The team activity log is your audit trail — a single timeline of who did what across your account, and when. It's where you go to answer "who signed that off?", "what changed on this agreement?", or "what did the team do last week?" without chasing anyone. You'll find it under Settings, on the Team activity page.
What does the activity log show?
It shows a timeline of what your team has done, newest first. Each entry records an action, what it happened to, the person who did it, and the time.
Typical entries include:
- Reports and rental agreements being created, updated, signed off, closed and sent to a customer.
- A signing link sent to a hirer.
- Vehicles and customers being added or edited.
- Templates and team changes.
- Credit movements — for example a credit used when a report is signed off or an agreement is signed.
So it covers the everyday create/edit work as well as the high-signal lifecycle moments (sign-off, close, send) that you're most likely to be looking for. Each entry shows the person's name; where an action was carried out automatically in the background rather than by a signed-in person, the entry says so plainly instead of naming a person.
Where do I find the activity log?
It's the Team activity page under Settings. It pulls together activity from across your whole account in one list.
If you only want the history for one specific report or agreement, you don't need this page at all — every report and every rental agreement has its own Activity tab when you open it, showing just that item's history (its most recent events). The Team activity page is the account-wide version; the Activity tab is the per-item version. Both use the same before-and-after breakdown, so they read identically.
Can I filter it?
Yes, and filtering is the quickest way to find what you're after. You can narrow the list by:
- Source — the kind of item, such as rental agreements, inspection reports, customers or vehicles. Pick more than one if you like.
- Action — the type of action, such as created, updated, signed off, closed or sent. Again, you can select several.
- Person — who carried it out. This is searchable, so you can type a name. It's the closest thing to a per-person history: filter by one person to see everything they touched.
- Date range — a from/to window, so you can answer "what changed last Tuesday?" in seconds.
Combine filters to drill right down — for example, "everything signed off by Sarah on rental agreements in the last week".
Can I see exactly what changed?
Yes. For an update, open the entry's breakdown to see a before-and-after view — the specific fields that changed, the value they held before, and the value they hold now. It tells you precisely what was altered, not merely that something was.
A few things to expect in the breakdown:
- References to other items are shown in plain English, not as internal numbers — you'll see "Vehicle: AB12 CDE" or "Customer: James Whitmore" rather than a code.
- For a created entry, you'll see the values the item started with rather than a before/after pair, since there's nothing prior to compare against.
- Sensitive content such as signatures is marked as redacted rather than displayed — you can see that a signature was captured or changed, without the underlying image being shown.
- Some bundled details are summarised on one line — for example a set of damage markers shows as a count ("3 damage markers"), and tyre readings show the positions recorded.
- For an action like sending a signing link, the breakdown shows the relevant context (such as the email address the link went to) rather than a field-by-field diff.
Why is the activity log useful?
It's accountability and traceability in one place. It's handy for:
- Managing a team — seeing at a glance who's doing what, and how much.
- Investigating a query — if a customer disputes something, you can show exactly when a report was signed off and by whom, or what changed on an agreement and when.
- Demonstrating the right steps were followed — the trail is a record that the process ran correctly.
Because a signed report or signed agreement is permanent and read-only once completed, the activity log is also where the full story lives — including any edits that happened while it was still a draft, before sign-off locked it.
Does using the activity log cost a credit?
No. Viewing, filtering and opening breakdowns in the activity log is completely free and unlimited — it doesn't touch your credit balance. Only two actions across the whole product ever use a credit: signing off an inspection report, and signing a rental agreement (one credit each). The log simply records those events; reading the record costs nothing. If you'd like the full picture of what's paid and what's free, see understanding credits.
Who can see the activity log?
It sits under Settings, and the history it shows reflects your whole account's activity — so it's the natural place for Owners and Managers to keep an eye on what's happening. For a refresher on what each role can do, see roles explained, and to invite people or change someone's role, see managing your team.
What if an entry doesn't show a person's name?
Some actions aren't carried out by a signed-in person — for example something that happens automatically in the background. Those entries say there's no signed-in person behind them rather than guessing at a name. That's expected and accurate; it isn't a sign that something went wrong.
What if I can't find the action I'm looking for?
Three things usually help:
- Widen your date range. The default view is newest-first; the entry you want may be older than the window you're looking at.
- Clear or broaden your filters. A Source or Action filter left on from an earlier search is the most common reason an entry seems "missing".
- Check the item itself. If you only care about one report or agreement, its own Activity tab is often faster than scanning the whole account. A save that didn't actually change anything won't create an entry, so if you expected a change to be logged, confirm a real edit was made.
How far back does the activity log go?
It keeps your history — entries aren't automatically removed over time, so older activity stays available for you to scroll or filter back to. If you ever need a copy of your wider account data for your own records, you can request a full data export under privacy — see your data and privacy.
How is the activity log different from notifications?
They serve different purposes. Notifications push you a heads-up when something happens — delivered by email and SMS, with per-event toggles you control. The activity log is the permanent, searchable record you pull up after the fact. Notifications tell you now; the activity log lets you look back. There's no in-app notification inbox or bell — alerts arrive by email and SMS only. To choose which alerts you receive, see choosing your notifications.
Is there an account-wide view across several depots or branches?
The Team activity page covers your account. If you run multiple depots or franchises under a parent account, there's a separate read-only network view that rolls up the last 30 days across them. That's set up by the vehReports team rather than something you create yourself — see the network view for multi-depot accounts.