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 session is completed: the system automatically deducts that session’s duration from the package’s total hours.

  • When a session is cancelled: no hours are deducted from the student’s package.

  • When a new session is scheduled: it appears under “upcoming Sessions,” but hours are only reduced after completion.

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.

5. When to Assign or Renew Packages

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

  • Notify the family or student.

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

  • 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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