Audit log

ModuleShortcuts and tools

Suggested profileCoordination / Administration

PermissionAction `SHOW_LOGS` (view log) and `SHOW_ALL_LOGS` (view records of all users)

StatusValidated

Objective

Consult the historical record of actions performed in the system, filtered by user and by date range, to audit the operation or investigate specific movements.

What this tool is

It is an automatic record that the system saves each time a user performs a relevant action: confirm an appointment, open or close the cash box, register a charge, edit a patient, etc. The log is consulted from a window and allows searching by text, filtering by user and by date range.

Not all system actions are recorded, only those that have operational impact (create, modify, delete, charge, open box, etc.). Actions like navigating between screens do not appear.

Where it is located

The log does not have its own path. It opens as a window from three points:

1. Bottom of the side menu: "View log" button at the bottom of the sidebar. It only appears if you have the SHOW_LOGS action.
2. Spotlight: when selecting a user and choosing "View log". Opens the log filtered by that user.
3. My profile drawer: the "Activity" section shows the 5 most recent records of the user (read only, no filters).

Before starting

• Have the session started.
• Have the SHOW_LOGS action enabled (otherwise, the button does not appear and a notice is shown when trying to open).
• If you want to see records of other users, you also need the SHOW_ALL_LOGS action.

How to open the log

From the side menu

1. In the side menu, scroll down to the footer.
2. Click the "View log" button.
3. The Event Log window opens.

From Spotlight

1. Open Spotlight with Ctrl + K or with the magnifying glass button in the top bar.
2. Type the user's name.
3. Press Enter on the result.
4. In the user's sub-window, click View log.
5. The system navigates to the user's record with the log filtered by that user.

From My profile

1. Open the My profile drawer (gear icon at the bottom of the side menu).
2. Scroll down to the Activity section.
3. The list shows the 5 most recent records of the user (read mode).

How the window looks

The "Event Log" window has three parts:

Filters (at the top)

• Search: free text box. Filters the content of the "Record" field. The system waits half a second after the last keystroke to apply the filter.
• Users: multiple selector with check. Allows choosing one or several users. If you do not have the SHOW_ALL_LOGS action, the selector is disabled and only shows your own user.
• Date range: range selector (two calendars in one). Allows choosing start date and end date, both optional. Has a button to clear the range.

Results table

Three columns:

Column	What it shows
User	Avatar and name of who performed the action. If the account existed but its data was deleted, "User without name" appears.
Record	Descriptive text of the action. Examples: "Appointment confirmed for Maria Lopez", "Cash box opened by John".
Date / Time	Date and time when the action occurred, in day/month/year, hour:minute format (for example "11/06/2026, 03:45 p.m.").

Paginator (at the bottom)

• Shows 10 records per page (can be changed to 5 or 20).
• Allows navigating between pages with arrows or the "Page N" field.
• Each page or filter change reloads the results.

How to search records

1. Open the log from the side menu.
2. In the Search field, type any text: part of the message, patient name, amount, etc.
3. The table updates automatically after half a second.

How to filter by user

1. Click the Users field.
2. In the dropdown search, type the user's name.
3. Check the box of the user (or users) to include.
4. Close the menu.
5. The table reloads with the records of the selected users.

If you do not have the SHOW_ALL_LOGS action, the selector appears grey and shows the message "You can only see your own logs". You will not be able to add other users to the filter.

How to filter by date range

1. Click the Date range field.
2. In the calendar, select the start date of the range.
3. In the same calendar, select the end date of the range.
4. Click Accept or the check icon.
5. The table reloads with the records within the range (including the two ends).
6. To clear the range, click the X of the field or use the "Clear" button of the calendar itself.

How pagination works

• The table loads 10 records per page by default.
• To change the amount, use the rows-per-page selector at the bottom (5, 10 or 20 options).
• To advance, use the paginator arrows or type the desired page number.
• Each page or filter change triggers a new query to the system.

Difference between viewing my records and other users' records

Permission	What you can do
SHOW_LOGS only	Open the log, but only see your own records. The user selector is disabled.
SHOW_LOGS + SHOW_ALL_LOGS	Open the log and filter by any user. The user selector is enabled.

Common cases that appear in the log

• Login: when a user enters the system.
• Open cash box: when someone opens a cash box shift.
• Close cash box: when someone closes a cash box shift.
• Charges: when a charge is registered to a patient.
• End consultation: when a doctor finishes a patient's consultation.
• Create, edit and delete of patients, doctors, users, services, plans and catalogs.
• Status changes of appointments (confirm, reschedule, cancel, move to consultation, etc.).

States or important messages

State	What happens
Loading	The table shows placeholder rows while querying
No results	"No records found" message in the table area
Invalid date range	Error notice inside the calendar itself
No SHOW_LOGS permission	Toast warning that you do not have permission and the window does not open
Only SHOW_LOGS permission (without SHOW_ALL_LOGS)	User selector disabled, only your own records are visible

Common errors

Situation	What to do
No results appear	Verify that the date range includes records and that the search text is not too specific.
The user selector is disabled	You do not have SHOW_ALL_LOGS. You can only see your own records.
The action I search for does not appear in the table	The action may not be instrumented. If you need it, ask the technical team to add it to the log.
The window closes when trying to open	You do not have SHOW_LOGS. A warning toast appears.
The date appears in a different format than expected	The time zone may be the server's. Check the browser's regional configuration.
The "Record" says "User without name"	The account existed but its personal data was deleted or anonymized.

Suggested permissions

Profile	Permissions
Standard user	SHOW_LOGS (only sees their own records)
Coordination	SHOW_LOGS + SHOW_ALL_LOGS (sees records of everyone)
Administration	SHOW_LOGS + SHOW_ALL_LOGS

The SHOW_LOGS action controls the side menu button. The SHOW_ALL_LOGS action controls the user selector. They are independent.

Operational recommendations

• Periodically audit the cash box opening and closing actions to validate consistency with the closing.
• In case of an incident, narrow down first by date range and then by user.
• If the application allows it, export to CSV the relevant records to attach to an audit report.

Relation with other modules

• Users and permissions: the logs identify the user who performed the action.
• Notifications: some actions that appear in the log also trigger notifications. The log is more exhaustive: it includes administration actions.
• Cash box: the opening, closing and charge logs allow auditing the cash.
• Schedule: the consultation start, end and movement logs allow reconstructing the day's flow.
• My profile: the "Activity" section shows the last 5 records of the user.