Audit log: how-to

Step-by-step instructions for the Audit Log. For what each option means, see Audit log; for problems, see Audit log: troubleshooting.

Find your task

If you’re here because…	Go to
You need to know who changed, cancelled or deleted something	Find out who changed or removed something
An onboarding, tenancy or other record has disappeared	Find a cancelled or deleted record
You want to see what one team member did	Review a team member’s activity
You want to look back over a property’s or room’s history	Check a property’s or room’s history
You want to record a call, visit or decision	Add a note
A note has a mistake in it	Edit or remove a note

Find out who changed or removed something

Do this when something has changed and you need to know who did it and when.

Before you start: your role needs Read permission for the area concerned, for example Onboarding or Tenancies.

1. Open the Audit Log at the level closest to the record: the room page, the property page, or Menu > Other > Audit Log for your whole organisation.
2. Under Category, choose the area (for example Tenancy), or All.
3. Under Date range, choose a period that covers the change, or Custom with From and To dates.
4. Find the entry. Click Load more to go further back.
5. Read “By [name]” at the end of the entry. Hover over the icons to see the property, room or person, and click one to open it.

What happens next: if the entry has no “By” name, COHO made the change itself, for example a scheduled update or information arriving from a connected service.

Tip

If you can’t find an entry, change Category to All and clear the Team member filter. Some changes, such as deleting a calendar item or a supplier, aren’t recorded.

Find a cancelled or deleted record

Do this when an onboarding, tenancy, tenant or other record no longer shows where you expect it, for example you’ve cancelled an onboarding and can’t remember the applicant’s name.

1. Click Menu > Other > Audit Log.
2. Under Category, choose the record’s area: Onboarding for “Onboarding cancelled”, Tenancy for “Tenancy deleted” or “Tenancy terminated”, Tenant for “Tenant removed”, Property for “Property deleted”.
3. Narrow the Date range if you know roughly when it happened.
4. Find the entry. Hover over the person icon to see the applicant’s or tenant’s name, and the house and room icons to see where. The person icon and names need view permission for Tenants.
5. Click the icon to open the record. For an onboarding, click the category icon to open the onboarding.

What happens next:

• A cancelled onboarding can be brought back with Restore Onboarding on the onboarding. See Onboarding.
• A deactivated property can be activated again. A deleted property, or a deleted tenancy, can’t be restored.

Review a team member’s activity

Do this when you want to see everything one person did, for example how many Right to Rent checks they completed last month.

1. Click Menu > Other > Audit Log.
2. Under Team member, choose the person.
3. Under Category, choose All or one area, such as Right to Rent.
4. Set the Date range.
5. Click Load more until you reach the start of the period.

What happens next: the list shows entries the person created or last updated. Changes COHO made automatically aren’t included, because they have no team member.

Check a property’s or room’s history

Do this before a dispute, an inspection or a handover, when you want everything that has happened in one place.

1. Open the property page, or the room page, and open its Audit Log panel.
2. Under Category, choose All (it opens on Manual notes only).
3. On a room with a tenancy, choose a tab: Room for everything in the room across all tenancies, Tenancy for the current tenancy only, or a tenant’s tab for one joint tenant.
4. Set the Date range and click Load more as needed.

What happens next: to see one earlier tenancy’s history, use the Room tab and the Date range for that tenancy, or the organisation Audit Log.

Add a note

Do this to keep an internal record, such as a phone call, a visit or a decision. Tenants never see notes.

Before you start: your role needs Write permission for Notes.

1. Open the Audit Log where the note belongs: organisation, property or room. On a room, choose the Room, Tenancy or a tenant’s tab.
2. Type your note in the Start typing… box. Press Shift+Enter for a new line.
3. To attach files, click the paperclip icon. To change the date and time (for example for an earlier call), click the clock icon.
4. Click Add note, or press Enter.

What happens next: the note appears with “Added on [date] by [your name]”. You can also add a note from anywhere with Menu > Global options > Note: choose the Property, and optionally the Tenancy and Tenant, then click Add.

Edit or remove a note

Do this to correct or delete a manual note. Activity COHO recorded can’t be changed.

Before you start: you need Write permission for Notes (or, for a note written in Maintenance, Viewings, Onboarding, Property ownership, Conversations or Leads, Write permission for that area).

1. Find the note in the Audit Log (set Category to Manual notes only or All).
2. To change it, click Edit, change the text, date or files, then click Update.
3. To delete it, click Remove and confirm.

What happens next: an edited note shows “(last updated by [name] on [date])”. A removed note disappears from the Audit Log and can’t be brought back.

Caution

Removing a note doesn’t leave an entry in the Audit Log. If the note matters for a dispute or audit, edit it to correct it instead of removing it.