Audit logs - Shift bookings

Updated by Victor Jespersen

This article focuses exclusively on shift bookings. For a more general understanding of audit logs, refer to our Audit Logs (current) article. You can also read more about shifts, shift swaps, shift unassignments, shift assignments on away units, and schedule approval audit logs.

In addition to shift, shift swap, and shift unassignment audit logs, you can search for shift booking audit logs in Quinyx. This provides you with information about which employees have made a shift booking, when, and the action taken. This provides managers with a big picture to understand if some of the shift changes are actually coming from the connected shift requests.

You can view shift bookings audit logs by navigating to Audit logs > Adjust view > [Item type] Shift booking.

Groups

  1. This tree allows you to select which groups you want Quinyx to fetch logs for. Use the checkboxes of the tree structure of groups to select this. You can use the free text field to locate items in the tree structure more easily. The tree structure is collapsed by default.
    1. Under the free text field, the number of districts, units, and sections selected respectively will be displayed.
  2. You're able to select any group or groups on which you have at least one non-employee role that has at least read access on any of the permissions.
  3. The default value for this field is the group currently selected in the navigation bar's group selector, as well as all of its child groups (if applicable).
  4. Deselecting a parent group also deselects all of its child groups.
  5. Selecting a group automatically selects all of its child groups. Note that you're able to deselect all said child groups at your discretion. Example: In the picture below, Quinyx will search for all items taking place on both unit Drottninggatan as well as on its sections Back office, and Sales.

Item type

  1. This field allows you to select which items you want Quinyx to fetch logs for.
  2. This field requires you to select Shift booking.
  3. Assuming you have at least read access on the relevant permission - for shifts and shift bookings, that would be the Scheduling permission - on non-employee roles in any of the groups you've selected in the Groups tree, that item would be available for selection in the Item type field.
  4. The item type field is mandatory.

Item start date / Item end date

  1. The Item start date and Item end date fields, respectively, will only apply to relevant item types, which is why the two date fields only display upon selecting item type.
    1. Item dates do apply to shifts and shift bookings, which is why these fields will display if you select Shift or Shift booking in the Item type field.
  2. These dates allow you to set the start and end date of the period within which the item(s) you’re searching for start.
    1. This also applies to deleted items; the Item start date and Item end date fields also allow you to search for items that took place in a certain date range when deleted.
  3. There are no default values for these two date fields.
    1. Selecting a value in any one of the fields auto-populates the other field with the same value.
    2. If you edit any of the fields in a non-consistent manner - i.e., so that the item end date is prior to the item start date - Quinyx will auto-populate the other field to the same value as the one you just populated.
  4. The Item start date and Item end date fields are optional fields.
  5. The maximum period you’re able to specify using the Item start date and Item end date is three months.
  6. The search carried out considers the business daybreak of the group the schedule item takes place on.
  7. The search using the Item start date and Item end date fields considers the time zone used when displaying the schedule in Schedule in Quinyx.

Type of action

  1. This field allows you to select which types of actions - taken by a given user - you want Quinyx to fetch logs for.
  2. Currently, you're able to perform any, several, or all of the following actions:
    1. Approved
    2. Created
    3. Deleted
    4. Denied
  3. If you make no selection in this field, the field will read "All" meaning that logs for all of the above-listed actions will be fetched by Quinyx.

Action start and end date

  1. These date fields allow you to set the start and end date of the period within which the action you're looking for was carried out in Quinyx.
  2. The default values for these fields are three months back in time from today's date for the "Action start date" field and today's date for the "Action end date" field. If you're uncertain of when a given action took place, use the maximum 3-month span and work yourself backward.
  3. Action start and end date are always in the same time zone as the group currently selected in the group selector of the top bar.
  4. The action start and end date fields are mandatory for performance reasons.

Action made for

 You can specify (when using the (current) audit logs) which user has been impacted by a given action in Quinyx. This enables you to get a full list of actions for a specific employee, which is typically useful when attempting to verify claims by specific employees of unfair treatment.

Once you've adjusted the above search parameters, click Apply, and Quinyx will fetch the log data in question. A spinning wheel will display on top of the Apply button until the results of your search are displayed.

Once you're done adjusting the above search parameters, click Apply, and Quinyx will fetch the log data in question. A spinning wheel will display on top of the Apply button until the results of your search are displayed.

Audit log results

Time stamp

  • This column displays the date and time when a given action in Quinyx was carried out.
  • You're able to sort your table's values on timestamps. The default sorting of the table is from the newest to the oldest search results.
  • The date and time displayed follow the time/date formats dictated by the Quinyx language settings.
  • The timestamp of a given action displays in the time zone of the group currently selected in the top bar's group selector.

Groups affected

  • The purpose of this column is to help improve your ability to locate the item you're looking for, as there might be items with identical information (such as shift type name, shift times, etc.) on various groups.
  • This column displays the units and sections that were affected by the action in question.
    • Example: If a shift's shift section value is added, edited, or removed, Quinyx displays both the section(s) affected by that as well as the parent unit.
  • The group name will display followed by an indication of whether or not the group in question is a unit or section.
  • If more than two groups are affected, "[number] groups" will display. Hovering that text will then display the list of units and sections affected.

Item type

  • This column displays the item type affected by a given action. In this case, Shift booking.

Item

  • The purpose of this column is to display information allowing you to identify which item has de facto been actioned. For created and updated items, the information in question corresponds to the current details of the item at hand. For deleted items, the information in question corresponds to the details at the time of deletion of the item at hand.
  • Shifts are displayed as follows for shifts that start and end on the same calendar date: [Start date] [Start time] [End time] [Shift type name].
  • Shifts are displayed as follows for shifts that start and end on different calendar dates: [Start date] [Start time] [End date] [End time] [Shift type name].
  • If a shift type has been deleted in Quinyx, "[Shift type has been deleted from Quinyx]" will display instead of the shift type name. The reason for this is that the system no longer holds that information in those cases.
  • The shift type color displays as a vertical bar in front of the above-mentioned information.

Action

  • The purpose of this field is to allow you to identify which type of action has been carried out.
  • The actions taken on a shift booking fall into the following types: create, approve, deny, and delete.

Action made by

  • The purpose of this column is to allow you to identify who has carried out the action in question.
  • If a person has carried out the action in question, this is indicated using the following format: [first name] [last name] ([badge number])
    • If the person an action was carried out for has since been deleted from Quinyx, "[Employee has been deleted from Quinyx]" will display instead of the employee's first name, last name, and badge number respectively. The reason for this is that the system no longer holds that information in those cases.
    • In the special case, an employee at Quinyx with system administrator permissions was to have carried out the action in question, this will display as follows: "Quinyx employee" [internal Quinyx employee database id]. Our intention is for this to safeguard Quinyx employees' personal information while enabling transparency to you, as well as troubleshooting by our internal departments if needed.
    • Note, however, that if an employee at Quinyx with an actual role in your company's Quinyx account carries out the action in question, this will display using the standard format used for this column, i.e. [first name] [last name] ([badge number]).
    • If the action in question was generated as a result of an integration with another system, we are technically constrained to display different data depending on what type of external Quinyx API said integration makes use of.
    If you want to read more about Origin values and scenarios where each message appears, click here.

Action made for

  • The purpose of this column is to allow you to identify who was affected by the action in question.
  • The person carrying out the action is indicated using the following format: [first name] [last name] ([badge number])
  • If the person an action was carried out for has since been deleted from Quinyx, "[Employee has been deleted from Quinyx]" will display instead of the employee's first name, last name, and badge number respectively. The reason for this is that the system no longer holds that information in those cases.

The table will display 20 search results per page. In this example, our search results populate 21 pages, and we're viewing the first one out of those:

To browse your search results, use the outermost arrows to navigate to the first and last page of your search results respectively, and the innermost ones to step through each individual page.

You'll only be able to access log data starting from the date the logging was released. For instance, since shift bookings were released in Version 0169, which is on September 20, 2023, the current logs do not hold shift booking log data for any dates prior to September 20, 2023.

Shift booking action made by origin

Similar to the shift item, you can see the origin associated with the shift booking item. 

Origin provides additional insight into where the action reviewed took place. As highlighted in the image below, the origin information is located in smaller text below the main value in the Action made by column of the view.

The table below contains an exhaustive list of the various origin values you may encounter as you browse your log search results and the cases in which the values will display. The logic in the origin naming aims to support you in resolving disputes or issues concerning workforce planning and attendance and is as follows: 

  • In most cases, it reflects the Quinyx “platform” where the action got triggered, such as the Manager portal, Mobile, Webpunch, or Integration. 
  • However, suppose the action has been triggered by a specific feature that has cascading effects on other parts of Quinyx, such as deleting or reassigning the shift; this will display as the origin instead.

Action

Origin

Cases

Creation

Via Mobile

When an employee creates a shift booking request in Mobile.

Creation

Via staff portal

When an employee creates a shift booking request in the Staff portal.

Deletion

Via Mobile

When an employee deletes a shift booking request in Mobile.

Deletion

Via staff portal

When an employee deletes a shift booking request in the Staff portal.

Deletion

Due to shift deletion

When shift booking requests are deleted because of the shift itself has been deleted.

Approve

Via Manager portal

When the manager approves shift bookings in the Manager portal using the Notifications panel section.

Approve

Via Mobile

When the manager approves shift bookings in Mobile.

Approve

Due to shift reassign

When the manager approves shift bookings in the Manager portal by approving it using the list of applied employees.

Deny

Via Manager portal

When the manager denies shift bookings in the Manager portal using the Notifications panel section.

Deny

Via Mobile

When the manager denies shift bookings in Mobile.

Deny

Due to shift reassign

When the shift booking is denied because a shift is reassigned to an employee who was in the list of employees but didn't apply for that shift.

Important bug fix information

The Quinyx logs are immutable. That means that if for some reason a bug occurs and the data that is logged by the system and displayed to you as a user is incorrect, and you report it, and we fix that bug, then that bug will be fixed for future occasions, but the data that was logged while the bug was in existence will, unfortunately, remain incorrect. Please refer to this article for an exhaustive list of bugs and improvements pertaining to or somehow affecting log data along with relevant information, including but not limited to [name of schedule item, such as shifts/shift bookings/shift swaps, etc].

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