See who changed what

Applies to Workletto 1.x.

Workletto keeps a history of changes to the things that affect money: time, expenses, project rates and budgets, invoices, and people’s rates and roles. It also records security-related changes: company details, email settings, which Stripe account online payments go to, password reset links an admin made for someone, and each backup download. It shows who made each change, when, and what it was before and after. Only admins can see it.

Payments a client makes online appear as made by “Online payment (Stripe)”.

Open the history

Open Manage, then History.
The newest changes are at the top, 50 at a time. Click Show more at the bottom for older ones.

Each change has a first line with the person, what they did and what it was about, for example “Ada Admin changed a project · Website redesign · Acme Ltd”, with the date and time at the right in your own time zone. Time entries and expenses also show the day they belong to (“for Mon, Oct 12”), and timesheets show the week (“week of Oct 12”). Below that is one line for every field that changed: “Hourly rate: $95.50 → $120.00”. For something new, only the new values are shown; for something deleted, the values it had.

Amounts are in their own currency: yours, or the client’s for a client billed in another currency. Time is in hours and minutes, and an empty value reads “none”.

Filter it

Above the list:

Kind: All, Time, Timesheets, Expenses, Projects, People, Invoices, Imports, Backups or Settings.
Person: who made the change.
From and To: a range of days, both included, in your time zone.

The list reloads when you change a filter. If nothing matches, it says “No changes match these filters.”

Download it

Click Download CSV to get the same list, with the same filters, as a spreadsheet file (history.csv). It holds up to the 50,000 newest changes, one row for every field that changed. The columns are Time (UTC), Person, Kind, Action, What, Date, Field, From, To and Currency. The spreadsheet shows the stored values: amounts in hundredths (9550 is 95.50) and time in seconds. Currency names the currency of the row’s amounts, like USD or EUR, when they belong to a client: an invoice, or a project or expense for one. It’s empty for everything else, such as people’s rates, which are in your own currency.

What is recorded

Time: time entries typed in, changed or deleted: project, task, day, time, notes and billable.
Timesheets: each step of a week: submitted, withdrawn, approved, rejected (with the note) and reopened.
Expenses: expenses added, changed or deleted (project, day, category, amount, notes, billable), and receipts attached, replaced or removed (by file name).
Projects: projects created, changed or deleted: name, client, billable, how it is billed, hourly rate, budget, start and end dates, and whether it is archived; and a task deleted while it had time on it.
People: a person’s hourly rate, role, whether their account is on or off, and a password reset link an admin made for them.
Invoices: invoices created, changed (status, number, dates, tax, discount, notes, who it was emailed to) or deleted, and lines added, changed or removed on a draft.
Imports: one line for each batch of rows imported, such as “Imported 120 time entries”. The rows themselves are not listed.
Backups: each backup an admin downloaded.
Settings: company details (name, app name, currency, address), email settings (the provider, server and sender, never the password or key) and online payments (which Stripe account, in test or live mode, by the last four characters of its key).
Online payments: a client’s payment, recorded on its invoice as made by “Online payment (Stripe)”, with a note when it couldn’t mark the invoice paid.

What is not recorded

Time that a timer measures. Starting and stopping a timer is not a change; typing time in, or changing a timer’s entry afterwards, is.
Clients, and tasks without time on them.
Appearance (logo and colors), invoice settings and timesheet settings.

How it works

A change and its record are saved together, so a change can’t happen without being recorded. Nobody, admins included, can edit or delete the history.
Names are copied when the change happens, so the history still reads correctly after a person or project is deleted or renamed.
Nothing is deleted from the history; it is kept for as long as the organization exists.