User Roles and Access Levels
PrepBase uses a role-based access control system (RBAC) to ensure that every user only sees the information and tools that are relevant to their responsibilities.
This not only enhances security but also helps keep the interface simple and task-focused for each user type.
Understanding these roles is essential for setting up your organization efficiently and ensuring everyone has the right permissions to perform their duties.
🔑 Overview of Roles in PrepBase
Each PrepBase account can include multiple user roles, depending on your institution’s structure.
The main user roles are:
Administrator
Tutor / Counselor
Student
Parent / Family Member
Support Staff (Optional)
Each role has its own unique permissions, dashboards, and level of access to platform features.
1.Administrator
The Administrator role is the highest-level role within the PrepBase ecosystem.
This user typically manages the entire organization — including staff, students, billing, and system configurations.
Core Responsibilities
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Configure organization-wide settings (branding, payment, session rules, etc.)
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Add or remove users (students, tutors, counselors, and staff)
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Assign or modify roles and permissions
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Manage all calendars and sessions
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Oversee billing, invoices, and payroll
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Create and manage workflows, projects, and resources
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Access reports and analytics dashboards
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Set custom access restrictions for other users
Access Level
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✅ Full access to all system areas
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✅ Can edit or delete any record
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✅ Can impersonate other user accounts for troubleshooting
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✅ Can create and manage custom access levels (explained below)
💡 Tip: We recommend having at least two Administrator accounts for redundancy in case one user is unavailable.
2. Tutors & Counselors
The Tutor & Counselor role is designed for educators who deliver sessions and manage student progress.
They have limited administrative permissions but full control over their assigned students, schedules, and reports.
Core Responsibilities
View and manage their assigned student list
Create and update session notes or feedback
Schedule new sessions using the integrated calendar
Track attendance and session completion
Access assigned materials and resources
View their payroll summaries and invoices (if applicable)
Access Level
✅ Access to their own schedule, students, and reports
🚫 No access to global organization settings or billing data
🚫 Cannot create or delete users
✅ Can communicate with assigned students and parents within the system
✅ Can upload lesson materials to shared folders (if permissions enabled by admin)
⚙️ Optional Setting: Admins can enable “Tutors & Counselors Collaboration” mode — allowing tutors to share students and view overlapping schedules.
👨🎓 3. Student
The Student role is designed for learners who attend sessions, access course materials, and track their academic progress.
Core Responsibilities
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View scheduled sessions and upcoming classes
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Join online sessions (if applicable)
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Access shared learning materials, notes, and resources
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Track attendance and performance progress
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Communicate with assigned tutors through secure messaging
Access Level
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✅ Access only to their personal dashboard and resources
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🚫 Cannot view or edit other students’ data
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🚫 No access to organization settings or billing features
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✅ Limited access to shared resource folders (as allowed by tutors)
🎯 Goal: The student experience in PrepBase is designed to be distraction-free — everything they see helps them stay focused on learning outcomes.
👨👩👧 4. Parent / Family Member
The Parent or Family Member role connects guardians to their student’s account.
This role provides visibility into academic progress, financial information, and communication — without editing capabilities.
Core Responsibilities
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Monitor student performance and attendance
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View session schedules and feedback
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Receive important notifications or announcements
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Review and manage billing and payments for their family account
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Communicate with administrators or assigned tutors
Access Level
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✅ Read-only access to student academic progress
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✅ Full access to invoices, billing statements, and payment options
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🚫 Cannot modify or delete student data
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🚫 No access to administrative controls or other users’ data
💡 Tip: Parents can be linked to multiple students if more than one child is enrolled under the same family account.
🧩 5. Support Staff (Optional Role)
The Support Staff role is designed for internal team members who help with operations, scheduling, or communication — but don’t require full admin privileges.
Core Responsibilities
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Assist in managing student or tutor data
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Update schedules and handle rescheduling requests
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Support communication with families and tutors
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Generate and export reports as needed
Access Level
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✅ Partial access defined by administrator
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✅ Can manage assigned modules (Calendar, Communication, etc.)
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🚫 Cannot change system settings or billing data
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🚫 Cannot add or delete users unless granted temporary permission
⚙️ Admins can customize what modules a Support Staff member can see (for example, giving access only to the Calendar and Reports).
🧱 Understanding Access Levels
PrepBase uses a modular access system where each feature or module (like Calendar, Reports, Billing, etc.) can be turned ON or OFF for each role.
There are three standard access levels across the platform:
| Access Level | Description | Example |
|---|---|---|
| Full Access | The user can view, edit, and delete all data within the module. | Administrator managing the billing dashboard. |
| Restricted Access | The user can view and edit only the data assigned to them. | Tutors & Counselors viewing their assigned students only. |
| Read-Only Access | The user can only view data, without any editing rights. | Parent viewing student progress reports. |
In addition, Administrators can create Custom Access Levels, defining exactly what features are visible or editable for any user role.
🔒 Best Practices for Managing Roles
Always assign roles based on responsibilities — not seniority.
Avoid giving Administrator rights to all users; limit it to key staff.
Regularly review access permissions to maintain data security.
Use role duplication when onboarding multiple tutors or staff — it saves setup time.
If a user’s role changes (for example, a tutor becomes an admin), update their access immediately to avoid data conflicts.
🚀 Next Steps
Once you’ve assigned roles and configured access levels:
Move to the next guide — “Setting Up Your Organization” — to learn how to configure PrepBase settings for your institution.
Or review “Managing Users” to see how to invite new members, reset passwords, and deactivate accounts securely.