Applicant Timeline

Timeline functionality provides a detailed, chronological record of all actions taken on an applicant’s profile. This feature is essential for maintaining transparency, tracking changes, and ensuring compliance with regulatory requirements. The logs allow compliance officers to review all updates, edits, and actions associated with an applicant's verification process.

• From the Applicant profile, click on Timeline to open the profile changes history:

• The timeline interface displays a series of logs, each entry detailing a specific action taken by an applicant or on the applicant's profile. Each log entry includes the date and time of the action, providing a clear, chronological sequence of events:

How to Read the Timeline (Chronology Explained)

The Timeline in Allpass.ai shows a complete, real-time record of every action taken during a user’s verification journey — from the moment the session starts until it's completed, rejected, or left incomplete.

• The Timeline is presented in reverse chronological order (most recent action at the top).

• Each entry includes:

  • Timestamp (date and time of the event)

  • Event description (e.g., “OTP code sent”, “Email verification completed”)

  • Step status (e.g., “Accepted”, “Incomplete”, “Rejected”)

  • System or user actor (e.g., “Changed by system”, “Initiated by applicant”, or staff member name)

  • Metadata (e.g., IP address, location, browser)

How to Read It Step-by-Step

1. Start from the bottom to see how the verification flow began:

   • You’ll usually see events like:

     • “Applicant profile created”

     • “Verification initiated”

     • “Review status: init”

2. Move upward to follow the user journey:

   • Each step in the workflow will generate one or more logs.

3. Top of the timeline = most recent status

   • The current state of the application is shown here.

Tip for Troubleshooting

Start from the bottom to understand the path the user followed, then look for the first step that did not complete, was skipped, or shows a red status. That’s often where the issue lies.

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What Each Status Means

Status	What it means	When you'll see it	What to check
OPEN	The step has been initiated but not yet completed by the user.	A verification step was launched (e.g., document upload or liveness check), but the user hasn’t finished it.	This may indicate an abandoned session, user confusion, or a drop-off. If no follow-up log appears, the user likely exited before finishing.
COMPLETED	The step was successfully finished by the user.	After a user completes a task such as email verification, document submission, or a questionnaire.	This is a good sign — move up the timeline to confirm whether the next steps were also completed.
FAILED	The system attempted to process the step but it did not pass due to an error or invalid input.	A verification step was started but didn’t meet required conditions. The system detected a mismatch, error, or incomplete data that prevented the step from being marked as successful.	Compare timestamps for retries.
ACCEPTED	The system or a reviewer approved the step or the entire application.	After a step passes validation.	If this is the final step, it usually means the user is fully verified. If earlier in the process, verify that later steps are also accepted or completed.
REJECTED	A step was reviewed by a person or a rule and explicitly rejected.	A compliance officer manually rejects a submission. A rule-based filter automatically flags and rejects the verification (e.g., due to sanctions match).	Look for review logs, decision notes (if enabled), or error reasons in adjacent logs.

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Understanding Location, Device, and IP Metadata

Each log entry in the Timeline includes technical metadata that helps you understand where, how, and on what device the verification flow was accessed.

What Metadata Is Displayed?

For most events, you’ll see:

• Device & OS Example: Mac OS v10.15.7 / Chrome v113.0.0 → Indicates the operating system and browser used by the applicant.

• IP Address Example: 185.5.252.60 → The public IP address assigned to the user during the session.

• Location Example: Ukraine → Based on geolocation data tied to the IP address (note: this is an estimate).

• “View on map” link → Opens a visual map to help you validate if the user's geographic location aligns with expectations (e.g., not using VPNs or proxies).

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How to spot user-side vs. system-side errors

When something goes wrong during a KYC/AML flow, it’s important to know where the failure happened — was it due to the user's input or device? Or did the system itself encounter an issue?

The Timeline provides clues to help you quickly identify whether an error is user-side or system-side, so you can take appropriate action (e.g., follow up with the user, restart a step, or escalate internally).

General Rule of Thumb

• User-side errors = The user failed to complete an action or submitted incorrect/incomplete input.

• System-side errors = The platform or API failed to process something correctly (rare but critical).

User-Side Errors Examples: What to Look For

Log Clue	What It Means
OTP step open but no OTP verified	User didn’t enter or confirm the code
Email verification sent but not completed	User didn’t click the email link
Liveness step started but no success log	User may have denied camera access or failed the check
Questionnaire step open without follow-up	User dropped off or didn’t submit required answers

Pro tip: If the last step before “Incomplete” status is one of the above, it’s likely the user abandoned or made a mistake in that step.

System-Side Errors Examples: What to Look For

Log Clue	What It Might Indicate
Step failed due to timeout or API error	Internal issue or connection problem
Document check failed: server error	Third-party provider temporarily down
Review status changed by system without a user-triggered step	Automated logic or fallback triggered unexpectedly
Timestamps or steps skipped entirely	Platform bug, logic misfire, or misconfiguration

If something looks off and there’s no corresponding user action, contact your Allpass.ai support team for escalation.

Combined Case Example:

• Email step sent ✅

• No OTP entered ❌

• Review status: Incomplete → This is a user-side issue — most likely they didn’t follow through.

Tip for Teams

Encourage your support or compliance team to check the last 3 logs before a failure or incomplete status — 9 times out of 10, this window will show whether the problem was on the user’s end or the system’s.

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