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ChangePilot Roles and Automated Emails

Users of ChangePilot receive different status reports via email depending on their role, service category ownership or individual item ownership.

ChangePilot sends automated intelligence reports to keep the right people informed about Microsoft 365 change activity in their tenant. Each report has a defined audience, cadence, and purpose. This article explains the different ChangePilot roles and the emails each role receives.

Organisations using ChangePilot are asked to nominate particular roles in the M365 change management process.

The roles are:

  • Executive Sponsor: The most senior stakeholder in the ChangePilot process. Receives periodic Change Health information and the most serious escalation alerts.
  • M365 Service Owner: Ultimately accountable for the M365 service.
  • M365 Change Process Owner: Drives the process forward, arranges internal change calls, and maintains momentum.
  • User Comms Lead: Responsible for IT and/or Microsoft 365 user comms and/or training.

Owners are also nominated for the 15 service categories: Copilot, Dynamics, Exchange and Outlook, Graph and PowerShell Identity, Microsoft 365, Microsoft 365 Apps, OS and Devices, Planner and Project, Power Platform, Purview, Security, SharePoint and OneDrive, Teams, Viva

Automated Email Reports by Role

To facilitate the process and to provide regular updates and oversight of the ‘change health’ of your organisation, ChangePilot will send the following emails to each nominated person:

Executive Sponsor: M365 Executive Change Health Report - Monthly

  • Organisation’s M365 'Change Health Score'

  • Count of new change items this month

  • Count of change items managed (closed) this month

  • Count of open items (status does not equal closed)

  • Count of missed items (assigned items that auto-closed) 

M365 Service Owner and Change Process Owner: M365 Change Status Overview - Weekly

  • Count of items added in the last 7 days

  • Count of items with the status New

  • Count of total open items

  • At risk items – items not closed and due to deploy in the next 14 days

  • Count of missed items in the last 7 days

  • Organisation's  M365 Change Health Score (breakdown by service category coming soon)

Internal Comms Lead: M365 User Impact Report - Weekly

  • List of new items with high user impact

  • List of items with high user impact which a deployment start date in the next 14 days

Service Category Owners: Category Change Health Report – Weekly

  • Category Change Health Score

  • Category items added in the last 7 days

  • Total open items in the category

  • At risk items – items within the category not closed and due to deploy in the next 14 days

All ChangePilot Users: Your M365 Change Items - Weekly

Email will only be sent to users that have at least one item assigned to them in the ChangePilot App.

  • Items assigned to the user in the last 7 days

  • Items assigned to the user with the status New

  • Total open items assigned to the user

  • At risk items – items assigned to the user not closed and due to deploy in the next 14 days

  • Link to view all user’s item in the ChangePilot App