Activity Logs

What it is

Activity Logs is a history page that lists what happened in your account, newest first. Every row tells you the time, the person who did it, a plain-English description of the action, the lead it belongs to (when there is one), and the internet address and city the action came from.

You open it from Settings›Admin›Activity Logs. It shows your whole company in one list. If you only want the history of one job or one customer, use the Activity tab inside that record instead — see History inside a lead or client below.

When to use it

• A lead's status or price changed and you want to know who changed it and when.
• A customer says they never got an estimate or invoice — check whether it was actually sent.
• A payment or refund is in question and you need the exact time it was recorded.
• You want to see when someone signed in or signed out, and from which city.
• You need a written record for a dispute or a payout argument, exported to a spreadsheet.
• A service plan visit was marked complete (or un-marked) and you want to confirm who did it.

Before you start

• Nothing to turn on. Recording is always running. There is no on/off switch and no setup step.
• For the per-lead history, the person also needs the Activity tab permission for leads, and the Activity tab permission for clients, both set in Settings›Team Roles.
• Know your date range. Only the last 90 days are available — see How long history is kept.

Step-by-step

1. Open Settings from the menu at the bottom of the sidebar.
2. Scroll to the Admin group and click Activity Logs. (Faster: type activity into the Search settings… box at the top of the Settings page.)
3. In the Filters card, pick a Category — for example Estimates. This is the first dropdown.
4. Now pick a Type if you want to narrow further — for example Estimate Sent. The Type dropdown stays greyed out until you choose a Category first.
5. Pick an Office Agent to see one person's actions only, or leave it on All Office Agents.
6. Set From and To dates. From cannot be later than To, and To cannot be earlier than From — the date pickers enforce it for you.
7. Read the table. The newest event is always the top row.
8. Use Previous and Next under the table to move through pages of 50.
9. When you want to start over, click Clear filters. It only appears once at least one filter is set.

How to check it worked

1. Open any lead and change something small and safe — a status, or add a comment.
2. Go to Settings›Admin›Activity Logs.
3. Leave the filters on All Categories. Your action should be the top row, with your name in the Office Agent column and today's time.
4. Leave the page open and make one more change in another browser tab. The new row appears at the top on its own — you do not need to refresh.
5. Now set Category to Leads and Office Agent to yourself. The counter above the table should change to a smaller number, and every visible row should be yours.
6. Click Clear filters. The counter should jump back to the full total.

Common mistakes

• Looking for phone calls here. Calls are excluded from this page by design. Use Calls in the sidebar, or a lead's Calls or Activity tab.
• Hunting for a search box. There is no free-text search on this page. Narrow with Category, Type, Office Agent and the date range instead — or export and search in your spreadsheet.
• Expecting settings changes to be logged. Edits to phone numbers, roles, price book items and company details are not recorded here.
• Clicking the Type dropdown first. It stays greyed out until you pick a Category.
• Assuming history is forever. Anything older than 90 days is gone. Export before you need it, not after.
• Forgetting a filter is still on. An old date range or a single Office Agent left selected makes it look like nothing happened. Check the counter above the table and click Clear filters if the number looks too small.
• Exporting with filters on and calling it "everything". The file only contains what matched your filters at the moment you clicked the button.
• Treating the location as proof of where someone was. It is an estimate from the internet connection. Home internet, mobile data and company networks routinely report a neighbouring city or nothing at all.
• Sending a non-admin to this page. They will be bounced to the Dashboard without an explanation. Change their access in Settings›Team Roles first.