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.
You can also access the Activity Log directly from the POS. This means managers can review employee actions during their shift without needing to log in to BackOffice. The POS Activity Log shows data for the current register and lets you filter by date (up to 7 days back).
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.
To view the Activity Log on POS, the device must be connected to the internet.
Step-by-Step Guide
View Staff Activity Logs
In BackOffice
1. In your BackOffice, click on 'Employees', then select 'Activity Log'.
2. 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.
3. The 'Table Number' column in BackOffice is now displayed as its own separate column.
4. You will 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 Removed" or "Order Refunded."
6. You can 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 removes an Unsaved Item from an order, the log will now specifically show the activity as 'Item Removed (Unsaved Order)'.
8. To specifically track only Employee Sign In or Clock In actions, use the 'Action Type' filter and select 'Sign In and Clock In'.
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.
On POS
1. On your POS iPad, tap the side menu.
2. In the menu, tap 'Activity Log' or 'Audit Trail' (for Philippines accounts). It is located below 'Sales Report'.
Note:
If you do not see this option in the menu, make sure you are logged in with a manager account. Cashier-only accounts do not have access to the Activity Log on POS.
3. The Activity Log screen will open, showing today's activities for the current register.
Filtering by Date on POS
1. At the top of the Activity Log screen, tap the date filter dropdown. It defaults to 'Today'.
2. A date picker will appear with scrollable selectors for year, month, and day.
3. Scroll to select the date you want to view. You can go back up to 7 days from today.
4. Tap 'Confirm' to apply the filter. The table will reload and show only activities from the selected date.
5. To cancel without changing the date, tap 'Cancel'.
Note:
On POS, dates older than 7 days cannot be selected. For older data, use the Activity Log in BackOffice, which retains data for up to 6 months.
Understanding the Activity Log
The 'Employee Activity Log' displays all tracked activities in a table format. The columns differ slightly between BackOffice and POS:
BackOffice 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. |
Receipt Number | The Order ID. This shows numbers for both 'Offline' orders and 'Online' orders. |
Action Type | The category of action (e.g., Discount, Refund, Print Receipt). |
Description | Detailed description of the specific action performed. |
POS 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 (if applicable). |
Table No. | The specific table associated with the action (if applicable). |
Receipt No. | The receipt number linked to the action (if applicable). |
Action Type | The type of action performed (e.g. discount applied, item removed, cash drawer opened). |
Note:
The POS Activity Log only shows data for the current register. The BackOffice Activity Log lets you filter across all registers and stores.
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 |
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'. |
I cannot see the 'Activity Log' or 'Audit Trail' menu option. | This feature is restricted to managers. Ensure you are logged into the POS with an employee account that has manager permissions. |
Dates older than 6 months are greyed out or cannot be selected in the date picker. | This is intentional. For optimized performance and data management, the POS only displays up to 6 months of historical activity data on the device. |
I cannot find 'Audit Trail' or 'Activity Log' in the POS menu. | Make sure you are logged in as a manager. This feature is only available for manager-level accounts. Cashier-only accounts do not see this option. |
The Activity Log on POS shows no data. | Check that your POS is connected to the internet. Also verify that there are recorded activities for the selected date and the current register. |
I cannot select a date older than 7 days on POS. | The POS date filter is limited to the last 7 days. For older data, use the Activity Log in BackOffice, which retains data for up to 6 months. |
I see 'Audit Trail' instead of 'Activity Log' on POS. | This is expected. Philippine (PH) accounts display 'Audit Trail' as the menu label. All other accounts display 'Activity Log'. Both refer to the same feature. |
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 is the feature called 'Audit Trail' on my POS?
If your store is based in the Philippines (PH), the name 'Audit Trail' is used for local compliance requirements. It functions identically to the 'Activity Log' in all other countries.
9. Why can only managers see this log?
The Activity Log contains sensitive audit data detailing specific employee actions, so access is restricted to users with Manager permissions or higher.
10. What does the 'Table No.' column show?
It shows the specific table or area where the action was performed (e.g., when an item was removed or a discount was applied to a table order).
11. Can cashiers access the Employee Activity Log on POS?
No. Only managers can see and access this feature from the POS hamburger menu.
12. What is the difference between 'Audit Trail' and 'Activity Log' on POS?
They are the same feature. Philippine (PH) accounts see the label 'Audit Trail' to comply with BIR requirements. All other accounts see 'Activity Log'.
13. How far back can I view activity data on POS?
You can view activity data for up to the last 7 days using the date filter on POS. For older records, check the Activity Log in BackOffice, which retains data for up to 6 months.
14. Does the POS Activity Log show data from all registers?
No. The POS Activity Log only shows activities for the register you are currently logged in to. To view data across registers, use the BackOffice Activity Log.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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