Read the Advisor Activity Report

The Advisor Activity Report compares your whole team on one page. Find it under Reports. It shows two kinds of numbers, and the column headings say which is which:

• In the Period: contacts dated in the period you pick at the top of the page.
• Assigned Students by PY 26-27 Status (the heading names the year the report counts): each person's assigned students, sorted by their status in that one program year.

There is one row for every advisor, assistant and admin in your program.

Pick a Period

Choose a period at the top of the page: Last 30 Days (the default), This Month, Last Month, This Calendar Year, Last Calendar Year, This Program Year or Last Program Year. For any other dates, enter a start and an end date and choose Apply.

• A custom range needs real dates from 1900 on, and the start date must be on or before the end date. Until it does, Apply stays off and a sentence under the dates says what to change. A saved link with a range the report cannot show opens Last 30 Days, with a note above the table saying so.
• Contacts are counted by their contact date, the date you pick when you log the contact, not the day it was typed in. A contact dated August 28 and entered on September 5 counts in August.
• Last 30 Days is 30 days, today included.
• The assigned student columns count the program year the period ends in. Last Program Year shows last year's contacts beside last year's caseload.

What Each Column Counts

Point to a column heading to see its help line. On a phone, open What Each Column Counts under the report. With PY 26-27 as the year:

• Staff Member: Every advisor, assistant and admin in this program. Choose a name to see that person's page.
• Role: The person's role in this program.
• Contacts: Contacts this person logged, dated in the period. Each contact type logged for a student is one contact, so one meeting logged with three types counts as three. An event's contacts count for its host.
• Students Served: Different students this person logged a contact for in the period. This is not the Served status.
• Assigned Students Served: Students assigned to this person who got a contact dated in the period, from anyone in the program.
• Caseload: Students assigned to this person whose PY 26-27 status is Active, Served or Reportable.
• Pending: Students assigned to this person whose PY 26-27 status is Pending. They are not in Caseload.
• Inactive: Students assigned to this person whose PY 26-27 status is Inactive. They are not in Caseload.
• Rejected: Students assigned to this person whose PY 26-27 status is Rejected. They are not in Caseload.
• No Record: Students assigned to this person who have no PY 26-27 record, usually students from an earlier program year.
• Low-Income: Caseload students marked low income.
• First-Gen: Caseload students marked first generation.
• Postsec. Enrolled: Caseload students with Enrolled in Postsecondary set to Yes for PY 26-27.

The Rejected column appears only when someone on the report has a Rejected student that year. The CSV always has it.

For each person, Caseload, Pending, Inactive, Rejected and No Record add up to every student assigned to them. Students Served is a count of students reached through contacts, whatever their status. It is not the Served status.

Who Gets Credit for a Contact

A contact counts for the person who logged it, not for the student's assigned advisor. If an admin logs a contact for another advisor's student, the admin gets the credit. When an admin names a host on an event with Hosted by, every contact the event logs counts for the host. Mentioning a colleague in the notes does not change the credit (see Mention a colleague).

Assigned Students Served shows the other side: each person's own students who got a contact from anyone in the program, including colleagues and staff who are no longer on the report. A contact logged by someone who is not on the report, such as an archived staff member, appears in no Contacts cell, but it still counts in Assigned Students Served for the student's advisor.

Why One Meeting Can Count as Several Contacts

In TRIO reporting, each contact type is one contact. If you check three contact types for one meeting, TRIOPilot saves three contacts, and the report counts three. Point to a Contacts number to see the split by contact type. On a phone, open Contacts by Type on the person's card. See Log a contact and Record an event.

Match the Report to the Students Page

The assigned student columns match the Students page for the same program year:

1. Open Students and set the Program Year picker to the year named in the report's column heading.
2. Choose Advanced filter, then Add Condition.
3. Pick Assigned Advisor as the field (type "advisor" in the field list's search box to find it fast), choose Equals, and pick the person.

The All tab then equals Caseload plus Pending, Inactive and Rejected. The Pending, Inactive and Rejected tabs equal those columns, and the Active, Served and Reportable tabs add up to Caseload. Students under No Record are not on that year's list.

Students assigned to someone who is not on the report, such as an archived advisor, appear in no row.

When the Period Spans Two Program Years

A program year runs from September 1 to August 31. When your period starts in one program year and ends in the next, the report still counts one year in the assigned student columns: the year the period ends in. A note above the table says so, for example "This period spans PY 25-26 and PY 26-27", with a link to the earlier year, such as Show PY 25-26. The link opens the report for September 1 to August 31 of that year.

The report counts one year rather than both because a two-year count would jump by hundreds of students on the day a rolling period, such as Last 30 Days, crosses September 1.

Students With No Record This Year

No Record usually means students served in an earlier program year. They count in that year's report: choose Last Program Year, or a custom period that ends in their year, to see them in Caseload.

To bring one student into the current program year, open their profile, choose the ... menu next to Log Contact, then choose Add to PY 26-27 (the menu names the current year).

The Numbers Are a Snapshot

The line at the top of the report says when the numbers were read, for example "Numbers as of Oct 1, 2026, 2:35 PM". If someone logs a contact or changes a status after that, the Students page changes at once, but the report changes only when you choose Refresh.

For example, the second contact dated in the current program year moves a Pending or Active student to Served automatically, which moves a Pending student into Caseload. See Understand student statuses.

Download the Report

Choose Download CSV to save the report as a spreadsheet. The file has one row per person with these columns: Name, Role, Contacts, Students Served, Assigned Students Served, Caseload, Pending, Inactive, Rejected and No Record for the year, Assigned Students (All) (the sum of those five), Low-Income, First-Gen and Postsec. Enrolled for the caseload, and the period's start and end dates and the time the numbers were read. The year columns name the year, for example Caseload (PY 26-27).

Each download is recorded in the audit log as Exported Advisor Activity. See See who changed what.

Each Person's Page

Choose a name to open that person's page. It shows all-time totals of contacts logged, students served and profile edits, and a dated feed of their latest work: the latest 200 contacts, 200 profile edits and 200 comments. See Add a user.