Export All Your Program Data

Your data belongs to you. Export All Program Data downloads every record TRIOPilot holds for your program as one ZIP file, called Program Records, and saves it to your device. TRIOPilot builds the file in your browser, so no copy of it is stored anywhere else.

The export does not include the uploaded files themselves (FAFSA documents, transcripts, signatures). It includes the list of them: every file, who uploaded it, and when.

Who Can Export

Only admins of your program can export all program data, and exporting is not a permission your admin can give to other roles, just as deleting students is not (see Add a user or advisor). If you work in more than one program, you need to be an admin of the program you are viewing. A TRIOPilot support person can also run an export for your program, for example when a contract ends; your admins get the same email when they do.

Start an Export

1. Go to Settings, choose the Account tab, and choose Export All Program Data.
2. Read What You Get and Keep It Safe.
3. Choose Email Me a Code. TRIOPilot emails a 6-digit code to the address you sign in with. It expires in 10 minutes.
4. Type the code under Code and choose Start Export.

The code keeps someone who gets hold of your signed-in browser from taking every record. You have five tries. After that, send a new code. You can send one code a minute.

When the export starts, every admin of your program gets an email saying who started it and when. Nobody can turn that email off. If you did not expect one, email hello@triopilot.com.

Download Program Records

Under Your Export, choose Download Program Records. The page reads each part of your program's records and shows its progress, then saves the ZIP file, named like stonefield-eoc-program-records-2026-09-30.zip. Keep the page open until it says it saved the file. For a large program this can take several minutes.

The ZIP file holds:

• csv/: one spreadsheet (CSV) per table, for example students.csv, student_program_years.csv, contacts.csv, text_messages.csv, comments.csv, appointments.csv, events.csv, applications.csv and audit_log.csv. Each opens in Excel or Google Sheets. Accented names open correctly. Every time is on your program's clock, with its offset from UTC. Beside a staff member's or a student's id, a column ending in _name gives their name. Your program's own profile fields each have their own column, named custom_fields. followed by the field's key.
• json/: the same rows in JSON Lines, one record per line, exactly as stored. If you are moving your data into another system, give it these files, not the spreadsheets.
• data-dictionary.csv: every spreadsheet column with its label, its type and, where TRIOPilot has them, its allowed values.
• documents.csv: every document uploaded for your program, with the student, the file name, who uploaded it, when, its size and type, and its status. Stored means the file is in storage. Deleted record means the file belongs to a record your staff deleted. Deleted, file removed means someone deleted the document itself. Not linked to a record means a file in your program's storage that no record names.
• branding/: your program's logo and homepage images.
• README.txt: what each file is, when the export started and when the records were read.

Spreadsheet safety. In the spreadsheets, a value that starts with =, +, -, @ or a tab has an apostrophe added in front, so a spreadsheet never runs it as a formula. A value longer than 32,000 characters is replaced by a note that points to the same row in the JSON Lines file, which holds every value exactly.

What is included that you might not expect. Records your staff deleted that TRIOPilot still keeps so support can restore them are in deleted_records.csv.

What is not included. Sign-in details and connection secrets (for texting and Outlook calendars), TRIOPilot's internal notes about your account, the AI assistant's diagnostic trace, and TRIOPilot's own platform settings. README.txt lists each one with its reason.

Seven Days, and the Limits

• An export stays available for 7 days. After that, start a new export.
• Only the person who started an export can download it. Another admin sees who started it, and can choose Cancel This Export and start their own.
• If you come back more than 24 hours after your last code, the page asks you to confirm it's you again: choose Email Me a Code and enter the new code.
• Your program can have one export available at a time, and admins can start at most 2 exports in 30 days. If you need another, email hello@triopilot.com.

Keep the Files Safe

These files hold every student's education records. Save them only to a device your institution manages, and delete them when you no longer need them. TRIOPilot cannot see or delete a copy once it is on your device.

What the One-Year Spreadsheet Is Still For

The Download Current Program Year (CSV) button on the same card is a quick spreadsheet with one row per student in the current program year. Use it for everyday lists. Use Export All Program Data when you need everything.

Good to Know

• Every step is in the Audit Log under Reports: Started a Full Data Export, Confirmed an Export Download (a new code after 24 hours), Read Program Records (TRIOPilot records this itself each time the records are read), Downloaded Program Records (the page saved the file), Cancelled a Full Data Export, Export Code Locked (five wrong codes) and Full Data Export Failed. See See who changed what.
• The document list is fixed when the export starts. The records are read when you download them, so a record changed in between shows its newer value. README.txt gives both times.
• If the export says it could not be prepared, the problem has been recorded and our team will look into it. You can start a new export.