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The audit trail

See who changed or read what in Careers Orbit, and when, filtered by kind of change, candidate data or person.

Reference2 min read

Admins can open Audit trail to see every change in your organisation's Careers Orbit, newest first. Times are in UTC.

Recorded:

  • jobs: created, changed, sent for review, approved, sent back, published, scheduled, closed, moved to the bin and restored
  • application forms, the pipeline, departments and locations
  • the career site, its logo and each new version of the privacy notice
  • API keys, management tokens, webhooks and roles
  • job templates, email and text message templates, automations and SMS and WhatsApp settings
  • job boards: settings, tests, files downloaded and postings confirmed by hand
  • interview kits, interviews, scorecards, availability and connected calendars
  • offers, referrals, assessments, talent pool segments and campaigns
  • AI writing settings and AI assistants connected or disconnected
  • reports exported
  • every application that arrives, and every sign-up to the talent pool
  • candidates' data: profiles opened, CVs and documents opened or downloaded, applications summarised with AI, searches exported, data downloaded for a request, legal holds, data requests and erasures
  • what candidates do in their account: signing in, withdrawing, adding documents, downloading their data

Changes made by the scheduler, such as a job closing or a candidate being erased on their date, show as Careers Orbit. What candidates do in their account shows with their name. Changes made through an AI assistant or a management token show both, such as 'Claude for Ingrid Berg' or 'Token "HR sync" for Ingrid Berg'. Once a candidate is erased, entries about them keep who did what and when, and show the candidate as erased.

Use the two lists at the top to see one kind of change, or one person's changes. The kinds are Candidate data, Reads of candidate data, Jobs, Applications, Candidates, Application forms, Pipeline, Departments, Locations, Career site, API keys, Roles and Data requests. Candidate data shows everything about candidates, read or changed; Reads of candidate data shows only who looked at or exported it. Changes are grouped by day, 100 at a time; Show older changes loads more.

When one person makes four or more changes within ten minutes of each other, such as an import or a round of edits, they show as one line, such as "Kari Nordmann made 12 changes", with the first things they changed. Select the line to see each change.

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Who can do whatAdmins run everything, Recruiters write and publish jobs and see every candidate, Hiring managers work on their own jobs, and Viewers look.Erasing a candidateErase a candidate for good, from their applications and files to emails, notes and connected systems, or put them on legal hold to keep their data longer.Connect an AI assistantWork on jobs and applications from Claude, ChatGPT or another assistant through Careers Orbit's MCP server, within your own role. Assistants read and draft; they never decide about candidates.Data requestsAnswer candidates who ask to see, correct or erase their data, from their account or by email, within the month shown on each request.