Open the User Logging page in EDUBase: it shows which staff login created, changed or deleted a record, with a severity badge and a link that opens the record with the change highlighted. Important changes also reach the owner in a daily summary.
What does the EDUBase audit trail record?
The User Logging page is EDUBase's activity log. It records who created, changed or deleted any record, written as plain sentences rather than technical codes, so an owner can read it without help from IT.
Each entry carries a severity badge of critical, important or normal, so the entries that matter most stand out. Filters let you narrow the log, and every entry has a link that opens the affected record with the changed fields highlighted.
- Who did it: the staff login that made the change
- What happened: created, changed or deleted
- Which record, opened directly from the log
- Which fields changed, highlighted on the record
- How serious it is: critical, important or normal
How do I trace a specific change step by step?
Start from what you know: the record that looks wrong and roughly when it changed. The log does the rest.
- Sign in to the web portal with an owner or admin login that has rights to User Logging.
- Open the User Logging page and use the filters to narrow the entries to the period or kind of change you are investigating.
- Read the plain-sentence entry to see which staff login made the change.
- Click the link on the entry to open the record with the changed fields highlighted.
- For a student's fee, class or status, cross-check the Student change log, which shows who changed it and when.
Where else are changes recorded?
Alongside User Logging, several screens keep their own history, which helps when a question concerns money, attendance or documents.
- Student change log: who changed a student's fee, class or status, and when.
- Voided transactions: every cancelled fee transaction, with who and when.
- Reversal-only corrections: in the new ledger a posted entry is never edited or deleted; it is reversed, with both entries kept.
- Attendance View and update: a corrected past day is logged.
- Certificates log: who was issued which certificate and when.
- Run history: each fee automation run is logged with what it did.
- Communication Report: the record of in-app conversations when a complaint needs the facts.
How does the owner keep watch without checking every day?
A daily summary of important changes goes to the navbar bell in the web portal and to the EDUBase Owners App. Owners can scan the digest on their phone and open User Logging only when something needs a closer look.
For a broader check, AI Account Scanning & Auditing runs a read-only scan that lists records which look contradictory, such as a student marked enrolled with a leaving date, for a person to confirm. Nothing is changed automatically.
How can I stop unwanted changes in the first place?
An audit trail tells you what happened; access control and approvals reduce what can happen. EDUBase combines both.
- Per-user, per-screen and per-action rights, including view-only versus edit.
- Campus scope, so a user sees only the campuses granted to them.
- Approvals: payments, discounts, salary changes, admissions and leave can require a second person.
- Lock attendance: freeze a month of staff attendance once salaries are done.
- Accounting periods: close periods so nothing can be posted into them.
- Data truncate is available only under strict rights, and the action is logged.
Why does every staff member need their own login?
Any audit trail, in any system, can only name the login that made a change. If the fee office shares one username, the log will show that username and nobody will know which person used it.
EDUBase allows unlimited staff logins, each signing in with the school's institute code, a username and a password, and staff passwords are reset by an admin. Giving every clerk, accountant and teacher their own login is what turns the log into a reliable answer.
Tracing a changed or deleted record: shared logins versus individual logins with User Logging
| Criterion | Shared login or paper register | Individual logins with User Logging |
|---|---|---|
| Identifies the person | Only the shared account or whoever signed the register | The individual staff login that made the change |
| Shows what changed | Depends on someone writing it down | Opens the record with the changed fields highlighted |
| Covers deletions | Deleted entries usually leave no trace | Records who deleted the record |
| Prioritises serious changes | No ranking | Critical, important or normal severity badge |
| Owner visibility | Owner must ask staff or check files | Daily summary in the navbar bell and the Owners App |
| Prevents changes up front | Relies on trust | Per-action rights, campus scope and second-person approvals |
Related
- Intelligent Automation & AI — Scheduled fee automation, AI support assistants, form-fill copilots and audit scans, built for education data.
- Training & Support — Live Google Meet training, module video playlists, in-app docs and an AI assistant, with WhatsApp and phone support in working hours.
- Users privileges security on edubaseems.com
- Student management on edubaseems.com
- Fee management on edubaseems.com
- Finance accounting on edubaseems.com
- Owner dashboard reports on edubaseems.com
- Employee attendance on edubaseems.com
- Ai assistant on edubaseems.com
- Hosting security on edubaseems.com