Audit Log & Evidence
Every action taken across your agency is automatically recorded — who did it, when, and what changed. Nothing can be edited or deleted.
What this does
XchangeHero maintains a complete, tamper-proof record of everything that happens across your listings, contacts, and properties. There are two levels: a detailed Audit & History Log on every individual record, and a live Recent Activity feed on the Overview dashboard that shows the latest actions across the whole agency.
The Audit & History Log
Every listing, contact, and property has its own Audit & History Log — a full chronological record of every event related to that record, shown as a timeline on the right-hand side of the record page.
The log is shared across all three record types. If an email arrives about a property and is linked to both the listing and the vendor contact, that same entry appears in the history of both — so you always have the full picture wherever you look.
What gets recorded automatically
You do not need to do anything to capture these events — they are written to the log automatically as your team works and as the system processes information:
What agents can manually log
In addition to automatic events, agents can add their own entries directly from any listing, contact, or property record using the Add note form at the bottom of the Audit Log panel. Use this to capture:
Every note is attributed to the agent who wrote it and time-stamped to the second. Notes cannot be edited or deleted after they are saved.
How to read an entry
Each entry in the log shows:
Method badges
The small badge on each entry tells you how it was created:
Immutable records
Audit log entries cannot be edited or deleted by anyone — including admins. This is by design. The log exists to provide a reliable record of what happened. If a mistake is made, the correct approach is to add a new note clarifying the error. The original entry remains in place.
Where to find the log
The Audit & History Log appears on three types of record:
The log on a listing shows everything that has happened to that sale — every stage change, offer, viewing, price reduction, inbox email, agent note, and applicant match. This is the primary record of a transaction's history from instruction to completion.
The log on a contact shows every interaction you have had with that person across all their roles — as a vendor, a buyer, or both. If they are selling one property and buying another, both transaction threads appear in a single timeline on their contact record.
The log on a property shows all events linked to that physical address — valuations, price changes, marketing activity, and sales history. Useful for understanding the full history of a property across multiple instructions over time.
Recent Activity — agency-wide view
The Overview dashboard includes a Recent Activity feed at the bottom of the page. This shows the last 50 events across your entire agency — not just one record — in reverse chronological order.
Each entry shows the agent who triggered the event, a short description of what happened, and a link to the record it relates to. You can filter the feed by type:
The Recent Activity feed is intended for a quick overview of what is happening across the business right now — useful for managers to see at a glance what the team has been working on and whether any records have been quiet. For a complete history of any specific record, open the record itself and read the full Audit & History Log there.
Good logging culture
The audit log is only as useful as what gets recorded in it. Encourage your team to log calls and conversations directly in XchangeHero rather than keeping personal notes elsewhere. An agency where every interaction is in the system means that any team member can pick up a conversation with any client at any time — with full context — without having to ask a colleague.