Staff Activity Audit Trail
See who created, changed, billed, or cancelled records — the Activity page gives owners and administrators a filterable audit trail of staff actions across invoices and subscriptions.
When something looks off — an invoice voided that shouldn't have been, a subscription cancelled without a note — the first question is always "who did that?". The Activity page answers it: an audit trail of who created, changed, billed, or cancelled records across your parlour.
Who Can See It#
Open Manage → Activity in the sidebar. The page is restricted to owners and administrators — staff with other roles see an "Access restricted" notice instead and are asked to contact the owner of the organisation.
The restriction is deliberate: the audit trail shows every staff member's actions side by side, which is management information rather than day-to-day operational data.
Reading the Activity Log#
Events appear newest first, twenty per page:
| Column | What it shows |
|---|---|
| When | The date and time the action happened. |
| Staff member | Who did it. Automated actions — like a payment recorded by the payment gateway — show as System. |
| Action | What happened, as a colour-coded badge (see the tables below). |
| Record | The affected record's reference — hover to see the full ID. |
| Details | A quick summary: invoice number, plan code, state, and amount where relevant. |
What Gets Tracked#
Every significant action on invoices and subscriptions is recorded.
Invoice events
| Action | Recorded when |
|---|---|
| Invoice created | A staff member (or automated billing) raises an invoice. |
| Invoice voided | An invoice is cancelled. |
| Payment recorded | A payment is captured against an invoice. |
| Invoice refunded | A refund is posted. |
| Invoice state changed | An invoice moves between states (for example open → past due). |
Subscription events
| Action | Recorded when |
|---|---|
| Subscription created | A new subscription is started for a customer. |
| Subscription updated | Plan, pricing, or settings change on a subscription. |
| Subscription cancelled | A subscription is set to end at the close of its term. |
| Subscription terminated | A subscription is ended immediately. |
| Subscription paused | Billing is suspended temporarily. |
| Subscription resumed | A paused subscription starts billing again. |
| Subscription reactivated | A cancelled subscription is brought back before it lapses. |
| Trial converted | A trial becomes a paying subscription. |
| Subscription postponed | The next billing date is pushed out. |
Filtering#
The filter bar narrows the log to exactly what you're investigating:
- Record type — all records, or just Invoices or Subscriptions.
- Staff member — focus on one person's actions, or keep All staff.
- From / To — limit to a date range.
Filters are stored in the page's address, so a filtered view is shareable — copy the URL and send it to a colleague, and they'll see the same slice of the log (provided they're an owner or administrator too). Select Reset to clear everything.
Reconciling month-end? Filter to Invoices with last month's date range and scan the Payment recorded and Invoice refunded badges — you'll have an answer for every anomaly your bookkeeper flags.
Everyday Uses#
- Accountability — confirm who voided an invoice or cancelled a subscription before following up with the customer.
- Training — spot a new staff member's early mistakes (a wrong plan on a subscription, an invoice raised twice) and coach them early.
- Dispute resolution — when a customer says "I never cancelled", the log shows whether anyone did — and who.
- Oversight of automation — actions taken by the system (like gateway payments) are labelled System, so you can separate human activity from automated billing.