System Log

Keep track of everything that happens in your Kayse AI account — who did what and when. 📋

💡 What is the System Log?

The System Log is like a diary for your Kayse AI account. It records every action so you always know what happened. It helps you:

📝 Track changes to cases and clients
👥 See what your team members are doing
📬 Check which messages were sent
🔍 Figure out what went wrong if something seems off
📜 Keep records for compliance
🔒 Look into security questions

🔎 Accessing the System Log

To open the System Log:

Go to Settings → System Log
Browse or search for activities
Use filters to find what you need

Note

Only Admins and Super Admins can see the System Log. Regular users can't access it.

📂 Activity Types

The System Log tracks lots of different activities:

📁 Case Activities

Activity	Description
Case Created	A new case was added
Case Updated	Something on the case changed (status, type, etc.)
Case Deleted	A case was removed
Case Exported	Case data was downloaded
Case Cloned	A copy of a case was made
Case Merged	Two cases were combined
Status Changed	The case status was updated
Custom Field Changed	A custom field value was changed

👤 Client Activities

Activity	Description
Client Created	A new client was added
Client Updated	Client info was changed
Client Merged	Duplicate clients were combined
Contact Added	A phone number or email was added
Contact Removed	A phone number or email was removed
Opt-Out Changed	The client changed their contact preference
Enrichment Run	A data lookup was attempted

📨 Communication Activities

Activity	Description
SMS Sent	A text was sent out
SMS Received	A text came in
SMS Failed	A text couldn't be delivered
Email Sent	An email was sent
Email Received	An email came in
Email Opened	Someone opened an email
Call Made	A call was placed
Call Received	A call was answered
AI Call Initiated	An AI call started
AI Call Completed	An AI call finished
Voicemail Left	A voicemail was recorded
Call Transferred	A call was passed to someone

📣 Campaign Activities

Activity	Description
Campaign Created	A new campaign was set up
Campaign Started	A campaign began running
Campaign Paused	A campaign was paused
Campaign Completed	A campaign finished
Campaign Modified	Campaign settings were changed
Run Started	A campaign run kicked off
Run Completed	A campaign run finished

📋 List Activities

Activity	Description
List Updated	Cases were added, removed, or replaced on a list

When cases change on a list, the log shows details like which cases were added, which were removed, and how many were on the list before and after.

✅ Task & Form Activities

Activity	Description
Task Assigned	A task was added to a case
Task Completed	A task was finished
Task Overdue	A task went past its deadline
Form Assigned	A form was added to a case
Form Submitted	A client filled out a form
Form Shared	A form link was sent to a client
Document Uploaded	A file was uploaded
Document Downloaded	A file was downloaded

👥 Team Activities

Activity	Description
User Logged In	Someone logged in
User Login Failed	A login attempt didn't work
User Logged Out	Someone signed out
User Invited	An invite was sent
User Activated	An account was activated
User Deactivated	An account was turned off
User Role Changed	Permissions were updated
User Removed	A user was deleted
Password Changed	A password was updated
2FA Enabled	Two-factor was turned on
2FA Disabled	Two-factor was turned off

⚙️ Settings Activities

Activity	Description
Settings Updated	Company settings were changed
Integration Connected	An outside service was connected
Integration Disconnected	An outside service was removed
Integration Synced	Data synced with an outside service
Automation Created	A new automation was added
Automation Modified	Automation settings were changed
Automation Triggered	An automation ran
API Key Created	A new API key was made
API Key Revoked	An API key was turned off
Webhook Added	A webhook was set up
Webhook Removed	A webhook was deleted

📥 Import/Export Activities

Activity	Description
Import Started	A data import began
Import Completed	An import finished
Import Failed	An import had errors
Export Requested	Someone asked for a data export
Export Completed	An export is ready to download
Report Generated	A scheduled report was created

🔍 Filtering the Log

Use filters to find exactly what you're looking for:

Available Filters

Filter	Description
Date Range	When did it happen?
User	Who did it?
Activity Type	What kind of action was it?
Case	Which case was involved?
Client	Which client was involved?
IP Address	What IP address was used?
Status	Did it succeed or fail?

⚡ Quick Filters

Filter	Description
Today	Just today's stuff
This Week	Last 7 days
This Month	Last 30 days
Login Activity	All logins and logouts
Failed Actions	Only things that didn't work
API Activity	Actions from the API

🔎 Searching

Type in the search bar to look for activities by keyword. It searches through:

Activity descriptions
Record names
User names
IP addresses
Error messages

📄 Log Entry Details

Every log entry includes:

Field	Description
Timestamp	When it happened (with timezone)
User	Who did it
Activity	What they did
Category	What kind of activity it is
Details	The specifics
IP Address	Where they connected from
User Agent	What browser or device they used
Related Records	Links to the cases, clients, etc. involved
Status	Whether it worked or not
Error	What went wrong (if it failed)

🔄 Change History

For updates, you can see the before and after:

Field	Before	After
Status	"New Lead"	"Active"
Assigned To	"John"	"Jane"

Click any log entry to see the full details.

📡 Real-Time Monitoring

Live View

Watch things happen as they happen:

Go to System Log
Click Live View
Activities pop up in real time
Filter to see only what you care about

⚠️ Activity Feed

Get live alerts for important stuff:

Event	Alert Level
Failed Login	Warning ⚠️
Bulk Delete	High 🔴
API Errors	Warning ⚠️
Integration Failures	High 🔴

📤 Exporting the Log

Download your log data for review or compliance.

To Export

Set up any filters you need
Click Export
Pick a format:

Format	Description
CSV	Comma-separated values (for spreadsheets)
Excel	.xlsx spreadsheet file
JSON	Structured data format (for developers)
PDF	Formatted report

Download the file

Privacy Note

Exported logs may have sensitive info in them. Handle them carefully according to your company's data rules. 🔒

📅 Scheduled Exports

Set up automatic exports:

Go to System Log → Scheduled Exports
Click Create Schedule
Set it up:

Setting	Description
Frequency	Daily, weekly, or monthly
Filters	What to include
Format	What file type
Recipients	Who gets the email

🔗 Integration with External Systems

Webhook Notifications

Send log events to other systems:

Go to Settings → Webhooks
Add a webhook for system events
Pick which events to send
Set up the endpoint

🖥️ SIEM Integration

Send logs to security monitoring tools:

System	How to Connect
Splunk	Webhook or API
Datadog	Webhook
AWS CloudWatch	API export

📜 Compliance Features

Audit Trail

The System Log gives you a full record for compliance:

Requirement	How Kayse AI Helps
HIPAA	Tracks all health info access
SOC 2	Monitors access controls
GDPR	Tracks data processing
State Bar	Records client communications

🔍 Access Logging

See who looked at what data:

Logged Information	Description
Record Accessed	Which case or client was viewed
User	Who looked at it
Timestamp	When they looked
Access Type	View, edit, or export
IP Address	Where they connected from

📊 Data Access Reports

Make reports showing who accessed specific data:

Go to System Log
Filter by record (case or client)
See all access events
Export for your compliance files

⏳ Retention

How long your log data is kept depends on your plan:

Plan	Retention Period
Standard	90 days
Professional	1 year
Enterprise	Up to 7 years (you choose)

Extended Retention

Need to keep logs longer? Contact support.

Retention Settings

Go to Settings → Data Retention
See your current settings
Request extended retention if needed

🔒 Security Monitoring

🚨 Suspicious Activity Detection

The system automatically flags sketchy behavior:

Activity	Alert
Multiple Failed Logins	Could be someone trying to break in
Unusual Location	Login from a new place
After-Hours Access	Activity outside business hours
Bulk Data Export	A big data download
Permission Changes	Someone changed roles

🔔 Alert Configuration

Set up alerts for specific events:

Go to Settings → Security Alerts
Choose what triggers an alert
Pick who gets notified
Choose how they're notified (email, SMS, in-app)

✅ Best Practices

Check regularly — Look at the logs every week for anything unusual
Set up alerts — Get notified when important things happen
Export for compliance — Schedule regular exports for your records
Look into weird stuff — Follow up on anything that seems off
Keep records — Save proof that you reviewed the logs
Tell your team — Let everyone know their actions are logged
Use filters — Focus on what matters to find issues fast
Connect the dots — Link related events together to understand what happened