Audit trail

The Audit Trail records every configuration change and administrative action performed in Loyalife. Each entry captures the actor, the action, the page, the timestamp, the IP address, and the browser. This gives your compliance, security, and operations teams a complete, non-repudiable history of how your program has been managed.

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What the audit trail captures

The audit trail logs actions across all Loyalife modules. Common entries include:

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Audit entry fields

Each audit trail entry contains:

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Accessing the audit trail

Navigate to Reports & Analytics → Data Exports → Administrative Data tab. The Audit Trail is listed here and can be filtered and downloaded. Alternatively, some audit trail entries are visible directly within module detail views (e.g., the timeline on a claims management record).

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Key audit scenarios

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Tier retention period changes

When an admin updates the Tier Retention Period — either toggling it on or off, or changing the duration — an entry is created:

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Calculation setting changes

When the calculation method (e.g., billing cycle) is changed in Program Settings, the audit trail captures:

• The user who made the change
• The previous calculation setting
• The new calculation setting
• Timestamp and IP

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User reactivation (locked or archived users)

When a locked or archived admin user is re-added to the system: At the Maker stage (when the request is submitted):

“Request submitted to unlock/unarchive existing user [username] for email [email]”

At the Checker stage (when approved):

“User [username] unlocked” or “User [username] unarchived”

This replaces the previous misleading “User created” log message and makes the actual action clear in the audit record. If a duplicate email is detected at the Maker stage, an information message is shown:

“This email is associated with a locked/archived user. The existing user will be reactivated upon approval.”

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Personal data access

When an admin views the Personal Information section of a member profile, the access event is logged with the viewer’s identity and timestamp. This provides accountability for access to sensitive personal data.

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Filtering the audit trail

From the Administrative Data export view, filter audit entries by:

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Exporting audit data

Click Download to export the filtered audit trail as a CSV file. Exports include all fields listed above and are suitable for compliance reviews, security audits, and stakeholder reporting.

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Permissions

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Compliance use cases

Internal audit reviews: Filter by date range to export all admin actions during a specific review period. Cross-reference with role change history to verify separation of duties. Investigating a configuration issue: Filter by module and date to see every change made to a specific module. The before/after values in the Activity field identify exactly what changed and when. Regulatory reporting: Export audit records demonstrating that sensitive actions (member data access, point adjustments, approval decisions) followed defined workflows and were performed by authorized users.