Record an Event

Record a workshop, college visit or group session as an event. One event logs a contact for every attendee, so you do not log each student separately. Your program may use its own word for events and contacts.

Create an Event

1. Go to Events in the sidebar and choose Log Event. (You can also start from the student list: select students, then choose Log Event in the bulk action bar, or under More on a phone, and they arrive pre-added as attendees. The student list offers it only to roles with Edit Students, Bulk Edit and Log Contacts, all set on the Team tab in Settings, because the form opens only for roles with Log Contacts.)
2. Fill in the Event Name, check every Contact Type that applies (one contact record is saved per type per attendee, just like logging a contact), choose a Modality, and confirm the Date. Notes are optional and can have up to 10,000 characters; over that, the box says how many you have, keeps your text and saves nothing until you shorten it. Everything except Notes is required. The date can't be in the future, and it must be January 1, 2001 or later, so a year typed as two digits, such as 0025, is caught here. The reason shows under the field, and nothing is saved until you fix the date.
3. Add your attendees: search or filter the student table, then check the students who came. The checkbox in the table header selects everyone currently visible, and your picks are kept when you change the search, so you can gather people across several searches. On a phone, choose Choose Attendees to pick students on a full screen: search, filter by status with the tabs (Selected shows who you have picked so far), tap students to select them, and choose Add to Event to return to the form. Select All Shown selects every student the tab and search match, including those further down the list.
4. Save. The button shows your real count, for example Save Event + Log 12 Contacts, so you can check it before you save. To move the attendees to Reportable in the same save, check the box above the button first (see Mark Attendees Reportable as You Save).

Admins see one extra field, Hosted By. If you are entering an event that another staff member ran, pick them there: every contact the event logs is attributed to the host, so it shows on their caseload activity and under their name in each student's feed. The Events page lists the host with a note of who logged it, and the audit log keeps your name as the person who entered it. Advisors do not see this field; their events are always their own.

If you do not see Log Event, your role cannot log contacts. Ask your admin.

What Happens When You Save

Saving an event does three things:

• Creates the event record, listed on the Events page with its date, category, modality, attendee count, and who hosted it (and, when an admin logged it for someone else, who entered it).
• Logs a contact for every attendee for each contact type you checked, using the event's modality, date, and notes. Two types and ten attendees means twenty contact records.
• Moves attendees who are Pending or Active and reach two or more contacts in the current program year to Served, and adds an entry to each one's activity feed that says so, such as "Moved to Served automatically: 2 contacts this program year". See Understand Student Statuses.

If someone deletes an attendee's record, or merges it into another record on the duplicate review page, while you fill in the form, that attendee is left out and the rest are saved. The form stays open and names who was left out at the bottom, where the save button was, beside Continue; choose Continue to go to the Events page. If a record was merged, the student is on the record that was kept: an admin can add them with Add Students on the event. A deleted record cannot be added.

On each attendee's profile the result appears in the activity feed as a logged contact that names the event, such as "logged a contact at Fall FAFSA Night". Choose the event's name there to open its page. The event's notes carry over to each contact. The same entry on a staff member's activity log names the event too.

To bring a colleague in, type @ in the Notes and pick them from the list. They get one notification and one email for the whole event, naming the event and how many students attended, not one per attendee. See Mention a Colleague.

Mark Attendees Reportable as You Save

When the event finishes the attendees' work for the year, you can move them to Reportable in the same save, so they count in this year's APR. Check Also mark these students Reportable in the box just above the save button. The box is off by default; left off, saving works as described above. The box shows only while the event's Date is in the current program year: an event dated in an earlier year saves as it always has, and the box comes back, unchecked, when you pick a date in the current year.

Checked, the save button reads, for example, Save and Mark 12 Reportable, and choosing it opens a confirmation before anything is saved. It names the program year the attendees will count in, lists anyone who is not Served yet with their current status (they go straight to Reportable), names the others who change, names anyone who is Rejected or Inactive (they are never marked), and says how many are already Reportable (they stay as they are). When no one would change, the line under the box says so before you save, and saving records the event only. Choose Save and Mark 12 Reportable to save, or Cancel to go back to the form.

The event and its contacts save first, exactly as they would without the box, then the attendees' status for the current program year changes to Reportable. Each attendee's edit history gets an entry for the change, and the audit log records it as Updated Student Statuses, as when you use Set Status on the Students list. If the event saves but some attendees cannot be marked, the form says so, names them, and stays open: choose Try Again to mark them, or Continue to leave their status as it is. The event is not saved twice.

The box never moves a Rejected or Inactive attendee: they get their contacts, and their status stays as you set it. You see the box only if your role can change statuses for a group on the Students list. Deleting the event later, or removing an attendee, never moves a student back from Reportable.

Change or Delete an Event

On the Events page, choose an event's name to open it. The event page lists its details and every attendee, with the number of contacts the event logged for each.

• Edit changes the event's name, date, modality, and notes. A new date follows the same rule as when you log the event; TRIOPilot checks the date only when you change it, so you can always rename an older event. The notes follow the 10,000 character limit, checked only when you change them. What you change applies to the event and to every contact it logged, and the audit log keeps who changed what and whose records changed. A contact someone changed on its own with its pencil keeps every value you did not change: renaming the event changes no contact. A new date moves the contacts to the program year that contains it; when that takes them out of the current program year, TRIOPilot checks their students' Served status as it does when you delete the event (below), the hint under Date states this rule before you save, and the edit window names anyone it moved back. The contact types can't be changed here; change one contact's type with the pencil on that contact in the student's activity feed. To bring a colleague in, type @ in the Notes and pick them from the list. Each person you add gets one notification and one email for the whole event; people already mentioned are not notified again. See Mention a Colleague. Admins can edit any event. The event's host can edit it while their role can edit contacts (Edit Own Contacts or Edit Any Contact on the Team tab in Settings).
• Delete Event removes the event and every contact it logged, for every attendee. The confirmation says how many contacts it removes and for which program year, and you type DELETE to confirm. Only admins can delete an event. When the event logged no contacts, the confirmation says so, and no student's status can change.
• Add Students above the attendee list adds students you missed when you logged the event. Pick them from the same student table you use on Log Event (on a phone, choose Choose Students); students already on the event are not listed. Each student you add gets exactly what logging the event would have given them: one contact for each of the event's contact types, with its date, modality, notes, and mentions, credited to the event's host, in the event's program year. A student who reaches two or more contacts in the current program year moves to Served, as with any contact. The people the notes mention are not notified again. If a student you chose is already on the event, nothing is added and the message names them. If a record you chose was deleted or merged into another record after you picked it, that student is left out, the others are added, and the message names who was left out. For a merged record, reload the page and search for the student again; a deleted record cannot be added. When every student you chose was left out, nothing is added and the message says so. Only admins can add students to an event, the same people who can remove one, and the audit log records who added whom.
• Remove next to an attendee takes that one student off the event and removes the contacts the event logged for them, one per contact type. Only admins can remove an attendee. You can also do this from the student's profile: on the event's contact entry in the activity feed, choose Remove from Event.

When you delete an event, remove an attendee, or give an event a date outside the current program year, TRIOPilot checks each affected student who is at Served. A student goes back to the status they had before the event moved them to Served only when all of these are true:

• they are at Served now,
• they have fewer than 2 contacts left in the current program year, and
• no one set them to Served by hand this program year (adding the student with the status Served counts).

A student at Reportable, and any status a person chose, never changes. Each move back adds an entry to the student's activity feed, such as "Moved back to Active automatically: removed from the event "Fall FAFSA Night", 1 contact left this program year" (or, after a date change, "the event "Fall FAFSA Night" moved to another program year"), and a row in the audit log. A move to Served from before these entries existed recorded no earlier status, so the student goes back to the last status a person set, or to Active if no one set one. If TRIOPilot cannot check a student's status, it says so and lists each student with a link to their profile, so you can confirm it there.

Deleted an event or removed an attendee by mistake? Choose Share Feedback, pick Report an Issue, and say which event and when. TRIOPilot support can restore it: the event, its attendees and their contacts come back as they were, and a student who has two or more contacts in the current program year again moves to Served. When the event was in an earlier program year, a student the removal moved back from Served in that year returns to Served there once they have two or more contacts in it again, unless someone changed their status in that year since; support tells you which students' statuses to check. A student deleted since then is left out until that student is restored. Files that were attached to those contacts stay on each student's Documents tab without the link to the contact.

Events recorded before event pages existed were linked to their contacts when event pages arrived. If an attendee shows 0 contacts on the event page, their contacts could not be matched to the event, so Edit and Delete Event leave those contacts as they are. Use Share Feedback if you need them changed.

Tips

• The event's date sets which program year the contacts count toward, so pick it carefully. The Events page shows only the current program year, 200 events at a time by date (newest first, and on one day the most recently logged first), with Show Older Events for the next 200, so a backdated event lands its contacts in the earlier year and does not appear on that page.
• Check the count on the save button before you save. If something is wrong afterward, open the event from the Events page to edit it, or ask an admin to add a student you missed, remove an attendee, or delete the event.
• Contact types and modalities come from the same lists you see when you log a contact. You can check several contact types, but an event records exactly one modality. Your admin manages both in Settings, on the Participants tab.
• Need to credit the same group for a different topic on a different day? Record a second event. Each event logs its own contacts per attendee.
• The event's date can set an attendee's Age at First Service. For EOC and Talent Search, an event dated before an attendee's first contact in the year becomes their first service, and an age calculated from the date of birth follows it. See How Age at First Service Is Calculated.