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.
Common Tasks
- Read the chronological history
- Trace phase transitions
- View data changes by AI or team
- Know retention rules
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.