Deleting records & the Activity Log (admins)
Two safety systems, best understood together: what deleting really does, and how every change in the clinic is traceable.
Deleting — admin-only, and gentler than it sounds
Only admins can delete enquiries and appointments (staff see no delete button). And "delete" here is a soft delete:
- The record vanishes from all lists, calendars, and reports.
- It is not destroyed — deleted by mistake, support can restore it.
- Every deletion is logged: who, what, when.
Cancel vs. delete — say it once more
| Cancel | Delete | |
|---|---|---|
| Patient notified | ✅ automatically | ❌ nothing sent |
| Stays in history/stats | ✅ | ❌ hidden |
| Who can do it | staff & admins | admins only |
| Use for | real cancellations | test data, true mistakes |
If a patient called it off — cancel. Delete is for things that should never have existed.
The Activity Log — the clinic's memory
Administration → Activity Log records changes across the system automatically: enquiry edited, appointment rescheduled, patient updated, record deleted — with who and when.
When to reach for it:
- "Who moved Mrs. Rao's appointment?" — it says.
- "This phone number was right last week" — see who changed it, and what it was before.
- A record seems to have vanished — check for a deletion entry.
No setup, no maintenance. It's simply always on, and it turns "someone changed something" mysteries into two-minute lookups.
Common questions
Can we delete a patient? Patient records are the clinical history — deactivating/archiving beats deleting. Talk to support for special cases (e.g. a legal erasure request).
How far back does the Activity Log go? It's kept — old entries stay available.
Can staff see the Activity Log? It lives in the Administration section — by default an admin tool.