IN BRIEF
The Audit Log allows authorized administrators to review actions performed by staff members and certain Customer Portal actions. It records details such as date and time, user information, IP address, and any records affected by the action. This article explains how to access the Audit Log, understand each entry, and use available search and filtering tools to locate specific information. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Understanding Audit Log Entry Details
  • Entries related to Lead Widgets
  • Searching the Audit Log
  • Filtering Audit Log Entries
  • Exporting or Saving Data
• Troubleshooting & FAQs
• Related Articles

Overview

The Audit Log is a System feature that provides transparency and accountability by listing actions taken within iClassPro by staff, families, and certain automated processes. It records updates to enrollments, transactions, family data, and other activity across the Office Portal, Customer Portal, Staff Portal, Mobile App, and related systems. Audit Log entries are retained for two years.

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Accessing the Feature

1. Select your Profile Picture to open the User Menu.
2. Select Audit Log.

Notes:

• Access to the Audit Log is restricted to staff who have been granted Admin Access (Full Permissions) or specific advanced permissions.
• Users without appropriate permissions will not see the Audit Log option.

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Step-by-Step Instructions

Understanding Audit Log Entry Details

Each Audit Log entry includes the following information:

• Date and Time
  • Shows when the action took place.
• Member Name
  • Identifies the name of the user who performed the action.
  • Depending on the source, this may be a staff member, guardian, or family name.
• Username
  • The username of the person logged in when the action occurred.
  • This may be:
    • A staff member
    • A family username
    • A member of iClassPro Support (when assisting a customer)
• Source
  • Specifies where the action originated.
  • Possible sources include:
    • Office Portal
    • Staff Portal
    • Customer Portal
    • Mobile App
    • Check-In Kiosk
    • Time Clock Kiosk
    • iClassPro
    • Autopilot
• IP Address
  • The IP address of the device used to complete the action.
• Action
  • Notes about the specific task performed (e.g., “Created Enrollment,” “Updated Payment,” “Deleted Charge”).
• Affected Records
  • Displays links to any records updated by the action.
  • This appears only when an action directly modifies a record (for example, logging in/out does not populate this field).
  • Selecting the book icon shows a list of updated records and details.
  • Within that window, selecting the magnifying glass icon opens the related edit window for the record, when available.

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Entries related to Lead Widgets

• Staff actions on Lead Widgets are recorded in the Audit Log.
  • Creating, updating, deleting or restoring a Customer Portal or Custom Lead Widget writes an entry naming the staff member and the widget — for example, Updated Lead Widget: Portal Widget. 
  • Turning a widget on or off is recorded as an update.
• Affected Records shows which settings changed, with their values before and after, the same as it does for Classes.
• Copying settings from one widget to another is recorded as an ordinary update on each widget that received them.
• Saving a widget without changing anything does not create an entry.
• Customer submissions to a Lead Widget form are not recorded in the Audit Log.

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Searching the Audit Log

Use the search bar at the top of the left navigation menu to locate specific records. You may search by:

• Name (Staff or Customer)
  • Charges and payments are tied to families, so search using the primary guardian name.
  • Enrollments are tied to students, so search using the student name.
• Staff Username
• Action Details
  • Examples: delete, update, create, payment, charge, etc.

Tip: You can combine multiple keywords to narrow results. For example:

01/01/2015 5:10 PM admin deleted Smith

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Filtering Audit Log Entries

Additional filtering options are located beneath the search box:

• Date range
• Specific staff user(s)
• Activity source

These filters can be combined to refine results further.

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Exporting or Saving Data

While the Audit Log does not include exportable reports, you may copy and paste search results into an external spreadsheet program (such as Microsoft Excel) if needed.

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Troubleshooting & FAQs

• Why does the Affected Records column show blank entries?
  • Actions that do not modify a record (such as logging in or logging out) will not populate Affected Records.
• Why do I see “iClassPro” or “Autopilot” as the Source?
  • These Sources represent automated processes or staff assistance through support tooling.
• Why can I not access the Audit Log?
  • Only staff with Admin Access or the appropriate advanced permissions can view the Audit Log.
• Can I export Audit Log data?
  • Direct export is not available, but you can copy and paste the results into external spreadsheet programs such as Excel.
• Can I see who changed a Lead Widget setting?
  • Yes. Search the Audit Log for the widget’s name, or filter by the staff member. Select the book icon on the entry to see which settings changed and what they were before.

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Related Articles

• How Do I Configure Staff Permissions and User Groups?
• How Do I Create a New Staff Member?
• How Do I Manage Families in the Office Portal?

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