Manage Your Account

Your account page holds a profile photo, the name your teammates see, the email you sign in with, a switch for product announcements from TRIOPilot and, for advisors, assistants and admins, your email notifications and how often they arrive. To get there, click your email address in the sidebar footer, above Help and Sign Out. If the sidebar is collapsed to icons, click the round photo or initials in that same spot. On a phone, tap the menu button at the top left first; your email address is at the bottom of that menu. The page is titled Your Account, and ← Back takes you to your dashboard. This page is for staff accounts. A participant signed in to your Student Portal who opens it goes to their portal.

Add a Profile Photo

In the Profile Photo section:

1. Choose Upload Photo, or Change Photo if you already have one.
2. Pick a photo. You do not need to resize it first; TRIOPilot shrinks it for you before it uploads.
3. A Position Your Photo window opens on its own. Drag the image to center your face in the circle and use the Zoom slider to fill it.
4. Choose Save Photo. Cancel backs out without changing anything.

Your photo then replaces your initials in the sidebar, in the activity feed and comments on a student's profile, and in the admin Users list. Once you have one, a Remove button sits next to Change Photo; choose it to go back to initials. If the photo cannot be removed, you see a message and your photo stays as it was; choose Remove again.

If you pick a file that is not a photo, such as a PDF, a message under the photo buttons says so and nothing uploads; pick a photo instead. If the crop window says it cannot read the image, save the picture as a JPEG or PNG and try again. TRIOPilot saves every photo as a small JPEG under 1 MB, whatever the size of the photo you pick; in the rare case a photo cannot be made that small, the crop window says so and you can try another photo.

Change Your Display Name

In the Display Name section, type your name under Your Name and choose Save. A green check and Saved. appear under Save. The new name takes effect immediately wherever TRIOPilot shows who did what, such as the activity feed on a student's profile.

Save stays dimmed and unclickable until you actually change the text, so nothing happens if you open the page and leave it alone.

Change Your Login Email

You sign in with a one-time code sent to your email, so this address is your way in. To change it, you need to read both your current inbox and the new one. In the Login Email section:

1. Type the new address under New Email and choose Send Codes. Your current address is shown just above, under Current Email, read only.
2. TRIOPilot emails a 6-digit code to your current address and another to the new address.
3. Enter each code in its box and choose Change Login Email. The codes expire after 30 minutes.

Your login email changes as soon as both codes are accepted, and you stay signed in. Use the new address the next time you sign in.

If a code is wrong, the message names which one. You have 5 tries in all; after that, or after 30 minutes, choose Send New Codes for new ones. You can ask for new codes once a minute, and up to 5 times in an hour. Cancel drops the change.

If you enter the address you already sign in with, or one that another TRIOPilot account signs in with, nothing changes and the reason appears in red. If your program requires school sign-in, your login email must stay at your school's email domain, because your school sign-in finds your account by it; another address is refused with a message naming the domain. See Use School Sign-In. If another account starts signing in with the new address before you enter the codes, you go back to New Email to choose another address.

If you leave the page or reload it before you enter the codes, Your Account opens on the two code boxes again until the codes expire.

If your program requires an authenticator app and you have not entered its code since you signed in, the Login Email section says "To change your login email, first enter your authenticator code: open your program, then come back here." Open your program, enter the code from your app, then come back to Your Account. See Use an Authenticator App.

If you can no longer read your current inbox, ask your program admin to change your login email from Users. If you are an admin, ask another admin in your program. If your program has no other admin, or you work in more than one program, choose Share Feedback, then Report an Issue, and TRIOPilot support changes it.

Choose Which Emails You Get

Advisors, assistants and admins see an Email Notifications section. The bell at the top of the page shows every notification as it happens; under Email Me About, choose which ones also come to you by email. Each switch covers one kind:

• Students: New Applications, Students Assigned to You, Comments on Students (a colleague comments on a student assigned to you, or a student adds a comment in the portal) and Mentions. If your program calls its students something else, such as participants, the section uses that word.
• Appointments: Appointments Booked With You, shown while your program uses scheduling, and Appointment Changes (an appointment with you is moved, cancelled or reassigned).
• Texts: Texts From Students and, for admins, Texts From Unknown Numbers. These show while your program uses texting, and also while texting is off but your program keeps its texting number, because a student can still reply to an earlier text.

A switch saves as soon as you press it, a green check and Saved. appear beside it (under its row on a phone), and the change is recorded in the audit log. Every email starts on unless your program starts it off for its staff; either way, you can turn it on or off. If your program's admin has turned an email off for everyone, its switch is dimmed and says so. No email includes a comment or a note itself. Each email ends by naming the switch that turns it off.

The choices apply to the program you are working in. If you work in more than one program, the section names the program, and you can make different choices in each. If TRIOPilot cannot tell which program you are working in just then, the section says your email choices could not be loaded; reload the page to try again.

Choose How Often You Get Emails

Under How Often We Email You, choose one:

• Immediately: one email for each notification, as it happens. This is where everyone starts.
• Hourly Digest: one email at the top of each hour that had new notifications.
• Daily Digest: one email each day at about 7:00 AM in your program's time zone, with everything since the last one.

Your choice saves as soon as you pick it, a green check and Saved. appear under the choices, and the change is recorded in the audit log.

What a digest covers and what it does not:

• It covers every email you turned on under Email Me About.
• Emails to students, sign-in codes, invitations and the new application alert always arrive right away. A digest never holds them.
• If an appointment with you that starts before your next digest arrives, or less than two hours after it, is booked, moved or cancelled, you get that email right away.
• The notification bell in TRIOPilot still shows every notification as it happens.
• An hour or a day with nothing new sends nothing.
• Notifications that were already waiting follow your new choice. If you switch to Immediately, the ones still waiting arrive together in one email within about 15 minutes.
• An email your program's admin switches off is left out of your digest too, even if it was already waiting. So is one you turn off for yourself.
• If you are archived in a program, notifications from that program that were still waiting are not sent.
• Each program you work in has its own choice and its own digest. If you work in more than one program, the section names the program it applies to.
• A digest lists up to 100 notifications, oldest first, and links to the rest in TRIOPilot.

Turn Off Product Announcement Emails

Now and then, TRIOPilot emails staff about new features and service news. These product announcements come from news@updates.triopilot.com. They are separate from your sign-in codes and from the emails your program sends, which keep arriving whatever you choose here.

To stop them, turn off Product Announcements From TRIOPilot in the Product Announcements section. The change saves as soon as you switch it and is recorded in the audit log. You can also choose Unsubscribe from TRIOPilot announcements at the bottom of any announcement, then choose Unsubscribe on the page that opens. Opening that page alone changes nothing.

The choice belongs to your account, so it covers every program you work in. To get announcements again, turn the switch back on.

Need a hand?

An admin can change your photo, name and login email for you. If you work in more than one program, an admin can change only your photo, and TRIOPilot support changes your name and login email. Your email notifications, and how often they arrive, are yours to choose: an admin cannot change them for you. From Users, they choose Edit on your row, which opens the name field, the email field, and the photo buttons. The photo buttons act right away; the name and email changes apply when they choose Save. See Add a User or Advisor.

If something on this page is not working, choose Share Feedback at the bottom of the sidebar, pick Report an Issue, and tell us what happened. The technical details are attached automatically, so you do not need to copy error messages. You get an email confirming that we have your report. You can also email support@triopilot.com.