problems and fixes](#trouble)
**On this page**
* [View the log](#task-main)
* [How to know you found the right record](#confirm)
* [Other situations](#other)
* [Find one particular action](#task-filter)
* [See what changed, before and after](#task-diff)
* [Problems and fixes](#trouble)
* [Who can do what](#roles)
* [Learn more](#more)
***
## View the log
1. Press **Administration** in the left menu, then press **Activity log**.
→ The title **Activity log** at the top, and below it "Who did what, and when — view only, nothing here can be changed." Then the filters and the list. Each row has: **When**, **Who**, **Action**, **What**, **What happened**.
2. The newest action is at the very top. To see older actions, go to the next page at the bottom.
→ At first a page has 25 rows. You can change how many rows show per page from the bottom, up to 100.
**How to read the rows**
| Column | What it shows |
| ----------------- | ------------------------------------------------------------------------------------------------------------------------------------- |
| **When** | Date and time, in the school's time zone (not your phone's or computer's). |
| **Who** | The name of the person who did it. The name stays even if the staff member is removed later. If no person did it, it says **System**. |
| **Action** | For example **Created**, **Updated**, **Deleted**, **Signed in**, **Sign-in failed**, **Payment recorded**, **Settings changed**. |
| **What** | The kind of record and its name, for example **Student: …**. If there is no name, only the kind. |
| **What happened** | One plain line, for example **3 details changed.** |
***
## How to know you found the right record
This page does not save anything; it shows directly what is in the school's system. So there is no "on the screen but not saved" state here.
| What you see | What it means | What next |
| ----------------------------- | -------------------------------------------------------- | ------------------------------------------------------- |
| A row for the action you want | The action really happened, at that time, by that person | Open the row and compare [before and after](#task-diff) |
| **No activity found** | No action matches these filters | Press **Clear all filters**, or widen the dates |
***
## Other situations
### Find one particular action
Example: "Who changed a student's details last week?"
1. In **Record type**, choose **Student**.
2. In **Action**, choose **Updated**.
3. In **Date range**, set a **From date** and a **To date**.
→ The list gets shorter at once. The whole of the To date is included.
4. To see one person's actions, choose their name in **Performed by**.
To clear all the filters at once, press **Clear all filters**. The filters are kept in the page address, so if you bookmark the address, the same list opens later.
### See what changed, before and after
1. Press the open arrow beside the row.
→ **Field changes** opens under the row: **Field**, **Before**, **After**. Next to each field that changed it says **Changed**.
2. To see the fields that did not change too, press **Show … unchanged fields**.
For an event such as a sign-in or a reminder, no field changes. Then it says: "This entry records an event, not an edit, so no field values changed."
> **Remember:** passwords, tokens and secret keys are blanked out before the record is written. In their place the **Before** or **After** column shows `[REDACTED]`, never the real value.
***
## Problems and fixes
| What you see | What to do | Who can help |
| -------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------- | ------------ |
| **Couldn't load the audit trail.** | Reload the page. Check your internet connection. | — |
| **Nothing has been recorded for this school yet.** | This is normal in a new school. A row appears as soon as someone does something. | — |
| **Nothing matches these filters. Change them and look again.** | Press **Clear all filters**, or widen the date range. | — |
| A staff member's name is not in the **Performed by** list | The list holds the first 100 users. If the name is missing, filter by date and record type and look in the **Who** column. | Admin |
| **System** in the **Who** column | No person did it; the school's system did it itself (for example an automatic job). | — |
| You want to delete or fix a wrong record | You cannot; records are deliberately unchangeable. Fix the original data; that will also show up as a new row. | — |
| You do not see a row about your own evaluation or about you | This is on purpose: nobody sees the rows about their own evaluation (ACR) or about a staff incident written about them, not even the Admin. | — |
***
## Who can do what
| Role | See this page | See the **Activity** panel of one record | Change or delete records |
| ----------------------------------------------- | ------------- | ---------------------------------------- | ------------------------ |
| Admin | Yes | Yes | No, nobody can |
| Accountant, Academic coordinator, Teacher | No | Yes, for a record they can see | No |
| Office staff, Exam controller, Committee member | No | No | No |
Only the Admin sees the list for the whole school. A few roles can see the history of one record only, on that record's page (for example one student's). A row from another school never appears in this list.
***
## Learn more The parts of the page — Activity log
1. The title **Activity log** and the "view only" line. No buttons.
2. The filters — **Action**, **Record type**, **Performed by**, **Date range** (**From date**, **To date**).
3. The list — **When**, **Who**, **Action**, **What**, **What happened**; you cannot sort by a column, the order is always newest to oldest.
4. An open row — **Field changes**: **Field**, **Before**, **After**.
5. Page controls and the number of rows per page.
How the record builds up — written, locked and viewed
How the activity log builds up
* **It cannot be changed:** the school's database has a lock that stops records from being changed or deleted. No role in the app can get past it.
* **Only your own school:** every row belongs to one school; the list brings only your school's rows.
* **Order:** always newest to oldest. The list cannot be sorted another way, so the real order of the records is never shown wrongly.
Short help for the boxes (the (?) button)
| Field | What to enter | Required? |
| ------------ | --------------------------------------------------------------------------------------------------------------------------------------------------- | --------- |
| Performed by | Show only what one person did. The list holds the first 100 users; if a name is missing, filter by date and record type and look in the Who column. | No |
**Related pages**
* [**Roles and permissions**](/schoolmanagerp-docs/en/settings/roles.md) — what each role can do.
* [**Staff**](/schoolmanagerp-docs/en/students/staff.md) — the people whose names appear in the **Who** column.
* [**Ready-made curriculum**](/schoolmanagerp-docs/en/settings/curriculum-preset.md) — what gets created when you apply one.
* [**Changing the school's settings**](/schoolmanagerp-docs/en/settings.md) — the school settings
***
*Version 0.1.0 · Last checked 2026-10-25*
