Set Up the Student Portal

The Student Portal lets a participant sign in to see their own record, add a comment for your staff and upload documents. It is off unless an admin turns it on. Applicants never need an account: your application form stays public, and submitting it creates no account.

Turn It On

1. Go to Settings and choose the Features tab.
2. Press the switch on the Student Portal row. It saves the moment you press it.

Choose Manage on the row for a second switch, Show text messages in the portal, which adds the participant's texts to their portal. See Find Your Way Around Program Settings.

Once the portal is on, the Log Contact form warns your staff that participants can read their contact notes.

Give Participants the Address

Nothing in TRIOPilot links to the page where a participant sets up their account, so give them the address yourself, for example by email or on a flyer. It is your program's address followed by /student/activate, for example stonefield.triopilot.com/student/activate.

On the Set Up Your Account page, the participant:

1. Types the email address and date of birth on their profile in your program, and chooses Send Sign-In Code.
2. Types the 8-digit code from the email under Sign-In Code and chooses Sign In With Code. If the code does not arrive, Send a New Code sends another, and Use a Different Email goes back a step.

The page reads the same whether or not the details match a record, so it never reveals who is in your program. If a participant gets no code, check that the email address and date of birth on their profile match what they typed. A participant cannot set up an account while two records in your program share that email address and date of birth: merge them first (see Review Possible Duplicates). A participant also cannot set up a portal account with an email address that already belongs to a staff account.

After that first time, the participant signs in on your program's sign-in page with a code emailed to them, and lands on their portal.

What Participants See

• Their record: their name, Participant ID (the number your staff see on the profile), email, phone and date of birth, and each program year they have a record in with their status that year.
• Appointments, while your program uses scheduling: their upcoming appointments, each with Reschedule and Cancel, and their recent past ones.
• Text Messages, when Show text messages in the portal is on and your program texts: their recent texts with your program, read only. They reply from their phone.
• Documents: the 50 most recent documents on their profile, including the ones your staff uploaded, each with Download, which saves the file to their device. Each download is recorded in the Audit Log as Downloaded Document, with the participant as the user. Upload a Document adds a photo or a PDF of up to 25 MB.
• Activity: a box to add a comment (Post Comment), and the activity stream, newest first: contacts with their notes, comments your staff chose to show them, record updates, appointments and their application. A contact sits at the date it shows, so a contact logged later for an earlier day appears at that day. You choose which kinds appear with the Portal column of the Activity Feed Display card on the Participants tab. A participant's own comments always appear.

What Staff See

• Comments from the portal appear in the student's Activity Feed under the name their student record had when they set up their account, and the assigned advisor gets a bell notification. Each of your program's admins gets it instead when the student has no assigned advisor, or that advisor has been archived or can no longer carry a caseload. A participant cannot edit or delete a comment once it is posted.
• Uploads from the portal land on the student's Documents tab, listed as uploaded by Participant (via portal). See Upload and Download Documents.
• Staff comments start hidden from the participant. To show one, choose the eye icon on it. See Update a Student's Record.

Turn It Off

Press the switch on the Student Portal row again. Participants who already have an account then see Participant Portal Is Off instead of their record, and can no longer add comments, upload documents or change appointments there. Nothing is deleted, and turning the portal back on restores their access.