History

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. Pre-selection → 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: Pre-selection → 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 "Approved". 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For rejected or withdrawn applications we recommend keeping the applicant record until the GDPR retention period has elapsed (90 days after the selection process closes).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 not possible via the user interface. The history is only removed when you delete the entire applicant.

Good to know

The history is read-only — you cannot edit or delete individual entries.
Deleting the entire applicant also removes their history irreversibly.
For an overview across all applicants switch to the Applicant List — filter by listing, phase, and date range, sort by name, application date, or last update.