See who changed what

TRIOPilot writes staff activity to a permanent audit log: who did it, what they did, and exactly when. If you need to show who opened a student's record, who exported a report, or who changed a setting, this is where you look.

Where to Find It

1. Go to Settings.
2. Choose the Audit Log tab.

The audit log opens on its own page, so the Settings tabs drop away. Use the sidebar to get back to the rest of Settings.

You'll see a table of events, newest first, with four columns: Timestamp, Event, User, and Details. Only admins can open the audit log, but it records what everyone does, advisors included.

Filter the Log

The filter bar at the top lets you zero in fast:

• Search details: type a keyword (a student's name, a file name) to search the Details column.
• All users: pick one person to see only their actions.
• All activity: narrow to one category: Students, Contacts, Documents, Comments, Users, Settings, Reports, or Authentication.
• From and To: limit results to a date range. Both dates are inclusive.

A counter shows how many events match, and Clear filters resets everything.

The page loads the 500 most recent matching events; if you hit that ceiling, a note appears under the table. A date range, a user, or a category reaches further back. Keyword search works differently: it looks only at the events already loaded, so pair it with a date range when you are searching older activity.

What Gets Recorded

• Student records: profile views, exports, students added by hand, bulk changes (status, advisor, tags), duplicate merges, and dismissed duplicate flags.
• Contacts and events: each logged contact, and each event you create.
• Documents: uploads and deletions.
• Comments: added, edited, deleted, and changes to whether a student can see one.
• Users: invitations, updates, archiving and restoring, and changes to a login email, display name, or profile photo.
• Settings: program settings, profile fields, profile layout, role permissions, and rollover configuration.
• Reports: every APR print or export, plus the other report exports.
• Authentication: sign-ins and sign-outs.

Each entry names the person who acted, their role, and the specifics in the Details column.

Some events sit outside the category dropdown. Student deletions and restores, rollover runs, text messages sent, appointment changes, and created events are all recorded, but no category in the dropdown reaches them. Leave the category on All activity to see them.

Where Field-Level Edits Live

The audit log is not where you find "who changed this student's phone number". Individual field edits are recorded on the student's own Activity Feed, which shows who changed what, when, and the old and new values. See Update a student's record.

Use the audit log for the program-wide picture instead: who opened records, who exported data, who changed configuration.

Why It Matters for FERPA

Student records are protected educational records under FERPA, and accountability means being able to say who viewed or changed them. The audit log is that answer: a persistent record of advisor and admin actions, retained indefinitely, with no way to edit or remove entries from the app. If a question ever comes up from a student, a family, or your institution, you can respond with a specific name, date, and action instead of a guess.

Good to Know

• Viewing counts as an action. Opening a student's profile is recorded, not just changing it. That's a feature: access to educational records is exactly what FERPA asks you to account for.
• Merges leave a trail. When staff merge duplicate records, the log names the fields kept from the new application. Dismissing a duplicate flag is recorded too. See Review possible duplicates.
• Settings changes are covered too. If a contact type or profile field changed unexpectedly, filter the category to Settings to see who saved it. See Find your way around Program Settings.