TRIO case management
without the friction
Modern case management built for Federal TRIO programs. Advisors log a contact in seconds, and your APR builds itself from the data they already enter.
Why we built this
Built by TRIO professionals, for TRIO professionals
TRIOPilot was designed in close collaboration with TRIO professionals, so we knew the work before we wrote a line of code: the intakes, the caseloads, the APR filing. We built the platform we wanted for ourselves, one that respects your advisors' time, keeps you audit-ready, and treats every student as a person rather than a row in a database.
See it in action
A two-minute tour of TRIOPilot
Watch an advisor log a contact, an admin build the application, and the APR assemble itself from the data your program already collects.
Built for the whole team
For advisors
Log a contact the moment the student walks out, from your desk or your phone. Everything about that student lives on one screen.
For directors
Your APR numbers stay current all year, so filing is a review instead of a reconstruction.
For coordinators
The screens explain themselves. New staff log their first contact on their first day.
Why TRIOPilot
Built around how TRIO actually works
Every screen is shaped by the way TRIO programs run, from the first intake through the APR.
An interface people like using
Clean, fast, and mobile-first, so it reads the same on a laptop at your desk and a phone at a high school visit. Advisors get up to speed in minutes, not days.
Fewer clicks, more impact
Log a service contact in seconds. Find any student instantly. Update APR fields inline. No nested menus or modal dialogs. Every workflow is streamlined to get out of your team's way.
APR compliance built in
The data model maps directly to the APR: Section II, III, and IV. Every field is accounted for at intake. When it is time to file, you're not hunting through spreadsheets. You're clicking export.
Every student is a story, not a spreadsheet row
TRIOPilot centers each participant on a single activity stream: every contact, comment, and outcome in the order it happened. Your advisors read a student's journey at a glance instead of piecing it together from separate screens.
Reporting
Time to file your APR?
Already ready.
TRIOPilot ships a full reporting suite out of the box. Every report is generated live from your real participant data. No exports, no spreadsheet merging, no last-minute scramble.
- Live APR dashboard: Sections I-IV, updated in real time
- APR Outcomes Audit flags students with incomplete required fields
- Geographic distribution heat map by participant zip code
- Custom report builder with participant-level filters
- Full CSV export on demand
- Eligibility matrix enforced at the data model level
Everything your program needs
One platform, one price, every feature included.
Participant profiles
Full demographic, eligibility, and APR outcome data, captured at intake and editable inline. Every Section II, III, and IV field accounted for.
Custom application builder
Drag-and-drop intake form builder with conditional logic and rich text blocks. Supports multiple languages so students can apply in the language they're most comfortable with.
Contact logging & activity feed
Log a service contact in seconds. Every participant has a live activity timeline of contacts, profile changes, and threaded comments from staff, more like a case thread than a row in a spreadsheet.
Notifications
Real-time alerts for new comments, application submissions, and advisor assignments. Notification center on every portal with mark-as-read and dismiss.
Student portal
Give students their own secure login to check their status, upload documents, and leave a note for their advisor. Fewer status calls for your front desk, and a clearer picture for the student.
Role-based staff access
Separate, permission-scoped workspaces for advisors and admins. Advisors get a focused day-to-day workspace; admins add program-wide oversight, configuration, and fine-grained roles you control.
Program configuration
Custom branding (logo, color scheme), enrollment goals, income thresholds, high school lists, and confirmation screen copy, all admin-configurable.
Always improving
TRIOPilot is under continuous development. New features, enhancements, and improvements ship automatically. No downloads, no upgrade windows, no IT tickets. Every program gets the latest version the moment it's ready.
Pricing
Simple, transparent pricing
One price covers your whole program: every feature, every advisor, every student record.
Per program. Billed annually. Cancel anytime.
Multi-program discount. Running more than one TRIO program at your institution? Save 10% on every program.
Free white-glove onboarding. We build your student application and migrate your existing data, at no charge.
Questions programs ask
Frequently asked questions
Which TRIO programs does TRIOPilot support?
All six: Educational Opportunity Centers, Talent Search, Upward Bound (including Math and Science), Student Support Services, McNair, and Veterans Upward Bound. You choose your program type during setup, and the application form, participant fields, and Annual Performance Report follow that program's federal requirements.
How does the APR work?
Every field the Annual Performance Report needs is captured as part of normal work: the application, the participant profile, and the contacts your advisors log. When it is time to file, TRIOPilot produces your program's federal artifact from that data, along with a validation list of anything missing. Your staff submit it through the Department of Education portal themselves; TRIOPilot never connects to that portal.
Is student data protected?
Yes. TRIOPilot is built for FERPA: every program's data is isolated at the database level, all data is encrypted at rest and in transit, every advisor and admin action on a student record is written to an audit log, and access is role based. Applicants never create accounts; the optional read-only student portal is off by default. We have completed a HECVAT questionnaire for a college's security review and can provide it on request.
What does it cost?
$1,000 per program per year, billed annually. That covers unlimited staff users and participants for that program. Cancel anytime.
Can we move our data from Blumen?
Yes. We migrate your existing Blumen export for you, including participant records, contact history, applications, and uploaded documents, and we verify the counts before you go live. Coming from a different system? Ask us; most exports can be mapped the same way.
How long does setup take?
Setup is a guided walkthrough you complete yourself: pick your program type, enter your contact types, build your application form, and invite your staff. You can be collecting applications as soon as your form is built.
How do staff sign in?
With a one-time code sent to their email. There are no passwords to manage or reset, and an institutional email address is all a staff member needs.
Do students apply online?
Yes. Each program gets its own web address for its public application, built from the questions you choose in the Application Builder, in English, Spanish, and Haitian Creole. Applicants can upload documents, sign electronically, and book an appointment with an advisor as soon as they submit.
Can advisors text students?
Yes. Two-way texting from a student's record, with consent tracked, message history kept on the profile, and a monthly cap you control.
Can we get our data out?
Yes. Participant and APR data export to spreadsheets from the admin portal at any time, and uploaded documents are yours to download. Your data is never used for anything but running your program.
Does it work on a phone?
Yes. Advisors log contacts, look up students, and manage their schedule from a phone or tablet; nothing requires a desktop.
Is there a free trial?
We do not run self-serve trials. We give every interested program a personal walkthrough on a demo environment, then set up your program when you are ready.
Something else? Write to hello@triopilot.com.
Ready to see your program in TRIOPilot?
Set up your program in minutes, with free onboarding and no long-term contract.