Processing Instructor Payments
The Payroll feature in PrepBase helps admins accurately track instructor work, review manual entries, and calculate payable amounts for Tutors and Counselors. This module ensures transparent payroll calculations while giving admins full control over approvals, filters, and exports.
1. Overview: Where Payroll Lives
Navigate to:
Payroll → Tutors / Counselors
Payroll is divided into two tabs:
Tutors
Counselors
Each tab functions the same way, displaying instructor-level earnings and entries based on completed sessions and approved manual work.
2. Payroll Dashboard (Tutors & Counselors)
The payroll list provides a high-level summary of instructor earnings.
Columns Explained
Each row represents one instructor and includes:
Name
Instructor name with phone number and email
(Clicking the name or email opens the instructor’s detailed Entries page)Student Count
Number of unique students taughtSession Count
Total completed sessionsTotal Duration
Total instructional hours loggedTotal Earned
Total amount earned based on sessions and ratesPayroll Balance
Amount currently payable to the instructorDefault Rate
Hourly rate used for payroll calculationsEntries
Total entries with pending manual entries clearly indicated
(e.g.,3 (0 pending))
3. Balance Owing (Top Summary)
At the top of the payroll page, Balance Owing shows:
The total payable amount across all instructors in the selected tab (Tutors or Counselors)
This value updates automatically as manual entries are confirmed or rejected.
4. Searching, Filtering & Exporting Payroll
Search Instructors
Use the search bar to quickly find an instructor by name or email.
Date Filter (Calendar)
Admins can filter payroll data using a calendar picker to view earnings for a specific date range.
Export Payroll Data
Click Export CSV to download payroll summaries for reporting, reconciliation, or finance processing.
5. Viewing Instructor Entries
Clicking an entry will open entry page.
Entries Page Overview
The Entries page shows:
Instructor name
Pending manual entries count
A complete list of all entries related to that instructor
6. Understanding Entry Types
Each entry has a Source that determines how it behaves.
System Entry
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Automatically generated by completed sessions
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Cannot be edited or rejected
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Always included in payroll calculations
Admin Entry
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Added directly by an admin
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Automatically approved
-
Included in payroll immediately
Manual Entry
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Submitted manually (usually by instructor)
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Requires admin approval
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Highlighted clearly in the list
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Not included in payroll until approved
7. Identifying Pending Manual Entries
Pending manual entries are:
Highlighted visually
Labeled as Manual Entry
Counted at the top of the Entries page
Excluded from payroll totals until action is taken
8. Filtering Pending Manual Entries
Admins can filter entries to focus only on pending approvals.
Filter Options
Pending Manual Entries toggle
Calendar filter to narrow by date
Reset / Apply buttons to control filtering
This makes it easy to review only items requiring attention.
9. Reviewing a Manual Entry
Click Manual Entry text in the Source column to open the review modal.
Manual Entry Review Form
The form displays:
Service (e.g., Tutoring)
Entry Status (Pending)
Number of Hours
Date
Time
Billing Status (Billable or Non-Billable)
Available Actions
Accept
Entry becomes approved
Included in payroll calculations
Payroll balance updates automatically
Reject
Entry is excluded permanently
Does not affect payroll totals
10. Entries Page (No Pending Items)
When there are no pending manual entries:
Only system and approved entries appear
Filters remain available
Payroll values remain locked and accurate
11. Tutors vs Counselors Payroll
Both tabs work identically, but are separated to:
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Keep Tutor payroll independent from Counselor payroll
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Allow role-specific financial tracking
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Simplify reporting and exports
Admins can switch tabs at any time without losing filters.