See Who Changed What

The audit log is TRIOPilot's permanent record of staff activity: who did what, and when. Use it to show who opened a student's record, who exported a report or who changed a setting.

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 see a table of events, newest first, with four columns: Timestamp, Event, User, and Details. Every timestamp is in your program's time zone, whatever your own device is set to. Only admins can open the audit log, but it records what everyone does, advisors included.

Filter the Log

Use the filter bar at the top to narrow the list:

• 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, Events, Appointments, Outlook Calendar, Documents, Comments, Text Messages, Users, Settings, Program Year Rollover, Deleted and Restored Records, Reports, Authentication, Program Settings by TRIOPilot, Subscription, Support, or Demo Data.
• From and To: limit results to a date range. Both dates are inclusive, and a day runs midnight to midnight on your program's clock, so an event appears under the day its timestamp shows. When From is after To, a sentence under the boxes says so, and the log shows events from every date until you correct them.

Without a filter, a counter shows how many events your program's log holds. With a user, category or date filter, it shows how many events match out of that total. Clear Filters appears once a filter is set and resets everything.

The page shows the 500 most recent matching events at a time. When there are more, a note under the table says so, and Show Older Events opens the next 500. Keyword search works differently: it looks only at the 500 events on the page, so the counter reads, for example, 10 found in 500 events searched. When older events remain, the note says how many, and Search Older Events searches the next 500. Changing the keyword starts again at the newest events. Pairing a keyword with a date range gets you there faster.

What Gets Recorded

• Student records: profile views, exports, students added by hand, bulk changes (status, advisor, tags, Talent Search random sample), duplicate merges, and dismissed duplicate flags.
• Contacts and events: each logged, edited and deleted contact, each event you create, edit or delete, and each attendee added to or removed from an event (Added Event Attendees, Removed an Event Attendee). A deleted contact shows as Deleted Contact, and Details names the student, the type and the date, for example Ana Diaz · FAFSA guidance · October 1, 2026. An edited event says how many contacts it changed and for how many students, for example 8 contacts updated for 4 students. When TRIOPilot support restores a deleted contact, event or attendee, the log shows Restored a Deleted Contact or Restored Event Records. When the notes mention a colleague, the entry names who was mentioned (or no longer mentioned, after an edit).
• Appointments: bookings, cancellations, moves, transfers to another staff member (Transferred Appointment), status changes and edits to the staff notes (Edited Appointment Notes). When the staff notes mention a colleague, the entry names who was mentioned.
• Documents: uploads, renames and outcome tag changes (Updated Document), application PDFs TRIOPilot makes for a student you add by hand or makes again (Created Application PDF), deletions, each file opened in the document viewer (Viewed Document), and each download (Downloaded Document): from the Documents tab, the document viewer, an APR outcome's paperclip, a contact attachment that opens in a new browser tab, or a participant's own download in the Student Portal. Details names the file.
• Comments: added, edited, deleted, and changes to whether a student can see one. When a comment mentions a colleague, the entry names who was mentioned, as they were named when it was saved.
• Users: invitations, people given access who already work in another TRIOPilot program (Added to Program), role changes (Changed Role, with the old and new role in words, for example Advisor to Assistant; an invitation and Added to Program show the address and the role, for example lee@stonefield.edu · Advisor), updates, archiving and restoring, a login email change started on Your Account (Started Login Email Change), and changes to a login email, display name, or profile photo. Choosing Close Sign-In for someone already archived is recorded as Archived User, and Details says whether their sign-in closed.
• Settings: program settings, named as their page names them (for example Weekly Hours, Time Off, Days Off, Booking Rules or Activity Feed Display), the application form, profile fields, federal APR fields turned on or off (Turned a Federal APR Field On or Off, where Details names the field and the change, for example Parent Education Level: off to on), profile layout, role permissions, rollover configuration, contact types and modalities (each one added, renamed, moved or removed, for example Contact Types: Added FAFSA guidance), and each staff member's own choice to turn the mention email on or off.
• Reports: every APR print or export, enrollee lists recorded as filed (including a Talent Search cohort list imported from the Department's file) or withdrawn, changes to a row of a filed cohort list (Updated a Cohort List Row), Talent Search random samples drawn in TRIOPilot (Drew the Random Sample, with the program year, how many enrollees were drawn and from how many, and the reason for a later draw), refused cohort list files, plus the other report exports. For an APR export, Details shows the program year and how many students it held, for example PY 25-26 · 41 students. A full program data export is here too: Started a Full Data Export (with how many documents it lists), Confirmed an Export Download, Read Program Records, Downloaded Program Records (with how many rows), Read Document Files (at most one entry per part every 15 minutes, plus one when the part ends, with how many files it covers), Downloaded Documents (with the part and how many files are missing), Document Download Failed, Cancelled a Full Data Export, Export Code Locked after five wrong codes, and Full Data Export Failed. See Export All Your Program Data.
• Authentication: sign-ins and sign-outs, and an invited person asking for their first sign-in code (Invitee Requested a Sign-In Code). A sign-in with an emailed code, and every sign-out, is recorded in the program the person works in mainly, so the sign-ins of someone who works mainly in another program are not here; a school sign-in is recorded in the program signed in to. When your program requires an authenticator app, the log also records each setup (Added an Authenticator App) and each code entered (Entered an Authenticator Code or Authenticator Code Refused). When someone's authenticator app is reset, Authenticator App Removed appears in every program that person works in.
• Program Settings by TRIOPilot, Subscription, Support and Demo Data: entries TRIOPilot writes for your program, such as a sign-in requirement turned on for it, a TRIOPilot support person viewing it, a subscription change, an issue someone reported with Report an Issue, or a demo program's reset.

Each entry names the person who acted, their role, and the specifics in the Details column. Someone who works mainly in another program is named too. A TRIOPilot support person who worked in your program shows by name, or as TRIOPilot Support, with the role Super Admin.

Some entries are written by TRIOPilot itself, such as a subscription change or a program set up with no admin who could sign in. Those show TRIOPilot as the user and System as the role.

Text messages, deletions and rollovers. Filter by Text Messages to see every text recorded. A bulk text sent at once shows as Sent a Bulk Text; one scheduled for later shows as Scheduled a Bulk Text, and Details gives the time it goes out. A text that was not sent shows as Text Not Sent, with the reason in Details; a text to one student that TRIOPilot blocked shows as Text Blocked, and Details says why: the student opted out, another record with the number opted out, or no consent to texts is on record. Filter by Deleted and Restored Records for student deletions and restores: for a deletion, Details names the students, for example 3 students: Ana Ruiz, Ben Li, Carla Diaz, and for a restore, it names the student. Filter by Program Year Rollover for rollover runs: Details names the two program years and the statuses chosen to roll, for example PY 26-27 → PY 27-28 · Pending and Active chosen to roll. When the admin who ran it confirmed leaving students with a cohort year out of the cohort objectives, it also says how many, for example PY 26-27 → PY 27-28 · Pending chosen to roll · 26 students with a cohort year left out, confirmed. Connected Outlook Calendar and Disconnected Outlook Calendar name the Outlook account; filter by Outlook Calendar to see them.

Where Field-Level Edits Live

Every edit to a student's record also appears in the audit log, as an Edited Student event that names who made it and when. Details names the changed fields and the program year the edit is filed under, for example Changed: Email · PY 25-26. That is the year whose Activity Feed lists the edit: for a program-year field, the year you changed; for a persistent field such as an address, the program year the edit was made in. When someone adds a student to the current program year with Add to, Details names the year that was added. To see the old and new values themselves, open the student's Activity Feed, which shows who changed what, when, and what the field held before and after. See Update a Student's Record.

When a contact or a date of birth change makes TRIOPilot calculate a student's Age at First Service again, the log shows an Edited Student row, and Details reads Changed: Age at First Service (calculated again from the date of birth) with the program year and, when the calculation left the age blank, why. The row names the person who logged the contact, recorded the event, changed the contact's date, corrected the date of birth or merged the two records. When no one person caused it, for example when support corrects a record, it names no one. See How Age at First Service Is Calculated.

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

Why It Matters for FERPA

Student records are education records under FERPA, and your program needs to be able to say who viewed or changed them. The audit log keeps every entry indefinitely, and no one can edit or remove an entry in TRIOPilot. If a student, a family or your institution asks, you can answer with a name, a date and an action.

Good to Know

• Viewing counts as an action. Opening a student's profile is recorded, not only changing it, because FERPA concerns who accessed a record as well as who changed it.
• Merges leave a trail. When staff merge duplicate records, Details lists the fields kept from the new application by name, for example Email, Tags, or one of your program's own fields. It also shows what happened to the assigned advisor: Assigned Advisor appears in that list when the advisor chosen at the merge was the new application's advisor, Assigned Advisor changed when someone else was chosen, and Assigned Advisor removed when Unassigned was chosen. When the kept record's advisor stayed, the advisor is not mentioned. The log never names the advisor. To see who was assigned, open the kept record's Activity Feed, which shows the previous and new advisor by name whenever a merge changes it. Details also counts the program-year values the merge kept. The kept record's edit history from a merge appears as Edited Student rows whose list of fields ends in (merge). 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.
• Application form saves are recorded. Each time someone chooses Save and Publish in the Application Builder, the log shows an Updated Application Form event. Details shows how many questions were added, edited, and deleted, whether questions were reordered, and which form settings changed, such as the form title or the confirmation screen. It does not show the old and new wording. If a save stops partway, for example because the connection dropped, the details start with Stopped partway and count only what was saved. See Build Your Application Form.