Navigation: Contacts Record
In some circumstances, you may wish to find out what has been done to a contact within the system - to find out how to do this, follow the steps below:
Viewing the Activity Logs
Step 1: Go to the contact’s record you wish to view the activity of.
Step 2: Hover over the ‘Actions’ icon and select ‘View Activity Logs’.
Step 3: 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 date/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 member had their pre-authorisation cancelled
Cancelled On: Date 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, 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), the payment reports or if it was done outside the system it will display ‘By contact’.
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 date range and will tell you the name of the contact that was moved/copied to a different group, which administrator moved/copied them, when they were moved/copied, where the move/copy was actioned (contact’s record, or the group for example), what group they were moved/copied from and what group they were moved/copied to. It also lets you see their payment request status in the last column.
- 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), where they were removed from (contact’s record or directly from the group) and which group they were removed from.
- Payment Request
This log will tell you what payment requests have been requested 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 – one for the full amount and one for the instalment price. Both will be listed in the logs.
- 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 when 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.
- 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 the email was sent to and the email address it was sent to, as well as the date the email was deleted.
Once you have followed these instructions you will have successfully used the activity logs.