Find and Filter Students

The Students page lists your students with search, filters, your choice of columns and bulk actions. Your program may use its own word for students.

The list shows one program year at a time and opens on the current one. The Program Year picker sits right beside the search box. It lists every year your program has data for, plus All Years, unless an admin has chosen fewer in Settings, on the Participants tab. A student who was not carried forward into the current year by rollover is still listed in every year they were enrolled in. If your role can add students, an Add New Student button is in the page header; see Add a Student by Hand.

To bring a single former student into the current program year, open their profile and use the ... menu next to Log Contact, then choose Add to the current year. That enrolls them as a continuing participant so they show up in the current year's list. On Upward Bound, UBMS, SSS, McNair, and VUB programs, a student whose last-year record is Reportable is carried as rollover carries them, with their federal fields. If your program's federal rule drops that record from this year's APR data file, Add to PY says so and names when your program may keep it (see Roll Students Into a New Program Year). On programs other than EOC, to move a whole group forward at once, use rollover instead.

On Upward Bound, UBMS, SSS, McNair, and VUB programs, a student whose Participant Status for the year is Prior-year participant shows a Prior-Year Participant tag in place of Continuing, on the Students list, the All Years list, the dashboards and the profile.

Long lists are shown 50 rows at a time. When more than 50 students match, a pager appears below the table with Prev and Next buttons and a count like "Showing 1-50 of 300 · Page 1 of 6". Search, filters, and sorting always work across the whole list, not just the rows on screen, and changing any of them brings you back to the first page.

Search and Quick Filters

• Search box. Type any part of a name or email; it also matches high schools, tags, and phone numbers in any format (for example 555-010-2233 or 5550102233). Text that contains digits but is not a phone number, such as an email address, is not matched against phone numbers. It filters the program year you are viewing. What you typed stays in the box when you switch the Program Year picker, so you can walk one name across the years without retyping it. The small x at the right edge of the box clears it.
• Status tabs. All, Pending, Active, Served, Reportable, Inactive, and Rejected, each with a count of the students that tab shows. A search or an Advanced Filter narrows the counts along with the table, so each count matches what you see when you choose that tab. While an Advanced Filter is still loading the data it needs, the counts are hidden until the table appears. Inactive is for students who stopped taking part or never started, and Rejected for students who were not accepted. New applications wait in Pending, and an amber banner at the top of the page flags them; click the banner to jump straight to that tab. See Understand Student Statuses.
• Program Year picker. Next to the search box. Pick any earlier year to see everyone who has a record in that year, or All Years to search your whole history at once (more below). If your program lists fewer years here, All Years still finds every student, the Program Years (Participated) filter still offers every year, and a year left off the list still opens from its web address, where it is added to the picker. If your search finds nobody in the year you are viewing, the empty list offers a Search all years link that carries your term straight to All Years.

When you open a student and come back, with your browser's Back button or the Back to Students link on the profile, the list is as you left it: the same search, status tab, Advanced Filter, and program year. The page address carries them too, so a bookmark or a copied link opens the same list. If a bookmark or link filters on one of your program's own fields that an admin has deleted since, the Advanced Filter shows that condition under the field's name with "(field no longer available)", and no student matches until you remove it.

Find Anyone With All Years

When you do not know which year someone belongs to, switch the Program Year picker to All Years to search your whole history: type two or more letters of a name or email, a phone number in any format (for example 555-010-2233, 5550102233, or +1 555 010 2233), or a first and last name together in either order, and the matching students appear, whatever year they were enrolled in, with each name linking to the profile. The table shows each student's latest status, advisor, last contact, and the program years they have a record in, 50 at a time with the same Prev and Next pager.

All Years is for finding and browsing only. The status tabs, Advanced Filter, column picker, bulk actions, and Export belong to a single program year, so switch the picker back to a specific year to use them.

Ask Harder Questions With the Advanced Filter

Which active students have no advisor yet? Who has an empty phone number? The Advanced Filter answers questions like these, against the program year you are viewing.

1. Choose Advanced Filter to expand the panel, then Add Condition.
2. Pick a field, an operator (Equals, Does Not Equal, Is Any Of, Contains, Is Empty, and so on), and a value. Results update as you go; there is no button to press. To pick a field quickly, type part of its name in the list's search box (see Find a Field below).
3. Add a second condition and a Match ALL / Match ANY toggle appears. ALL means every condition must be true, ANY means at least one. Clear All removes the conditions when you are done.

For the first question: add Assigned Advisor, Is Empty, then Status, Equals, Active, and keep Match ALL. On EOC programs, the same way finds who still needs a FAFSA: FAFSA Completed, Does Not Equal, Yes. Other program types use their own FAFSA or outcome field where their APR form has one (see Find a Field below).

Is Any Of is for a field with a list of choices, such as Status, Sex or Assigned Advisor. Its value box opens a list of checkboxes: tick each choice you want, and the list keeps every student whose value is any one of them. For example, Status, Is Any Of, Active, Served, Reportable lists all three statuses in one condition, which a single status tab cannot. The box shows the choices you ticked; with none ticked, the condition filters nothing yet.

Assigned Advisor is a condition like any other, which is how you pull one person's caseload or find the students nobody has picked up yet. Choose Assigned Advisor, Equals and pick the advisor by name for their caseload, or Assigned Advisor, Is Empty for everyone with no advisor assigned. Pair the second one with Status, Is Any Of and tick Active, Served and Reportable before a caseload review, then use Assign Advisor in the toolbar to hand the group out. The admin dashboard's Unassigned Students number opens exactly this list. The choices also include anyone a student on the page is still assigned to who has been archived or can no longer carry a caseload, marked (not assignable), so you can pull up those students and assign them to someone else.

When you first open the panel you may briefly see Loading all fields while the rest of each student's record arrives; it is usually too quick to notice. If that load ever fails, a message appears with a Retry button, and search and the status tabs keep working in the meantime.

Needs Attention uses the same rule as the Needs Attention card on your dashboard and the Needs Attention report: a Served or Reportable student in the year you are viewing who is missing an APR outcome answer, or whose outcome has no supporting document where one is needed. Choose Needs Attention, Is Yes to list them for the whole program, and add Assigned Advisor to narrow it to one caseload. The page works out the answer when you add the condition, so the list shows Loading all fields for a moment first. Like the card and the report, it checks your program type's own outcomes. See Run the Needs Attention Report.

A link from a dashboard or the AI assistant can arrive with conditions already set. The panel opens showing them, so you can see exactly what the list was narrowed by, then adjust or Clear All and carry on. The count on the number or button you followed is the count you land on. A dashboard link can also set Match ANY, for example Total eligible, which lists students who are low income or first generation, or use Is Any Of, for example Unassigned Students, which opens the All tab with Status Is Any Of Active, Served, Reportable and Assigned Advisor Is Empty. Each number at the top of your own dashboard opens your students the same way, for example Needs Attention opens Assigned Advisor Equals you and Needs Attention Is Yes. See Read the Admin Dashboard and Read the Advisor Dashboard.

Target School is on EOC, Talent Search, Upward Bound and Upward Bound Math-Science programs (on EOC, once your program's target school list has a school), for the program year you are viewing. Its choices are each school on your list (an archived school is marked (archived)), Did not attend a target school, and Attended a target school (school not recorded). Target School, Is Empty lists the participants with no answer for the year. The APR report counts them in neither a school's row nor the did-not-attend line, so record their answer before you file (see Run Your APR). Target School, Is Any Of lists the participants at any of several schools.

A condition reads a value the way the table shows it. A First Name or Last Name condition matches the name as the table shows it, so a name stored with an extra space before, after or inside it still matches when you type it the way you see it. Type a Date of Birth as the table shows it, for example 3/15/2008 (Equals), or part of it, such as 3/15 (Contains). Entry Year offers each program year with records by its label, such as PY 25-26; Greater Than and Less Than compare the years. A dropdown field from your program's own fields matches a record whether it stores the choice's current code or its label, as the table shows both the same way.

If a condition's value is not one of the field's choices, such as an older wording of an educational status, the value list shows it as its own choice, marked (not in the list), so the panel always shows the value the list is filtered by. Is Any Of does the same: such a value is listed first, ticked, and unticking it removes it.

Find a Field

The field list goes well beyond what the table shows, so it has a search box and headings. Choose the field box in a condition to open the list. The fields are grouped under these headings, in this order:

• Name & Contact: First Name, Last Name, Email, Phone, Date of Birth, and SMS Opt-In.
• Address: the address lines, City, State, and Zip Code.
• Status & Year: Status, Entry Year, Educational Status at Entry, Target School (see below), and Program Years (Participated).
• Eligibility: Low Income and First Generation.
• Demographics: Race, Sex, Immigration Status, Hispanic/Latino, and the other background fields, such as High School. Limited English Proficiency is listed on EOC, Talent Search, Upward Bound and UBMS programs, and Military Connected and Age at First Service on EOC and Talent Search programs, because those are the APR forms that have them. EOC and Talent Search programs also have Age at First Service Source: Calculated from the date of birth, Entered by hand, or Is Empty for an age TRIOPilot does not keep current (see How Age at First Service Is Calculated).
• Advising: Tags, and on the Students page, Assigned Advisor.
• APR Outcomes: on EOC programs, Diploma/GED Received, FAFSA Completed, Applied to Postsecondary, Enrolled in Postsecondary, Institution Name, and Institution Type; on Talent Search programs, Institution Type. Other program types record their outcomes in their own APR fields, listed under Your Program's Fields. On the Students page, this heading also has Needs Attention.
• Your Program's Fields: your program's custom fields and its APR fields, whose names end in "(APR)".

Inside each heading the fields keep their usual order rather than A to Z, so pairs such as First Name and Last Name stay together.

To find a field fast, type any part of its name in the search box at the top of the list. The list narrows as you type, and capitals, spaces, and punctuation do not matter: "advisor" finds Assigned Advisor, "fafsa" finds FAFSA Completed, and "apr" lists every field whose name ends in "(APR)". The search reads field names, not the headings, so "apr" does not list the fields under APR Outcomes, and "address" lists the address lines but not City, State, or Zip Code. If nothing matches, the list says so. Then click a field, or use the Up and Down arrow keys (Home and End jump to the first and last field) and press Enter. Escape closes the list without changing the condition.

You can also start typing on the field box itself, without opening it first: the list opens with what you typed in the search box.

Make the Table Yours

• Choose Columns to add, hide, and reorder columns. The panel lists your current columns in order with arrows to move them, and everything else below under Add Column: one column per custom and APR field, plus extra profile columns such as Immigration Status and Last Contact. The built-in outcome columns (Diploma/GED, FAFSA Completed, Applied Postsec., Enrolled Postsec., Institution Name and Institution Type) follow the same rule as the field list: all six on EOC programs, Institution Type on Talent Search programs, and none on the other program types. Where the Target School filter appears, there is also a Target School column: the school for the program year you are viewing, Did not attend a target school, Attended a target school (school not recorded), or a dash when nothing is recorded.
• Click any column header to sort, and click it again to reverse the order. Numbers inside labels sort as numbers, so 8th comes before 10th. Students with the same value are listed by name, and empty cells sort to the bottom either way.
• Your column choices are saved in your browser, so the table looks the way you left it next time.

Act on a Whole Group at Once

Check the box beside each student, or use the checkbox in the header row to select everyone who matches your current search and filters, including students on other pages, and a toolbar appears above the list. It starts with how many students you have selected, and each tool is one button. Which tools you see depends on your role: the edit tools need permission to bulk edit students, and Send Text needs bulk texting. Read-only roles do not see the checkboxes.

• Set Status opens a short list of statuses. Pick one and it applies to the whole group straight away, in the program year you are viewing (any status except Rejected). If you pick Inactive for students who were served or reportable this year, you are asked to confirm first, because Inactive removes them from this year's federal report.
• Assign Advisor opens a list of your program's active advisors and admins. Pick a name and the whole group gets that advisor. When the list is long, type in the box at the top to find someone.
• Add Tag opens a box: type the tag and choose Add (more below).
• Set Target School appears on EOC, Talent Search, Upward Bound and Upward Bound Math-Science programs (on EOC, once your program's target school list has a school). Pick a school, Did not attend a target school, or Clear, and it applies to the whole group's records for the program year you are viewing. A student with no record in that year is not changed, and the message says how many were. Each record's history lists only what changed, and a record that already had that answer gets no history entry.
• Log Event carries the group into Record an Event, which logs a contact for every attendee in one step.
• Send Text carries the group into Send a Text to Many Students. You see it only if your program has texting turned on and your role includes bulk texting.
• Delete, at the far right, removes the group (admins only; see below).

If Set Status, Assign Advisor or Set Target School changes fewer students than you selected, the message says how many it changed and why each of the others was not: the record was deleted or merged into another record after you selected it, the student has no record in the program year you are viewing, or your role is not allowed to change it. If a record was merged, select the record that was kept and try again. The message is green when every student changed, amber when only some did (what changed in green, the rest in amber), and red when the action failed.

Your selection survives a change of search or filter, so the count in the toolbar can include students you can no longer see. Choose the × beside the count to clear the selection before you start a new group. Changing the Program Year clears the selection, because each year lists different students. A bulk action that saved also clears the selection, because it can move those students out of what you are viewing, so tick the group again for the next action. If a bulk action fails, your selection stays, so you can try again.

Tags Are Lightweight Groups

A tag is any label you choose, such as "Summer Bridge 2026" or "Needs transcript". Add one to a group from the toolbar, then pull that group back up any time: search for the tag, or add an Advanced Filter condition on Tags, Contains. There is a Tags column in the column picker too.

Use the Students Page on a Phone

On a phone the list fits the screen without sideways scrolling:

• Cards instead of a table. Each student is a card with the name, one more line of information, and the status. Choose Second Line at the top of the list to pick what that line shows, such as the assigned advisor, email or phone. Your choice is saved in your browser. The Columns button is not shown, because the cards have no columns.
• Filters. The Advanced Filter panel is hidden until you choose Filters, next to the Program Year picker. A number on the button shows how many conditions are set. If your role can export, Export stays in the same row. When a condition picks one value, such as a target school, the whole value shows under the condition, so a long school name and its NCES ID are never cut off.
• Status tabs sit on their own row and scroll sideways.
• Bulk actions. When you select students, a bar appears at the bottom of the screen with the count, Set Status, and More. More holds the other actions you have on a larger screen, such as Assign Advisor, Add Tag, Log Event, Send Text, and Delete. The result of an action appears at the bottom of the screen too, above the bar, and stays after the selection clears until you choose Dismiss, start another action, or change the program year.
• Pages. Below the list, Page 1 of 6 with Prev and Next.

All Years shows the same cards, with the program years on the second line.

Export and Delete

• Export downloads a CSV of your current view: every student matching your search and filters, not just the page on screen, with your chosen columns and Name first. Set the view up the way you want it, then choose Export. Dates in the file, and the date in its name, are your program's calendar days, the same days the table shows. The button may spin for a moment while the remaining fields finish loading; the file always contains the complete set.
• Delete asks you to type DELETE to confirm, because it removes the students along with their contacts, documents and history. If the delete does not go through, the confirmation stays open, with DELETE still typed, and says why under its buttons; choose the delete button again, or Cancel. TRIOPilot keeps a recovery record, so if a student is removed by mistake, contact support@triopilot.com to restore it. Notifications about a deleted student stay in the bell and say the record was deleted. A link to the student's profile opens a page that says when it was deleted.
• Looking for the National Student Clearinghouse request file? Admins download it from Reports, on the National Student Clearinghouse page, not from this page. See Check College Enrollment With the Clearinghouse.
• Export is an admin capability by default: an admin can grant Export Students to advisors and assistants in Settings → Team. The same permission, with Open Student Documents, lets them export one student's complete record from the profile (see Respond to a Student's Request to See Their Record). Delete is different: deleting students is always admin-only and cannot be granted to any other role. See Add a User or Advisor.