Defining Statuses and Academic Statuses
This guide explains how admins can define, organize, and manage student statuses and academic statuses inside the PrepBase Admin Portal. These statuses act as standardized labels that help track student progress and academic standing within projects lifecycle stages across the platform.
NOTE: The statuses and academic statuses are created as lists that can then be attached to any project when created from the admin panel.
1. Overview: Why Statuses Matter
Statuses provide a structured way to:
Track student academic progress
Monitor project or application lifecycle stages
Maintain consistency across teams
Enable clearer reporting and filtering
Reduce ambiguity in student and project management
PrepBase separates statuses into two distinct categories to avoid overlap and confusion.
2. Status Categories in PrepBase
1. Student Project Status
Used to track the progress of a student’s project, such as counseling journeys, applications, or structured tasks.
Examples:
Not Started
In Progress
On Hold
Completed
These statuses are typically applied to:
College application projects
Counseling workflows
Long-term student initiatives
2. Student Academic Status
Used to describe a student’s academic standing or learning state at a given time.
Examples:
Active
Academic Review
Probation
Completed
Withdrawn
These statuses help counselors and admins quickly understand a student’s academic position without reviewing detailed records.
3. Accessing Status Management
Navigate to:
Admin Panel → Workflow → Statuses
You will see two tabs:
Student Project Status
Student Academic Status
Each tab operates independently but follows the same management logic.
4. Creating a New Status Group
A status group acts as a container for related statuses.
Steps:
Select either Student Project Status or Student Academic Status
Click
Add NewEnter a Status Group Name
Save the group
Once created, the group will appear in the main list with:
Number of statuses inside it
Created date
Status
5. Adding Statuses Inside a Group
Each status group can contain multiple individual statuses.
Steps:
Open a status group using either:
View from the three-dot menu
Clicking directly on the status group name
In the Statuses List section, click ➕ Add New
Enter the Status Name
Save
These individual statuses represent the actual labels used across student profiles and projects.
6. Viewing Status Details
You can view details in two ways:
Click View from the three-dot menu
Click directly on the status group name
The detail view shows:
Status group name
Total number of statuses
Created date
List of all inner statuses with their current state
This makes it easy to audit and review how statuses are structured.
7. Editing Status Groups or Individual Statuses
Edit a Status Group:
Open the three-dot menu
Select Edit
Update the name
Save changes
Edit an Individual Status:
Open the status group
Use the three-dot menu next to the specific status
Select Edit
Update the name
Save
Edits apply immediately across the system wherever the status is used.
8. Enabling or Disabling Statuses
Each status and status group includes a status toggle.
Enabled: Status is available for selection
Disabled: Status is hidden but not deleted
This is useful for:
Temporarily retiring old statuses
Maintaining historical data
Avoiding accidental usage
9. Deleting Statuses (With Caution)
Admins can delete:
Entire status groups
Individual statuses inside a group
⚠️ Best Practice:
Only delete statuses that are no longer in use, as removing active statuses may impact reporting or historical records.