OfficeRnD Flex helps you protect and manage your organization's data in two ways:

Activity logs record every change in the platform, allowing you to audit actions, investigate issues, and maintain accountability.
Data backups and recovery secure your information through encrypted storage and structured retention policies, ensuring you can restore data when needed.

Together, these tools ensure your data remains accurate, accessible, and compliant with security requirements, while giving you full visibility over how it's used.

Frequently asked questions ↓

Summary

Activity logs capture who made a change, what was changed, and when it happened.
Logs are filterable by date, action type, collection, and affected members or companies.
Activity logs are retained for 6 months and can be deleted on request.
Automatic encrypted backups are stored hourly, daily, and weekly for set periods.
Client data and backups are securely deleted after your subscription ends.
Admins are responsible for managing inactive user accounts.

Before you start

Keep in mind the following limitations:

Only admins with the necessary permissions can access activity logs.
Data recovery from backups is subject to retention limits.
Once data is permanently deleted, it cannot be restored.

What is the activity log?

The activity log tracks changes in your OfficeRnD Flex account, making it easy to see who made updates, what was changed, and when.

Use it to:

Audit system changes for compliance.
Investigate unexpected updates or deletions.
Resolve disputes or errors by reviewing the change history.

To access the Activity Log, go to Operations > Activity Log.

What's included in the activity log?

For each change, admins can view:

Operation type: Add, update, remove, or merge.
Collection: The type of entity affected (for example, members, companies, bookings, invoices).
User: The person who made the change.
Date and time: When the change occurred.
Target: The specific item affected.
Related member or company.
Updated fields: Old and new values, plus metadata.

Activity log collections

In the Collection column, you can see any of the following items. They indicate the part of the system to which the activity relates

Collection	Description
Plans	Changes to Billing Plans.
Bookings	Changes to bookings (when new bookings are created, or existing ones are modified, waived, or canceled).
Memberships	Changes to memberships (membership renewals and creation of new memberships).
Invoices	Changes to invoices (when they are generated, sent, or modified).
Members	Changes to members.
Companies	Changes to companies.
Credits	When credits are used to book rooms or other bookable resources, and when hourly credits are given to a member or a company.
Organization	Changes in your account's setup and operational settings, such as: Updating account details, email addresses for notifications, billing details, or white label settings. Editing contract types and templates, eSignatures, or the settings under Settings > Operations > Community. Changing billing settings (all except "Billing Details Update") or processing fee settings. Updating the hot desk coefficient, desk template, the business hours settings, or the settings under Settings > Calendar > Calendar & Bookings. Modifying anything under Settings > Experience Hub, except for the ticket category options and the legal documents.
Contracts	Changes to contracts (usually contract stages).
Resources	Changes to resources.
Integrations	Setup, synchronization, and configuration changes to integrations.
Fees	Changes of fee statuses.
Credit Accounts	When Booking Credits are used, granted, or refunded.
Credit Transactions	When Booking Credits are used to pay for bookings.
Credit Seeds	Changes to the credit pool of a member or a company (when credits are automatically added on a monthly basis, either through a Billing Plan or manually). Note: The monthly credits are generated for the current and next months, facilitating the booking of resources for a month ahead.
Templates	Changes of templates.
Permissions	User role assignments.
Day Passes	Updates of Day Passes (when Day Passes are added or removed, usually through monthly updates of allowance).
User Roles	Updates of user roles.
Locations	Updates of Locations (when a new Location is added, or an existing one is modified or deleted).
Organizations	Changes in broader organizational settings and certain specialized areas, such as: Configuring location tours or activating food and beverage ordering. Configuring eSignatures, the "Billing Details Update" option, or eInvoicing settings. Updating the coin value. Deleting a ticket category option. Changing the legal documents if an already existing document is part of the Default Terms & Conditions subsection. Deleting locations. Certain actions in the Visitor Hub.
Settings	Changes to location-specific settings.
Messages	When a member sends a message to another member. You can see the message content, the sender, the recipient, and the source of the message (Member Portal vs. mobile app).
Issues	Updates of tickets (when a new ticket is opened, or an existing one is updated and resolved).
Resource Types	Changes to Resource Types.
Tax Rates	Changes to Tax Rates.
Opportunities	Changes to Opportunities.
Check-ins	When someone checks in.
Purchase Flows	Changes to Purchase Flows.
Booking Policies	Changes to Booking Policies.
Email Announcements	When an admin sends, saves as a draft, or removes an email announcement.
Attachments	When an attachment is added or removed (for example, to contracts).

Filter logs and view change details

The Activity Log includes:

Date range filters
Operation type and collection filters
Member and company filters
Detailed view when clicking a log entry

Note: Only admins with the necessary permissions can access activity logs.

To view detailed information about any change, go to Operations > Activity Log and click View Details next to it.

On the activity details page, you can see:

Which fields have been updated
A comparison between the old and the new values
Metadata, including who made the change and when

What is data backup and recovery?

OfficeRnD adheres to strict data retention policies, ensuring your records are readily available when needed and securely deleted when no longer required.

We automatically create encrypted backups of your organization's data, allowing recovery if data is lost, corrupted, or deleted by mistake. All backups use AES-256 encryption for security.

You can:

Restore lost or damaged data within retention limits.
Maintain business continuity after accidental deletions.
Meet compliance requirements for data availability.

All backups are encrypted using AES-256 encryption.

Data retention at a glance

Data type	Retention period	Notes
Activity logs	6 months	Deleted user logs are also kept for 6 months; removable on request
Hourly backups	3 days	AES-256 encrypted
Daily backups	60 days	Approx. 2 months. AES-256 encrypted
Weekly backups	150 days	Approx. 5 months. AES-256 encrypted
Client data after subscription cancellation	60 days	All client data is removed after the subscription ends
Backup data after subscription cancellation	150 days	Backups are removed after the subscription ends

Data deletion and recovery

OfficeRnD removes data securely after your OfficeRnD Flex subscription is canceled or a user is deleted.

All client data is deleted within 60 days after their OfficeRnD Flex subscription is cancelled.
All backup data is deleted within 150 days after the OfficeRnD Flex subscription is cancelled.
When a user or member is deleted manually, their information is removed from the system. However, their activity log entries remain available for 6 months, unless you'd like us to remove them.

Responsibility for inactive users

You are responsible for managing your active and inactive user lists:

An administrator should remove inactive admin users or members from the system when they become inactive or are no longer required to have access.
Deleted user data will be removed; however, activity records will remain visible in the logs for auditing purposes.

FAQ: Activity logs, data backup, and recovery

Where can I access the Activity Log?

In OfficeRnD Flex, go to Operations > Activity Log.

How long are activity logs stored in OfficeRnD?

Activity logs are stored for 6 months. Logs for deleted users are also retained for 6 months and can be deleted upon request.

Can I see detailed changes in the activity log?

Yes. You can view specific field changes, including old and new values, and metadata like who made the change and when.

How often does OfficeRnD back up my data?

OfficeRnD performs encrypted hourly backups (stored for 7 days) and daily backups (stored for 150 days).

What happens to my data if I cancel my OfficeRnD Flex subscription?

Your organization's data is deleted from the database within 60 days of cancellation, and backup data is removed within 150 days.

Can I delete activity logs manually?

Activity logs cannot be deleted from the Admin Portal. However, you can request that we delete them by contacting our support.

What encryption standard does OfficeRnD use for backups?

All backups are encrypted using AES-256.

Do I need to manage inactive users manually?

Yes. It is your responsibility to delete inactive users to ensure their data is removed according to OfficeRnD's retention policy.

[Flex] Activity Logs, Data Backup, and Recovery