Agency Service Log
The Service Log records everything members have done: trainings, callouts, meetings, community events. Each member has their own log (My log). Administrators can switch to All members to see, approve, correct, and total activity across the agency.
Table of Contents
- Opening the log
- The bar
- Logging an activity for a member
- Activities in progress
- Activity categories
- Approval of manual entries
- Editing entries and the audit trail
- Deleting entries
- Member time limits
- Force check-out
- Who can do what
Opening the log
- Select Activities in the left menu.
- Open the Service Log tab.
- At the left of the bar, choose My log or All members.
All members shows only if you are an Agency Admin or hold View the audit log. That permission opens every member's entries, not just yours, so give it only to roles that should see them (Training Manager and Operations Manager carry it).
The bar
| Control | What it does |
|---|---|
| Search | Matches member, title, location, or category |
| Filters | Members (one or several), Category, and Validation (Pending, Validated, Rejected). Validation shows only when your agency requires approval |
| Month / Year / All | The period. It starts on Year |
| Activities tile | Distinct activities in the period. A training with twelve members checked in counts once |
| Entries tile | One per member per activity. The same training counts twelve |
| Hours and Miles tiles | Totals for the period |
| Pending tile | Entries waiting for approval, when there are any |
| Log activity | Add an entry for a member (see below) |
Each row shows the date and time, member, category, title, location, duration, miles, and status. Select a row to open its detail window.
Logging an activity for a member
Select Log activity to record time on someone's behalf. Agency Admins and members with Approve activity attendance see the button, so Approve activity attendance also lets its holder log time for any member.
Members log their own time from My log. The Log activity window there has two tabs:
- Manual Entry: the member types in the activity.
- From Scheduled Activity: lists scheduled activities the member was invited to but has not logged, so they can record time they forgot to log. The activity's details are locked, and the member confirms their own times and miles. The entry shows as self-reported on the sign-in sheet.
How far back that list reaches is a setting. See Member time limits.
Activities in progress
When members are checked in to an activity right now, an In progress now panel appears at the top with a count of who is checked in. Select an activity to open it. To run attendance, see Activity Sign-In Sheet.
Activity categories
Categories sort entries by type and decide how hours count in reports. They are set under Agency → Agency Settings → Activities → Categories, and the settings and counting options are explained in Activity Settings.
Approval of manual entries
Your agency can require manually logged entries to be approved before they count.
👉 Agency → Agency Settings → Activities → Rules → Require approval for manually logged activities
- When on, every manual entry starts as Pending.
- Entries that come from an activity check-in are approved automatically, because RAM recorded them.
| Status | Meaning |
|---|---|
| Pending | Waiting for review |
| Validated | Approved |
| Rejected | Declined |
Reviewing
- Open Service Log → All members.
- In Filters, set Validation to Pending.
- Select an entry to open it.
- Select Validate or Reject, with a note if you like.
Validate and Reject are available on entries in any state. A validated entry still shows Reject to reverse it, and a rejected one shows Validate. Entries made before you turned approval on can be validated afterward.
Agency Admins and members with Approve activity attendance can approve. See Roles & Permissions.
Editing entries and the audit trail
| Who | Can edit | Limits |
|---|---|---|
| Record owner | Their own entries | Only within the edit window (72 hours by default). Not once validated |
| Agency Admin | Any entry | Must give a reason when editing someone else's |
| Approver | Validation fields only | Status and notes |
Open an entry and select Edit. If the edit window has passed, or the entry is validated, an admin turns on Admin Override and gives a reason. The override is flagged on the record.
Every edit is kept: who, when, why, and old and new values. An entry that has been edited shows a bar with the edit count and last editor, an Admin Override badge, and an Hours Adjusted badge when the hours differ from the calculated duration. Select Edit History to expand the full trail.
The entry's form blocks impossible values: end time before start time, hours outside 0 to 24, and negative miles. Over 500 miles asks you to confirm.
Deleting entries
Select entries with the checkboxes at the left of each row. A Delete button appears on the bar. A single entry can also be deleted from its detail window or row actions. Agency Admins can delete any entry. A member can delete their own entry while it can still be edited: before it's validated and within the agency's edit window. View the audit log lets you read entries, not delete them.
RAM says so in the confirmation, which lists the member, hours, and date. The hours come off the member's totals, the entry drops out of reports, and the member isn't notified. There's no undo and no holding place. Entries recorded from a sign-in sheet can't be deleted here; remove the attendance on the sheet instead.
There's no select-all box in the header, on purpose. Select each row you mean to delete.
Deleting an activity from the calendar or Activity List is separate. See Scheduling Activities.
Member time limits
👉 Agency → Agency Settings → Activities → Rules → Member time limits
| Setting | What it does |
|---|---|
| Log a missed activity (days) | How many days after an activity a member can log it. Also how far back the From Scheduled Activity list reaches, and how far back members may create a past activity. 0 turns the list off. Default 30 |
| Edit a logged activity (hours) | How long after logging a member can edit their own entry. 0 means no limit. Default 72 |
An Agency Admin can enter a past activity beyond the window if they give a reason, which is kept in the audit history.
Force check-out
Sometimes an entry is left open: a member checked in and never checked out. Open rows show a Force check-out (admin) button in the Actions column, to Agency Admins and holders of Manage activity check-in and check-out (who also need View the audit log to open this page). Enter the check-out date and time to close it at, and a reason (required, kept in the audit trail). Details are in Activity Sign-In Sheet.
Who can do what
See Roles & Permissions.
| To | You need |
|---|---|
| See All members | Agency Admin, or View the audit log |
| Log an activity for a member | Agency Admin, or Approve activity attendance |
| Validate or reject | Agency Admin, or Approve activity attendance |
| Edit any entry | Agency Admin |
| Delete any entry | Agency Admin (a member can delete their own while it can still be edited) |
| Force check-out | Agency Admin, or Manage activity check-in and check-out (plus View the audit log to open this page) |
| Change categories and Rules | Agency Admin |
Related Pages
- Scheduling Activities: creating and managing activities
- Activity Sign-In Sheet: running attendance
- Agency Settings
- Roles & Permissions
- My Activities: the member's own log