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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) |
| 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