In some circumstances, you may wish to find out what action has happened within the system and by who - to find out how to do this, follow the steps below:
Step 1: Hover over ‘Admin’ and click ‘Activity Logs’.
Step 2: Select the activity log you wish to view from the following options:
- Pre-Authorisation Cancelled
Under this log, you will be given a search function that will allow you to search by a name or date range. The report will tell you:
Cancelled By:This could be one of three options;
Administrator– will display the administrator account name.
Contact – will display the contact’s name if they have cancelled from within their online account on the payment page.
System – If the pre-authorisation was cancelled outside the system, for example directly from their bank account or within their PayPal account, then the system can pick this up and update accordingly.
Contact Name: Which contact had their pre-authorisation cancelled.
Cancelled On: Date and time the pre-authorisation was cancelled.
Area Cancelled From: Where on the system was the pre-authorisation cancelled (i.e. which page). This can either be from the contact’s online account, outside the system by a contact, the contact’s record by an administrator, the master contact list (which does not cancel individually but will cancel all pre-authorisations for all contacts) or the payment reports.
Payment Method: This will either be PayPal or GoCardless.
Pre-authorisation Number: This will be the mandate number in reference from when the pre-authorisation was set up.
- Move Contact to New Destination
This log is also searchable by name or date range and will tell you the name of the contact that was moved to a different group, which administrator moved them, when they were moved, where the move was actioned from (contact’s record, or the group for example), what group they were moved from and what group they were moved to.
- Copy contact to New Destination
This log shows you the same as the ‘Move Contact to New Destination’ log, but in relation to contact’s being copied as opposed to moved.
- Removed from Group
This log will let you know which administrator removed the contact from a group (since contacts cannot remove themselves from a group), when they were removed (date and time), the contact’s name, where they were removed from (contact’s record or directly from the group) and which group they were removed from.
- Deleted Contacts
This log will tell you which contacts have been deleted from the system. You will be able to see which administrator deleted the contact, the date and time the contact was deleted, the name of the contact as well as the contact’s email address (this will now be the allocated auto-generated email address that will make them identifiable from the ‘Contacts with data deleted’ area) and the area of the system where the contact was deleted from.
- Payment Request
This log will tell you what payment requests have been generated for each contact. You will be able to see the date and time, payment description (which is usually the category name), the amount requested and where it was requested from. This includes payment requests that have been scheduled as part of an auto-renewing category or instalment request that will have been auto-generated by the system. Having this function can be useful if you have multiple administrators who have the facility to schedule payment requests. If the category allows for payments to be made in instalments, two payment requests will be generated initially – one for the full amount and one for the instalment price. Both will be listed in the logs. If there are subsequent instalments, these will be generated once one the previous request has been sent and logged here as well.
- Payment Request Deleted
Much like the payment request log, the payment request deleted log will allow you to identify where it was deleted on the system (from the contact’s record, the payment reports, recording an offline payment screen or on issuing a refund) when it was deleted, and which administrator deleted the request.
- Payment Request Scheduling Option Selected
This log will allow you to see what option was selected, either schedule now, later or not to schedule at all. You will then be able to see which administrator made the selection what the selection was for (which category) and when.
- Change of Group Settings
This log will allow you to see what settings have been changed on a group within the system. You will be able to see which administrator made the changes, the time and date that the changes were made, the type of setting which has been changed, the group where the change was made, the old settings value and the new settings value.
- Deleted Emails
This log will allow you to see any emails that have been sent to a contact which have been deleted from the ‘Sent Email’ report. You will be able to see which administrator deleted the email, the email subject, the contact’s name and the email address it was sent to as well as the date the email was deleted.
Once you follow these instructions you will have successfully used the activity logs.