Workflow Logs

A quick clarification before we start

This page describes Workflow Logs inside Booknetic SaaS — a record of what happened each time one of your SaaS workflows fired (whether the email/SMS/webhook actually went out, and what went wrong if it didn't).

This is not the Logs add-on, which is a separate Regular Booknetic feature that records appointment and customer edits. Two different surfaces, two different jobs.

BETA notice. Workflow Logs is currently on the Booknetic SaaS BETA channel (introduced with v3.11.0). The behaviour described below is what's live today, but small details — field names, defaults, retention behaviour — may still shift as we stabilise the feature. If something on your install looks different from what's written here, please let support know.

What Workflow Logs answers

When you build a SaaS workflow — "send a welcome email when a tenant signs up", "fire a webhook when a tenant pays", "notify the platform on cancellation" — you eventually ask one of these:

• Did my workflow actually fire?
• The customer says they never got the email. Did Booknetic try to send it?
• I changed a recipient address. Is the workflow still working?

Workflow Logs is where those questions are answered. Every time one of your SaaS workflows runs an action, Booknetic writes a row to Workflow Logs. The row tells you which workflow ran, which event triggered it, what action was taken (Send Email, Webhook, Telegram, SMS, etc.), and whether it succeeded or failed.

Where to find it

In your Booknetic SaaS admin, open Workflows in the left sidebar. Underneath, you'll see a sub-menu called Workflow Logs.

If you don't see Workflow Logs, two things to check:

• The Workflow Logs capability needs to be enabled on your install. On most SaaS setups this is on by default for the platform owner; if a colleague's account doesn't see the sub-menu, ask the platform admin to confirm the capability.
• The page is part of the BETA feature set. If you're on a stable channel that hasn't picked up v3.11.x yet, you may need to update.

The Workflow Logs list

Open Workflow Logs and you get a table of every action your SaaS workflows have run, newest first.

Each row shows:

A search box at the top lets you filter by ID or workflow name.

What this view shows on the SaaS side. When you open Workflow Logs from the Booknetic SaaS admin (the super-admin panel), the list shows the actions run by your SaaS-level workflows — the ones you built under SaaS → Workflows, for tenant lifecycle events like signup, subscribe, pay, cancel. It does not show every tenant's own appointment-workflow runs. A tenant's own per-tenant workflow logs live inside that tenant's own Booknetic admin and are scoped to that tenant.

Acting on a row

Each row has a small kebab menu at the right with three actions:

• Details — opens a side panel with everything we recorded about that run.
• Retry — re-runs the same action with the same data. Useful if a failed action was caused by something temporary (your email provider was briefly down, a webhook endpoint was momentarily unreachable). Retry doesn't overwrite the old row — it writes a fresh log row with the new outcome, so the original failure stays visible for your audit trail.
• Delete — removes the row. You can also tick the checkboxes on multiple rows and delete them in bulk.

What the Details panel shows

Click Details to open the log entry.

The panel pulls together everything we recorded for that single run:

• Workflow — the workflow's name, so you can jump back to it if needed.
• Date — when the action ran.
• Event — the SaaS event that triggered the workflow (or Test for a Save & Test run).
• Action — the channel/action that ran for this row.
• Status — a Success or Failed badge.
• Error message (Failed runs only) — the short error text Booknetic captured when the action stopped. This is your first clue when an email didn't arrive: was the recipient invalid? Was the API key rejected? Was the SaaS plan limit reached? The error text usually points you straight at the cause.
• Event data — a small key/value table of the event payload Booknetic had at the moment the workflow fired (for example, the tenant ID, plan ID, and amount on a Tenant payment received event). This is what the workflow's shortcodes were filled with.
• Action data — a key/value table of the action's own settings as Booknetic processed them: for an Email action that's the To address, Subject, and Body exactly as they were sent. For a Webhook action that's the URL, headers, and body.

A Retry button appears at the bottom of the panel when the original run captured enough information to be replayed.

A workflow's edit screen — for context

For reference, this is what a SaaS workflow looks like in its editor. Each time the When event fires and each Do this action runs, Workflow Logs gets a new row.

How long are logs kept?

In the current release, Workflow Logs are kept until you delete them yourself. There is no built-in time-based auto-deletion, and no row-count cap.

Use the row's Delete action, or tick multiple rows and delete in bulk, when you want to prune older entries. The Workflow Logs feature is still on the BETA channel, so a future update may introduce an automatic retention policy — we'll add a note to this page when that happens.

Common questions

"My workflow logged a Success row, but the customer says they never received the email. What happened?"

A Success status means Booknetic handed the message off to the channel (your email gateway, Twilio, your webhook endpoint, etc.) without an error. From the channel onwards, deliverability is in that provider's hands. Common reasons a Success row doesn't reach the recipient:

• The email landed in spam or a quarantine queue.
• The recipient address has a typo (open Details → Action data → check the To row).
• Your email gateway accepted the message but later bounced it (check the provider's own logs).
• The SMS/WhatsApp number was correctly accepted by Twilio but invalid for delivery (check Twilio's logs).
• For webhooks: your endpoint returned a 200 but then dropped the payload internally (check your own endpoint logs).

If Details shows the action data is correct and Status is Success, the next step is your provider's logs, not Booknetic's.

"My workflow logged a Failed row. Where do I look?"

Open Details on the failed row. The Error message line is the short text Booknetic captured when the action stopped. Common patterns:

• Authentication failed / invalid credentials — re-check your provider settings (Settings → Integrations → the relevant channel).
• Limit reached — your SaaS plan's usage limit for that channel was hit. Check the plan's capabilities.
• Endpoint unreachable / timeout — for webhooks, your destination URL didn't respond in time.

Once you've fixed the underlying cause, click Retry to re-run the action with the same data.

"Can I delete old logs to free up space?"

You can delete log rows one at a time or in bulk. Whether deleting them reduces your storage usage depends on your install — please contact support if you're trying to plan a clean-up around plan limits, and we'll confirm the exact behaviour for your configuration.

"A retry isn't doing anything. Why?"

Two things gate Retry:

• The original run has to have captured enough information for Booknetic to replay it. Very old logs from before the Retry feature shipped may not be replayable; the Retry button won't appear in Details for those rows.
• If the underlying issue is still present (e.g. the provider credentials are still wrong, the SaaS plan limit is still reached), Retry will simply produce another Failed row with the same error. Fix the cause first, then Retry.

"I want a single place to see logs across all my tenants."

Workflow Logs in the SaaS admin shows your platform-level SaaS workflow runs (signup emails, billing notifications, the workflows you built under SaaS → Workflows). It does not aggregate every tenant's appointment-workflow runs into one view. Each tenant sees their own Workflow Logs inside their own Booknetic admin, scoped to their account.

"Are Test runs separate from real ones?"

Save & Test runs from the workflow editor also write to Workflow Logs — they show Test in the Event column. Treat them as legitimate log rows for the purpose of verifying your setup, and feel free to delete them once you're done testing.

Related pages

• Workflows — building the workflows that produce these log rows.
• Workflow events — the full list of SaaS lifecycle events that can trigger a workflow (tenant signup, subscription, payment, cancellation, expiry reminders, customer signup/password reset, and more).
• Logs add-on (Regular Booknetic) — the separate appointment / customer audit-log feature; covered under the main Booknetic docs surface, not here.