Who is this for?
StoreHub merchants who want to monitor staff actions on the POS app and BackOffice, audit transactions, and ensure accountability.
Overview
This guide explains how to use the Employee Activity Log (also known as the Audit Trail on the POS for PH) in both your StoreHub BackOffice and on the POS app. This log helps you track all actions performed by your employees, including sales, refunds, discounts, and manager approvals. It’s a powerful tool for auditing and ensuring accountability across your store.
Before You Begin
Access to your StoreHub BackOffice.
Employees must be set up in your BackOffice (see 'How to Manage Your Employees').
Employees must be using the StoreHub POS app for transactions.
Manager-level access or higher is required to view this log on the POS.
Your StoreHub POS app must be updated to the latest version.
Step-by-Step Guide
View Staff Activity Logs
In BackOffice
1. Go to your StoreHub BackOffice.
2. In the left-hand menu, click on 'Employees', then select 'Activity Log'.
3. Use the 'date filters' and 'employee filters' to narrow down the actions you wish to review. You can select a specific date range or a particular employee.
4. You will now see the 'receipt or transaction number' listed in the 'Receipt Number' column for both regular 'Offline' orders and 'Online' orders.
5. To filter activities quickly, use the new Search bar under 'Action Type'. For example, type "Item Reduced" or "Sign In."
6. You can now download this data. Click the 'Export to CSV' button, located above the transactions table.
Note:
The export is limited to the first 5000 records. If you need more data, select a shorter date range.
7. If an employee removed Service Charge from an order, the log will now specifically show the activity as 'Service Charge Removed'.
8. To specifically track only service charge removal actions, use the 'Action Type' filter and select the action you wanted. For example, 'Service Charge Removed'.
Notes:
You'll be able to select your store(s), select dates and sort by 'Registers', 'Employees' and 'Action Types'.
The 'Activity Log' retains data for up to the most recent 6 months only.
Understanding the Activity Log
The 'Employee Activity Log' displays all tracked activities in a table format with the following columns:
Column | Description |
Date & Time | The exact date and time when the activity was performed. |
Employee | The employee's name who performed the action. |
Authorized By | The manager's name who authorized the action (appears when a cashier's action required manager PIN approval). |
Table No. | The specific table associated with the action. |
Register | The register number where the activity occurred. |
Action Type | The category of action (e.g., Discount, Refund, Print Receipt). |
Description | Detailed description of the specific action performed. |
Receipt Number | The Order ID. Note: This shows numbers for both 'Offline' orders and 'Online' orders. |
Manager Authorization Tracking
The 'Authorized By' column helps you see which manager approves specific cashier actions, providing complete accountability for access-controlled operations.
When does 'Authorized By' appear?
When a cashier needs manager approval:
When a cashier performs an action that requires manager access (such as applying discounts, voiding transactions, or processing refunds), a manager must enter their PIN to authorize it. The 'Authorized By' column will then show the manager's name.
You can configure which actions require manager approval in the BackOffice.
Go to 'Settings', select 'Stores', choose 'Edit Store', and then go to the 'Cashier Access Control' section. Here, you can set specific actions to 'Require Manager Access'.
When a manager performs an action directly:
When a manager is logged in using their own account and performs an action, no separate authorization is needed. The 'Authorized By' column will be empty because they are already authorized.
For regular actions:
Actions that don't require manager approval (like creating a normal sale), the 'Authorized By' column will also be empty.
What Will the Activity Log Track?
We have updated the system to track many more specific employee activities.
Employee Shift & System Actions |
|
Sign In / Sign Out | |
Clock In / Clock Out | |
Shift/Reading Actions (Open/Close Shift) | |
Print Shift Report | |
Order Actions (Creation & Modification) |
|
Order Created | |
Order Completed | |
Item Removed (Tracks when an item is deleted from an order.)
| |
Item Reduced (Tracks when quantity is reduced)
| |
Order Deleted (Tracks when all items are cleared)
| |
Service Charge Removed | |
Discounts, Refunds & Receipts |
|
Manual Discount Applied | On item level
On order level |
Cancel Order | |
Refund Order | |
Reprinting of receipts for Half-Receipts (Order Receipt in Saved Orders) | |
Reprint Receipt (Manual reprinting after a sale is done) | |
Reprint Refund Receipt | |
Reprint Void Receipt | |
Print Full Receipt (Automatic printing during checkout) | |
Other Actions |
|
Opening of cash drawer | |
Pause/Enable Beep Delivery | Pause
Enable |
Enabled/Disabled Selling of out-of-stock products | |
For Philippines Merchants Only |
|
Order Voided (Previously called 'Cancel Order') | |
Regional Discounts (SC/PWD, Solo Parent, etc.) | |
Z-Reading Closed / Printed | |
X-Reading (Shift Report) Printed |
How to Filter for Specific Actions
This enhanced log makes it easier to audit all employee actions. To specifically track only receipt reprinting actions:
In BackOffice
1. In the 'Activity Log', click the 'Action Type' filter.
2. Select any of the action types from the dropdown list.
Notes:
You can select more than 1 action type at once.
You can also use the search bar to type in the action you want to find.
3. Click on 'Apply Filter'. The list will now only show times when a staff member does the actions you have selected.
Troubleshooting
Issue | Solution |
An expected activity is not showing in the log. | 1. Check the 'Date' and 'Employee' filters to ensure you are looking at the correct time frame and employee.
2. Confirm that the action was performed on a StoreHub POS device or in the BackOffice.
3. Ensure the POS app has 'Synced' recently to send all activity data to the BackOffice. |
The 'Authorized By' column is always empty for actions that should require manager approval. | 1. Verify the 'Cashier Access Control' settings for that store ('Settings' > 'Stores' > [Your Store] > 'Cashier Access Control'). Ensure the specific action is set to 'Require Manager Access'.
2. Confirm that a manager actually entered their PIN to approve the action. If a manager was logged in directly, their name won't appear in 'Authorized By'. |
FAQs
1. Who can access the Employee Activity Log?
Typically, only users with 'BackOffice' access and appropriate permissions (e.g., 'Store Manager' or higher) can view the 'Employee Activity Log'.
2. Can I edit or delete activity log records?
No, activity log records are designed to be a secure and unchangeable audit trail. They cannot be edited or deleted to maintain data integrity.
3. Why is the 'Authorized By' column empty for some activities?
It's empty if the action did not require manager approval, or if a manager performed the action directly while logged in with their own account.
4. Can I see which specific manager authorized each discount or refund?
Yes, if the action required manager approval, the 'Authorized By' column will show the name of the manager who entered their PIN to authorize it.
5. How can I investigate suspicious activity or discrepancies?
Use the 'Date', 'Employee', and 'Action Type' filters to narrow down your search. You can then review the details of specific entries, including the 'Receipt Number' and 'Amount', to cross-reference with your sales records.
6. Why do I see 'Reprint Receipt' and 'Print Full Receipt'?
'Print Full Receipt' usually refers to the automatic printing of a receipt after a sale is completed. 'Reprint Receipt' specifically logs when an employee manually chooses to print a receipt again after the initial sale.
7. Why was the 'Receipt Number' column blank for online orders before?
The system has been updated to ensure that 'Receipt Numbers' are now tracked and displayed for both POS and online orders, providing a more complete audit trail.
8. Why can't I see an employee's activity from 8 months ago?
The 'Activity Log' retains data for a maximum of '6 months'. We recommend 'Exporting to CSV' once a month if you need to keep long-term records for auditing.
9. What happens if a shift isn't closed properly?
If a shift remains 'Open', the 'Activity Log' will continue to group actions under that one shift, making it difficult to audit daily performance. Always ensure shifts are 'Closed' before the store shuts.
10. Can I see why a 'Manager' denied a request?
The 'Activity Log' only tracks 'Successful' authorizations. If a manager refuses to enter their 'PIN', no log is created because no action was performed.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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