Tracking Package Usage

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Tracking Package Usage

The Packages tab in each student’s profile helps Admins track how tutoring or counseling hours are being utilized over time.
It provides a complete overview of all assigned packages, their total hours, remaining balance, and current status — ensuring transparent session and billing management for every student.

1. Accessing Package Information

  1. Go to Students → Student Profiles.

  2. Click the student’s name to open their full profile.

  3. Select the Packages tab from the top navigation.

Here, you’ll see all packages currently assigned to that student, along with details such as:

  • Package Name

  • Package Type (One-Time / Recurring)

  • Start Date

  • Total Hours

  • Remaining Hours

  • Package Service (Tutoring / Counseling)

  • Status

2. Understanding Package Usage

Each time a tutoring or counseling session is completed, the corresponding hours are automatically deducted from the student’s package balance.
This helps both Admins and Counselors monitor real-time usage and ensure students are making steady progress.

ColumnDescription
Total HrsThe total number of hours included in the assigned package.
Remaining HrsThe unused hours left in the package after sessions are completed.
Package ServiceIndicates whether the package is for Tutoring or Counseling.
StatusShows whether the package is Active or Inactive.

3. Tracking Package usage

PrepBase intelligently tracks package hours based on session activity.

  • When a new session is scheduled by student or parent: it appears under “Upcoming Sessions,” and the hours are deducted from the package automatically for any scheduled or upcoming sessions.
  • When a new session is scheduled by tutor or counselor: it appears under “Pending Sessions,” and the hours are only  deducted from the package once the student or parent accepts the session.
  • When a session is cancelled: no hours are deducted from the student’s package and any deducted hours for upcoming sessions will be added back to the relevant package.

  • When a session is completed: the package hours will not be affected since they were already deducted upon schedling the session and the system will lock the ability to cancel the session if it is marked completed. A session is marked complete once the action plan is submitted by the tutor or counselor and attendance is taken. 

Example:
If a student has a 24-hour Growth Package and completes a 3.5-hour tutoring session, the Remaining Hours will update to 20.5 hours.

4. Package Status Management

You can easily check which packages are currently active:

Each package has a toggle switch that reflects whether it’s Active or Inactive.

  • Active: Package is currently in use and hours are being consumed.

  • Inactive: Package has expired, been unassigned, or paused and will not appear to the students or parents on their dashboard.

 

5. When to Assign or Renew Packages

If a student’s Remaining Hours reach zero or near depletion:

  • Notify the family or student. They will be able to purchase new packages from their dashboard if you have activated your online payments under the Setting tab.

  • Assign a new package manually using the ➕ Add Package button if needed.

  • Set the appropriate Package Type to continue tracking seamlessly.

6. Why Tracking Packages Matters

Accurate package tracking ensures:

  • Transparent usage monitoring for Admins, Tutors, and Families.

  • Automatic synchronization with billing and scheduling modules.

  • Improved academic planning and time allocation.

  • Data-driven insights into student engagement levels.

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