Managing personal & professional details

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Managing Personal & Professional Details

The Instructors module in PrepBase allows Admins to efficiently manage all tutor and counselor information—from personal data and professional background to permissions, portal access, and real-time activity logs.

Keeping instructor information accurate ensures:

  • Proper student–tutor matching

  • Smooth scheduling

  • Accurate billing and payroll

  • Secure account access

  • Transparent reporting

  • Better academic delivery across the platform

1. Accessing the Instructors Module

Go to:

Left Sidebar → Instructors

The Instructors listing page includes:

  • Instructor Name

  • Email

  • Service Type (Tutoring / Counselling)

  • Subjects & Expertise

  • Assigned Students

  • Default Session Duration / Category

  • Default Rate

  • Payroll Balance

  • Onboard Date

  • Onboard Status

  • Active / Inactive Status

  • Action Menu (View / Delete)

2. Adding a New Tutor / Counselor

  1. Click the ➕ Add New Tutor/Counselor button.

  2. Fill in the multi-step instructor form.

  3. Submit to create the instructor account.

A login email is sent automatically if email notification is enabled.

3. Deleting a Tutor / Counselor

To delete:

  1. Click the three-dot menu (⋮) next to the instructor.

  2. Select Delete.

4. Bulk Actions Overview

The toolbar at the top lets admins manage multiple instructors at once.

You can perform:

Email

SMS

Add To-Do / Assign to Project

Filter by Role & Status

Filter Using Calendar (Onboard Date)

Export CSV

These tools help administrators manage instructors efficiently at scale.

5. Accessing an Instructor Profile

Steps

  1. Navigate to the Instructor’s module from the left-hand sidebar.

  2. Locate the instructor in the list using the search bar or scrolling.

  3. To open the Instructor profile:

    • Option 1: Click the instructor’s name under the Details column.

    • Option 2: Click the ⋮ (three-dot) icon at the end of the row and select View.

  4. The system loads the Instructor Details page with all profile and activity tabs.

6. Instructor Details — Overview

The instructor profile includes multiple tabs:

  • Profile

    • Personal Details

    • Professional Details

    • Expertise

    • Permissions

    • Portal

    • Activity Logs

  • Availability

  • Payroll

  • Students

  • Sessions

  • Files

  • Notes

  • To-Do

  • Projects

  • Courses

This article covers all Profile sub-sections in one place for convenience.

7. Managing Default Instructor Settings

Every instructor can have preset default values for:

  • Default Session Category

  • Default Session Duration

  • Time Zone

  • Virtual Meeting Link (Optional)

Click Change Default Settings:

Update values in the modal:

Click Save.

8. Personal Details

Navigate to:

Instructor Details → Profile → Personal Details

You can manage:

  • Name

  • Email Address

  • Country

  • City

  • Nationality

  • Date of Birth

  • Gender

  • Residential Address

  • Phone Number (optional)

  • Instructor Type (Tutor / Counselor)

  • Profile Photo

To edit, click the ✏️ Edit button → update fields → Save.

9. Professional Details

Navigate to:

Profile → Professional Details

This section stores:

  • Experience Summary

  • Years of Experience

  • Native Language

  • Additional Languages

  • Employment Status

  • Qualifications

  • Instructor Bio

  • Resume Upload

Click ✏️ Edit to update and save changes.

10. Expertise Management

Navigate to:

Profile → Expertise

You can configure the instructor’s:

  • Curriculums of Interest (e.g., IGCSE, American, IB)

  • Levels of Interest (Grade/Year levels)

  • Subjects of Interest

Click ✏️ Edit → Save.

11. Permissions Management

Navigate to:

Profile → Permissions

Permissions define what the instructor can do within their portal.

Permissions include:
Scheduling

  • Schedule Sessions

  • Cancel Sessions

  • Session Approval

  • Billable Sessions

  • Time Tracker

Profile

  • Edit Profile

  • Edit Bank Account

  • Upload Articles

Students

  • View Student Details

  • Student File Upload

  • Student Notes

  • Student To-Do

  • Student Planner

  • Student College List

Projects

  • Tiers Approval

  • Report Approval

  • Edit Stages

  • Edit Student Status

  • Edit Student Academic Status

Use toggles to enable/disable permissions → Click Save.

12. Portal Management

Navigate to:

Profile → Portal

You can manage:

Enable/Disable Instructor Login

Allows revoking an instructor’s access without deleting their profile.

View As Instructor

Lets administrators preview the instructor’s portal.

Reset Password

You can set a new password manually if needed.

Click Save after applying changes.

13. Activity Logs

Navigate to:

Profile → Activity Logs

Activity Logs provide a complete audit trail of instructor activity, including:

  • Login times

  • To-Do added

  • Course added

  • Profile updates

  • Permission changes

  • Session updates

Each entry shows:

  • Activity

  • Timestamp

  • Activity Type (Profile, Task, Course, etc.)

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