Viewing & Tracking Instructor-Led Sessions
The Sessions tab inside each instructor’s profile gives administrators a complete overview of all sessions linked to that instructor — whether they are pending, upcoming, completed, or cancelled.
This section is essential for monitoring workload, attendance trends, session outcomes, and student engagement.
This guide explains how to view, filter, and track different types of instructor-led sessions in PrepBase.
1. Where to Find Instructor Sessions
Navigate to Instructors in the left-hand menu.
Open any instructor’s profile.
Click the Sessions tab in the top navigation bar.
You will see four main categories:
Pending (Sessions scheduled by instructors or admins and not yet accepted by the students or parents)
Upcoming (Scheduled by the students/parents or scheduled by instructors/admins and accepted by the student/parent)
Completed (Conducted successfully; Action plan completed by the tutor or counselor and attendance is taken)
Cancelled (Session was cancelled by the student/parent, tutor/counselor, or admin)
Each category presents a structured table showing all relevant sessions.
2. Viewing Pending Sessions
The Pending tab displays all sessions that are scheduled but not yet accepted by the student or parent.
Information displayed in the Pending list
Each row shows:
Date & Time
Session Type (Tutoring or Counseling)
Location
Location Type (Specify Address, Online, etc.)
Location Value
Category (as defined by admin in the Sessions Cateogries subtab within the Calendar & Sessions main tab in the admin panel)
Assigned Instructor
Student(s)
To learn more about session types, categories, locations, and location types, please visit the Calendar & Sessions section
Search & Filter Tools
You can narrow results using:
Search bar to find sessions by time, student name, or category.
Filter panel with:
Attendance Status (only for completed sessions)
Session Category
Date Range
Click Apply to filter results Click Reset to clear filters
3. Understanding Session Table Columns
Across all session categories, the table includes:
| Column | Description |
|---|---|
| Date/Time | Exact schedule of the session |
| Type | Tutoring or Counseling |
| Location | The place or address tagged with the session, which is created by admin from the Locations subtab within the Calendar & Sessions main tab in the admin panel |
| Location Type | The type of the location as set by admin while creating the session category from the Sessions Category subtab within the Calendar & Sessions main tab in the admin panel |
| Location Value | Editable or fixed value depending on location type set by admin |
| Category | As defined by admin in the Sessions Cateogries subtab within the Calendar & Sessions main tab in the admin panel ( eg. Online / In-Home Session / Group Session) |
| Assigned To | Instructor assigned to lead the session |
| Students | Students participating in the session |
This standardized layout makes it easy to analyze patterns and track instructor performance.
4. Viewing Upcoming Sessions
The Upcoming tab shows all future confirmed sessions for the instructor.
This area is useful for understanding the instructor’s current teaching schedule and planning workload.
What you see in Upcoming sessions
Full list of future dates
Session type, location, location type, and category
Student name(s)
Exact time range
Assigned instructor details
Sessions appear in chronological order for quick planning and supervision.
5. Viewing Completed Sessions
The Completed tab displays all sessions the instructor has successfully delivered.
This table includes:
Date & Time
- Session Type
Location and Location Type
Category
Instructor assigned
Students who attended
Completed sessions are useful for:
Performance reviews
Session count validation
Payroll verification
Attendance tracking
6. Viewing Cancelled Sessions
The Cancelled tab lists all sessions that were cancelled, regardless of reason.
This table includes:
Date & Time
- Session Category
Location and Location Type
Category
Instructor assigned
Student name(s)
If no sessions are cancelled, you will see:
“No Data Found”
Cancelled sessions help administrators track patterns such as:
Last-minute cancellations
Student no-shows
Instructor schedule conflicts
7. Using Session Filters & Search
Across each tab, PrepBase provides robust filtering tools:
Search Bar
Search by:
Student name
Session type
Date
Category
Location
Filter Panel
Open the filter icon to sort sessions by:
Attendance status (for completed sessions only)
Session Category
These tools make it easy to quickly locate specific sessions or review activity within specific timeframes.