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Short, friendly guides for getting things done in TRIOPilot. Search below, or browse by who you are.
Getting started
New here? Start with the basics.
- Getting Started With TRIOPilotWhat TRIOPilot is, how to sign in, and where to go for your role.
- Manage Your AccountSet your profile photo, change your display name, update your login email, choose which notifications also come by email and how often they arrive, and turn product announcements from TRIOPilot on or off.
- What Applicants SeeA walkthrough of your public application form, so you can answer questions and help someone through it.
- Accessibility in TRIOPilotWhat works today with a keyboard, a screen reader and zoom, the known limitations, what admins control on their own pages, and how to report an accessibility problem.
For advisors
Day-to-day work with your students.
- Find and Filter StudentsSearch the student list, answer questions like "which active students have no advisor?", customize your columns, and act on a whole group at once.
- Read the Advisor DashboardWhat the tiles and cards on your dashboard count, and where each one takes you.
- Log a ContactRecord an advising interaction so it counts toward your APR.
- Understand Student StatusesWhat Pending, Active, Served, Reportable, Inactive, and Rejected mean, and how a student moves between them.
- Add a Student by HandEnter a student from a paper application. TRIOPilot creates the record and files their answers, just as if they had applied online.
- Upload and Download DocumentsAttach files to a student's profile, view them on the page, tag them to APR outcomes, and manage them safely.
- Record an EventLog a workshop or group session and credit every attendee at once.
- Send a Text MessageText a student who has opted in, and keep the whole conversation on their profile.
- Review Possible DuplicatesCompare a flagged application with a record already on file, then merge them or keep both.
- Send a Text to Many StudentsPick a group, write one message, and send it now or at a time you choose.
- Mention a ColleagueType @ in a comment, a contact note or an appointment's staff notes to bring a colleague in; they get a notification and an email.
- Update a Student's RecordEdit any field right on the profile, and make sure your edit lands in the right program year.
- Manage Your SchedulePublish the hours students can book, read your week or month at a glance, and block off the time you are not available.
- See Program ActivityThe Program Activity card on your dashboard lists the newest contacts, comments, new students and appointments across your whole program.
- Use the AI AssistantAsk questions in plain English to look up students, build lists, draft contact logs, and prepare texts for you to send.
- Change or Cancel an AppointmentMove, cancel, or close out an appointment after it is booked, including the one thing TRIOPilot will not do for you.
- Connect Your Outlook CalendarLink your college Microsoft 365 calendar so your meetings block booking time, appointments land on your calendar, and students get an invitation.
- How Age at First Service Is CalculatedHow TRIOPilot calculates Age at First Service from the date of birth, when it calculates it again, and which ages it leaves alone.
For admins
Set up your program, run reports, manage your team.
- Read the Admin DashboardWhat each number on the admin dashboard counts, and how to open the students behind it.
- Set Up Your ProgramWhat to have ready for setup, what onboarding created for you, and a first-week checklist to go live.
- Add a User or AdvisorInvite staff, choose the right role, adjust permissions, and archive accounts when someone leaves.
- Build Your Application FormUse the Application Builder to design the intake form applicants fill out.
- Run Your APRSet up your APR configuration, generate the report, and export what you file.
- Roll Students Into a New Program YearCarry the participants you choose from the current program year into the next one, safely.
- Run the APR Outcomes AuditFind every Active, Served and Reportable student who is missing an APR outcome answer, for one program year, and export the list.
- Run the Needs Attention ReportFind every student in your program with missing APR outcome data or missing evidence, across all advisors, for any program type.
- Customize Student ProfilesAdd custom fields, set rollover behavior, turn on federal APR fields, and arrange the profile layout.
- Find Your Way Around Program SettingsA guided map of Settings: which tab holds what, from your program's name and branding to reporting numbers, feature switches, and your account.
- Edit Your HomepageBuild the public homepage visitors see at your program's web address.
- Set Up the Student PortalTurn on the Student Portal, give participants the address to set up their account, and see what they can do there.
- Set Up Appointment SchedulingTurn scheduling on, name the appointments you offer, set your booking rules, and invite applicants to pick a time.
- Edit the Emails TRIOPilot SendsCustomize the eleven automatic emails with rich text, choose who gets the new application alert, and see how each staff member starts with each staff email; your application's languages translate automatically.
- See Who Changed WhatUse the audit log to review staff activity in your program, filtered by person, category, date, or keyword.
- Export All Your Program DataDownload everything TRIOPilot holds for your program, every record, text message and uploaded document, as ZIP files or straight into a folder on your device.
- Read the Advisor Activity ReportWhat each column counts, who gets credit for a contact, and how the report matches the Students page.
- Respond to a Student's Request to See Their RecordExport one student's complete record as a ZIP file when the student (or a parent) asks to inspect it under FERPA.
- See Where Your Students LiveMap your students by ZIP code for one program year, and filter the map by status, entry year, eligibility and outcomes.
- Check College Enrollment With the ClearinghouseDownload a StudentTracker request file for the National Student Clearinghouse from Reports, then upload it to the Clearinghouse yourself.