🚀 Key Features and Benefits
PrepBase is a powerful platform built to simplify academic management, enhance communication, and create a transparent learning ecosystem between students, tutors, and administrators.
This page will walk you through the core features of PrepBase, explaining what they do, how they benefit each user role, and what access levels apply to each.
🧩 1. Centralized Dashboard
💡 Feature Overview
PrepBase offers a unified dashboard that displays all essential information — upcoming sessions, pending tasks, announcements, and performance highlights — in one place.
👥 Role-Based Benefits
| User Role | Benefits |
|---|---|
| Administrator | Get a complete overview of institutional performance, including tutor activity, session completion rates, and billing summaries. |
| Tutors / Counselors | View your teaching schedule, upcoming sessions, and recent student feedback at a glance. |
| Student | Instantly access upcoming classes, assignments, and learning resources in a distraction-free layout. |
| Parent | Monitor your child’s schedule, academic progress, and recent communications. |
| Support Staff | Manage schedules, send reminders, and ensure operational tasks are running smoothly. |
🔐 Access Level
Administrator → Full Access
Tutors / Counselors → Restricted Access (own data only)
Student / Parent → Read-Only
Support Staff → Custom (defined by Admin)
📅 2. Smart Scheduling System
💡 Feature Overview
PrepBase’s calendar system allows seamless scheduling, rescheduling, and tracking of all tutoring sessions.
It syncs automatically with tutors’ and students’ dashboards and supports reminders and notifications.
👥 Role-Based Benefits
| User Role | Benefits |
|---|---|
| Administrator | Manage organization-wide schedules, assign tutors, and monitor session attendance. |
| Tutors / Counselors | Schedule sessions, mark attendance, and sync calendar with Google or Outlook. |
| Student | View personal session schedule, receive reminders, and request reschedules. |
| Parent | View student’s session calendar and attendance history. |
| Support Staff | Handle rescheduling requests, send updates, and manage cancellations. |
🔐 Access Level
Administrator → Full
Tutors / Counselors → Partial (own students)
Student → View + Reschedule Request
Parent → View Only
Support Staff → Custom (can manage on behalf of tutors)
📚 3. Learning Resource Library
💡 Feature Overview
A centralized space where tutors and admins can upload, organize, and share study materials, notes, and reference content with students.
👥 Role-Based Benefits
| User Role | Benefits |
|---|---|
| Administrator | Create folders, organize content categories, and manage permissions. |
| Tutors / Counselors | Upload learning materials and assign them to specific student groups. |
| Student | Access assigned learning materials, past notes, and shared resources. |
| Parent | View student-accessible materials (read-only). |
| Support Staff | Help upload and organize resources, if enabled by admin. |
🔐 Access Level
Administrator → Full
Tutors / Counselors → Upload + Manage Own Resources
Student → Read-Only
Parent → Read-Only
Support Staff → Custom (optional edit rights)
🗓️ 4. Session Management & Notes
💡 Feature Overview
Tutors can log session details, attendance, student feedback, and progress summaries.
Admins can review all notes for reporting and quality assurance.
👥 Role-Based Benefits
| User Role | Benefits |
|---|---|
| Administrator | Review tutor feedback, monitor student progress, and export reports. |
| Tutors / Counselors | Add notes after each session, record attendance, and provide academic feedback. |
| Student | Review tutor notes and self-progress over time. |
| Parent | Gain insight into what was covered during sessions and view improvement summaries. |
| Support Staff | Verify that all sessions have been logged and follow up on missing data. |
🔐 Access Level
Administrator → Full
Tutors / Counselors → Add/Edit Own Notes
Student → View
Parent → Read-Only
Support Staff → Custom (Verify + Report Only)
💬 5. Communication & Messaging
💡 Feature Overview
A secure in-app messaging system that keeps communication transparent between tutors, students, and parents — while allowing admins to supervise for compliance.
👥 Role-Based Benefits
| User Role | Benefits |
|---|---|
| Administrator | Monitor communication for professionalism and resolve disputes. |
| Tutors / Counselors | Communicate directly with assigned students or parents. |
| Student | Send messages to tutors or admins for help and clarification. |
| Parent | Contact tutors or admin regarding progress and schedule queries. |
| Support Staff | Handle support messages and general inquiries. |
🔐 Access Level
Administrator → Full Monitoring
Tutors / Counselors → Direct Messaging (Assigned Students Only)
Student → Direct Messaging (Assigned Tutor/Admin Only)
Parent → Read + Send Messages
Support Staff → Read + Reply (Support Tickets)
💳 6. Billing & Payments
💡 Feature Overview
PrepBase automates invoicing, tracks payments, and ensures financial transparency for organizations and parents alike.
👥 Role-Based Benefits
| User Role | Benefits |
|---|---|
| Administrator | Manage invoices, monitor revenue, and set up recurring billing plans. |
| Tutors / Counselors | View earnings summaries and payout reports. |
| Student | Track due payments and view payment history. |
| Parent | Pay invoices securely and view transaction history. |
| Support Staff | Generate invoices and handle billing queries (if permitted). |
🔐 Access Level
Administrator → Full
Tutors / Counselors → View Own Earnings
Student / Parent → View + Pay
Support Staff → Custom (Invoice Handling Only)
📊 7. Reports & Analytics
💡 Feature Overview
Real-time insights into academic and operational performance, helping organizations make data-driven decisions.
👥 Role-Based Benefits
| User Role | Benefits |
|---|---|
| Administrator | Generate custom reports on attendance, performance, and financials. |
| Tutors / Counselors | Review progress of assigned students and track attendance stats. |
| Student | View personal progress charts and performance metrics. |
| Parent | Access visual progress summaries of their child’s performance. |
| Support Staff | Export reports for admin review. |
🔐 Access Level
Administrator → Full
Tutors / Counselors → Restricted (Own Students)
Student / Parent → Read-Only
Support Staff → Export + Read
🧠 8. AI-Powered Insights
💡 Feature Overview
PrepBase includes intelligent tools to analyze student performance trends and recommend personalized learning actions.
👥 Role-Based Benefits
| User Role | Benefits |
|---|---|
| Administrator | Identify underperforming students or tutors with data-driven alerts. |
| Tutors / Counselors | Receive suggestions for personalized student improvement plans. |
| Student | Get automated feedback and performance improvement tips. |
| Parent | View AI-generated summaries of academic progress. |
| Support Staff | Support data collection for AI analytics. |
🔐 Access Level
Administrator → Full
Tutors / Counselors → Limited to Own Students
Student → Read-Only
Parent → Read-Only
Support Staff → View Only
🌐 9. Multi-Device Accessibility
💡 Feature Overview
PrepBase works seamlessly across desktop, tablet, and mobile — ensuring users stay connected anytime, anywhere.
👥 Role-Based Benefits
Admins: Manage the system remotely.
Tutors / Counselors: Conduct sessions or check schedules on the go.
Students: Join sessions and access materials from any device.
Parents: Stay updated on progress instantly.
Support Staff: Respond to support requests without delay.
🔐 Access Level
Applies equally to all roles — login-based control ensures secure access.
🎯 Key Benefits at a Glance
| Feature | Main Benefit | Who It Helps Most |
|---|---|---|
| Centralized Dashboard | One-stop access to everything important | All Users |
| Smart Scheduling | Streamlined session planning | Tutors & Counselors, Students |
| Resource Library | Organized learning materials | Tutors & Counselors, Students |
| Session Notes | Transparent progress tracking | Admins & Parents |
| Messaging | Simplified communication | All Users |
| Billing & Payments | Financial clarity | Admins & Parents |
| Reports & Analytics | Data-driven insights | Admins, Tutors & Counselors |
| AI Insights | Smart academic recommendations | Tutors & Counselors, Students |
| Mobile Access | On-the-go management | All Users |