Audit Logging
Track changes to student records, enrolments, and other data with the audit log.
Last updated 16 Oct 2026
The audit log records all changes to important data in RTObase. This helps you track who changed what, when, and maintain compliance with ASQA requirements.
Access required
Choose the task you are doing. Each row is a separate action.
| Task | Required access |
|---|---|
| Open the organisation audit log | Audit log: View |
Record-specific audit tabs also require access to that record. Audit access does not grant the ability to change or delete history.
What is audited
RTObase automatically logs changes to:
| Entity | What's tracked |
|---|---|
| Students | All profile changes, status updates, USI verification |
| Enrolments | Status changes, unit completions, outcome updates |
| Enrolment Units | Unit outcome tracking and result changes |
| Classes | Schedule changes, trainer assignments, status updates |
| Courses | Content updates, unit changes, status updates |
| Units | Details and competency updates |
| Trainers | Profile updates, assignment changes |
| Locations | Address and details changes |
| Complaints | Status updates, resolution notes |
| Assessments | Content changes, marking updates |
| Class Sessions | Creation, date changes, deletions |
| Attendance Records | Marking changes |
| Assessment Submissions | Status changes, grading |
| Payment Logs | Payment history and transaction changes |
| Communication Templates | Email/SMS template modifications |
| Coupons | Discount code creation and changes |
| Student Contacts | Emergency contact updates |
| Student Disabilities | Disability record changes |
| Student Prior Education | Prior education history updates |
| Compliance Alerts | Compliance rule trigger changes |
Accessing the audit log
Global audit log
- Go to Records → Audit Log in the sidebar
- View the chronological list of changes across all entities
Per-entity audit log
Record detail pages with an Audit Log tab show changes for that record. Opening the tab needs both access to the record and Audit log: View. A member’s action-history tab also requires administrator access.
- Open any entity detail page (e.g., a student profile)
- Click the Audit Log tab
- View the chronological list of changes for that record
Tip
The per-entity audit log is the quickest way to see the change history for a specific record without searching the global log.
Filtering
Use the filters to find specific changes:
- Entity type: Filter by students, enrolments, classes, etc.
- Action: Insert, Update, or Delete
- User: Who made the change
- Date range: When the change occurred
Search
Search by entity name or ID to find all changes related to a specific record.
Understanding audit entries
Each audit entry shows:
Header
- Timestamp: When the change was made
- User: Who made the change (email address)
- Action: INSERT, UPDATE, or DELETE
- Entity: What type of record was changed (e.g., "Student")
- IP Address: The client IP address that made the request
- User Agent: The browser or client that made the request
Changes (for updates)
The audit log shows what was changed:
status: active → archived
email: old@email.com → new@email.com
Only fields that actually changed are shown, with before and after values.
Full record (for inserts/deletes)
For new records or deletions, the complete record data is shown.
Compliance uses
The audit log helps you meet ASQA requirements by providing:
Evidence of changes
- Proof that records were updated appropriately
- Documentation of when completions were recorded
- History of status changes for enrolments
Accountability
- Track which staff member made changes
- Identify training needs if errors occur regularly
- Support internal quality processes
Record keeping
- Maintain historical accuracy
- Support appeals and complaints investigations
- Provide evidence for audits
Privacy considerations
The audit log contains sensitive information:
- The organisation audit log requires Audit log: View, including for an Auditor or custom role
- The built-in Staff role includes Audit log: View. The Trainer role does not. Custom roles need the separate Audit log: View grant.
- Data is retained according to your organisation's retention policy
- Audit log access lets a member review history; it does not grant administrator access or change permission.
Retention
Audit records are retained for 7 years to meet compliance requirements for VET record keeping. Older records may be archived but remain accessible upon request.
Tips for using the audit log
- Review the audit log periodically as part of quality assurance
- Use it to investigate discrepancies in records
- Reference audit entries when responding to complaints or appeals
- Include audit evidence in compliance documentation for ASQA
Technical notes
- All changes are logged automatically, no action required
- Server functions pass the authenticated user ID to ensure accurate attribution
- Client IP address and user agent are captured for each change
- Timestamps are recorded in UTC and displayed in your local timezone
- Bulk operations log each individual change