Settings → Account Activity answers "who did what, and when" for your practice. It replaced the old Audit Trail page: the audit log you knew is now the HIPAA Audit Log tab, and links to the old page open that tab. Everything is recorded automatically, and nothing on the page can be edited or deleted.
The page has four tabs. Each tab has its own address, so you can bookmark one: /settings/activity?tab=history, ?tab=sign-ins, ?tab=hipaa and ?tab=billing. Times are shown in the location's time zone (for example PT), and date ranges such as Today and This month are the location's days.
Who can see Account Activity
| Tab | Who sees it |
|---|---|
| History, Sign In Events, HIPAA Audit Log | The account owner, admins, managers and practice managers |
| Billing Activity | The same people, plus practice billers |
Other team members see a message that the page is for owners and admins. Roles are set under Settings → Team → ⋯ → Edit access; see Invite team members.
History: what happened at this location
History is a feed of what happened at the location you are working in, newest first, written as plain sentences. Names link to the client, the appointment, the note, or the client's billing or payments tab. For example:
- "An automated SMS reminder was sent to Tony Cummings for their appointment on 10/01/2026, 4:00 pm (PT)"
- "Michelle Moore changed Status from Show to Late canceled for Rochelle Wells's appointment on 10/01/2026, 10:00 am (PT). The late cancellation fee of $95.00 was charged to the card on file."
- "Client Ruth Fabyanchuk saved a credit card information form and added a new Visa card ending in (...2654)"
- "Neurofeedback Technician added a Progress Note for appointment on 09/30/2026 for William Kyne"
What it covers:
| Area | Examples |
|---|---|
| Appointments | Scheduled, changed, status changes (including late cancel and no-show fees), rescheduled, deleted, fee waived |
| Reminders | Automated and manual SMS, email and voice reminders; document-completion reminders |
| Notes | Added, signed, co-signed, addendum added, draft voided or deleted |
| Clients | Added, fields changed, archived, reactivated, permanently deleted, discharged |
| Documents and forms | Sent, completed by the client, portal invite sent |
| Payments and billing | Payments recorded (including autopay and online payments), refunds, declined charges, invoices created, sent or voided, adjustments and write-offs, manual charges, superbills |
| Cards and autopay | Cards added or removed, autopay turned on or off |
| Team | Invited, joined, removed, role changed |
| Messages and video | Secure messages sent (never their content), video visits started and ended |
| Settings | Changes to the location's settings |
Each entry names who did it: a team member by name ("You" when it was you), "Client" and their name, "Your AI receptionist", or an automated action.
Filters: search by client or team member, All Team Members (also lists Automated and Clients), All Events (by category), and a date range (All time, Today, Last 7 days, Last 30 days, Last 90 days, This month, Last month, This year, or a custom range).
Show details on an entry reveals the IP address with city and country, what changed (from and to), and where it came from: the web app, the mobile app or the client portal. Download CSV is in the ⋮ menu. On every tab, one file holds up to 50,000 rows; for a range with more, you're asked to pick a shorter one.
History starts on the day Account Activity shipped (September 30, 2026); earlier events were not filled in. Imports and calendar syncs are not listed.
Sign In Events: who signed in
Sign In Events lists every team member sign-in, sign-out and failed sign-in across the whole account (all locations), on the web app and the mobile app. For example:
- "Joshua Moore signed in successfully to the FrontDesk web app"
- "... failed to sign in ... due to invalid password"
- "... was locked out ... after too many failed sign-in attempts" (5 wrong passwords lock the login for 15 minutes)
- "... could not sign in ... because their access has been turned off"
- An admin signing a team member's phone out of the mobile app
Under each row you see the IP address, the city and country (when the location can be worked out), and the browser. Filter by team member, by event type (Sign ins, Sign outs, Failed sign ins) and by date range. Signing out of the web app is recorded too.
Attempts with an email address that isn't on your account are not shown to the practice. Sign-in events are kept 7 years.
HIPAA Audit Log: who viewed or changed client information
The HIPAA Audit Log is the former audit trail. It records every time someone views, creates, changes, deletes, shares or exports client information, now written as sentences:
- "Joshua Moore viewed the overview page for Harry Fisher-Spurlock"
- "You viewed the appointment request list (12 appointment requests)"
- "Neurofeedback Technician viewed a note for Rebecca Kelley"
- "Client Ruth Fabyanchuk signed in to the client portal"
What clients do in the client portal (signing in, downloading documents, booking, canceling, saving a card) is listed with their name, and automatic sends read as FrontDesk. The IP address and city and country appear under each row. Entries that were refused or did not complete carry a Denied or Failed badge. Emergency "break the glass" access to a psychotherapy note is logged with the reason given, and a supervisor reading a note to co-sign it is logged too.
Filters: search (a team member's name or email, or a client's name), team member, event group (Views, Creates & changes, Deletes, Shares & exports, Client portal, Video visits, Emergency access, Denied or failed), and date range. The tab opens on the last 90 days; pick All time in the date menu to see older entries.
The ⋮ menu has:
- Download CSV: the log for your filters, for your records or an auditor.
- Disclosure report for a client: search for the client and pick them to download a CSV of every access to their information recorded at this location: who viewed, changed, exported or shared it, and when. It holds that client's entries only, so you can hand it to the client. Downloads of the client's completed forms, the files they uploaded and their superbills are in it, and so are older entries about their notes, appointments and forms. Pages that list many clients at once, like the calendar, are not included. The accounting of disclosures to people outside your practice (HIPAA §164.528) is Accounting (PDF) on the client's Records tab; see Discharge and records release.
- Export all account data (owners and admins only): a full export across the locations and data you choose. FrontDesk builds a secure ZIP in the background and emails a download link that expires in 72 hours. See Data retention and deletion.
Exporting the log is itself recorded. HIPAA audit log entries are kept 7 years.
Billing Activity: the location's ledger
Billing Activity is the location's ledger for a date range (this month by default), in four columns: Date, Type, Description and Amount.
| Row | Description | Amount |
|---|---|---|
| Session with client | Code, service, length, provider and the full fee | What the client owes (for example the copay) |
| Fee for client | Late cancellation or no-show fee | The fee |
| Charge for client | A charge added by hand | The charge |
| Payment from client | How it was paid, for example "Stripe - American Express (...3016)", Cash or Check #123, plus Autopay, Paid online or Payment plan | For example "+ $95" |
| Refund to client | The refund | For example "- $20" |
| Write-off, Discount and other adjustments for client | The adjustment | The amount taken off, for example "- $25" ("+ $25" for a correction that adds to what the client owes) |
Tiles at the top total Billed to clients, Payments received, Refunded and Adjusted & written off.
Filters: date range, All types (Sessions, Cancellation & no-show fees, Other charges, Payments, Refunds, Adjustments & write-offs), All descriptions (by service) and client search.
Export payments downloads a CSV of payments and refunds with the date, client, method, card, reference, how it was paid, who took it and the amount. ⋮ → Export full ledger downloads every row. One file holds up to 50,000 rows; for a range with more, you're asked to export it in parts.
Billing Activity follows the same rules as Reports → Financial: void and draft charges are left out, payments are dated when the money came in, and each refund appears on its own date.
Good to know
- Nothing can be edited. No one can change or delete entries from the app.
- It works per location, except sign-ins. History, the HIPAA Audit Log and Billing Activity show the location you are working in; switch location to see another. Sign In Events covers the whole account.
- Patient-rights requests are covered. Permanently deleting a client, exporting a chart and exporting the account are all recorded.