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Track changes to client profiles and rate cards

See who changed what on a Direct Client's profile, and when, using the client's Audit Log.

When several people look after the same client, details change. A billing email is updated, a site is added, a VAT setting is switched. The Audit Log records every change made to a client's profile, so you can always see how it reached its current state, and who to ask if something looks wrong.

The audit log is read only. Nothing in it can be edited or removed.

 

Before you begin

  • Audit logs are kept per client. Open the client whose history you want to see.
  • Client Activity has its own audit trail. Changes to individual notes, calls, emails and tasks are recorded on each entry. See How to record and manage client activity.

 

Opening the Audit Log

  1. Select Clients in the left hand menu and open the client.
  2. Select the list icon at the bottom of the column of icons beside the profile. The Audit Log panel opens.

 

Reading the Audit Log

Changes are shown as a timeline, newest first, grouped by date. Each entry shows the time of the change and a description of what happened, including who made it.

What is recorded includes:

  • The client being created, for example "Meadowvale Care Group Ltd profile was created by" followed by the user's name
  • Sites being added, for example "Orchard Lodge Nursing Home site was created by" followed by the user's name
  • Billing being set up or changed, including the credit term
  • Changes to the client's details, showing the old value and the new one, and which part of the profile was changed
  • Changes to settings, such as switching job notifications on or off for a site
  • Changes to rate cards, including new versions

Tip: When a client queries an invoice, check the audit log for any recent changes to their billing or rate cards before you look anywhere else. It often answers the question straight away.

 

Good habits worth adopting

  • Check the log before you change something you did not set up. A colleague may have changed it on purpose, and the log tells you who to ask.
  • Pair big changes with a note. The audit log records what changed. A note on the Client Activity panel can record why.

 

If something looks wrong

A change is missing from the log. Check you are looking at the right client and scroll back through the dates. If it is still missing, contact our Support Team.

A change shows a value you do not recognise. Contact our Support Team with the client's name, reference number and the date and time of the entry.