History

Trace every status change, AI action, and manual input for an applicant in chronological order — for transparency and legal records.

This is the History tab on the applicant detail view. It opens from the Applicant Detail View. A cross-account audit log at account level does not exist — the history is applicant-specific.

On this tab you see a complete chronological timeline of all activity for this applicant: status changes, phase transitions, data corrections, and AI actions. Each entry shows the actor (team member by name or "Locari AI"), timestamp, and the affected event.

What Locari automatically records: Every phase transition (e.g. Initial Review → Document Verification), every status update (e.g. flagged for manual review), every data change by the AI (fields the AI extracted from emails), and every action by a team member. What you decide: No changes to the history are possible — it is read-only. Corrections are made to the applicant data; the correction itself then appears as a new history entry.

How To

Read the chronological history

Open the History tab — the most recent entries appear at the top.
Each entry shows: event type, actor, timestamp.
Example: "15 May 2026, 09:14 — Locari AI — Phase change: Initial Review → Document Verification."

Trace phase transitions

Phase-change entries show:

Old phase and new phase
Old status and new status
Trigger: applicant / Locari AI / team member / system
Reason (when available)

Example: Müller family transitions from "Document Verification" to "Decision". Actor: Thomas Bauer (team member). Reason: "All documents reviewed, recommendation: accept."

View data changes by AI or team

When Locari or a team member updates applicant data, a data-change entry appears with:

Field name (e.g. "Monthly income")
Old value (e.g. "—") and new value (e.g. "2,850 €")
Source: e.g. "AI extraction from email" or "Manual edit"

Multiple field changes within one second are grouped and displayed as a single entry.

What the AI does during data changes: Extract information from incoming emails or documents and automatically populate or update fields — with a confidence score in the background. What you decide: Whether to correct AI-extracted values. Your correction appears as a separate history entry with your user ID.

Know retention rules

History data is stored in two tables: tenant_phase_history (phase and status changes) and tenant_data_changes (field changes). Both are tied to the applicant record.

Retention:

As long as the applicant record exists, the full history is retained.
For rejected or withdrawn applications we recommend keeping the applicant record until the GDPR retention period has elapsed (typically 6 months after the selection process closes).
When you manually delete an applicant, the history is removed immediately and permanently — no recovery is possible.

Individual history entries cannot be deleted — only deleting the entire applicant record removes the history.

Do not delete an applicant while a selection process is still ongoing. The history serves as evidence in disputes or regulatory inquiries. For lasting documentation, add a note or export relevant data before deleting.

Views and Fields

Timeline entries

Visible per entry:

Event type: initial creation / phase change / status change / data change
Actor: team member name, "Locari AI", "Applicant", or "System"
Timestamp (date and time)
Details by type:
- Phase change: old and new phase, old and new status, reason
- Data change: field name, old value, new value, source

Audit and History

This tab is the audit instrument itself. History entries are read-only; manual editing or deletion of individual entries is technically excluded — only administrators with direct database access can remove data (not via the user interface).

Permissions and Multi-Select

Visible to: all team members of the owner account.
Edit or delete history: not possible — the tab is read-only.
Delete applicant (including history): administrators only — the action is irreversible.
Manage multiple applicants at once: Applicant List — bulk rejection, filter by phase and status, sort by score.