Managing tier-based reports

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Managing Tier-Based Reports

Tier-based reports in PrepBase allow admins to structure workflow reporting into clear, progressive layers (tiers). Each tier can represent a milestone, review level, or reporting checkpoint—making it easier to track progress, actions, and feedback across complex processes such as admissions, counseling, or multi-step projects.

This guide explains how to create, view, edit, and manage tiers, and how tier-based reporting improves visibility and decision-making.

1. What Are Tier-Based Reports?

Tier-based reports organize workflow data into hierarchical tiers, where each tier can include:

 

  • Statuses (e.g., Pending, Approved, Rejected)

  • Actions (e.g., Review, Escalate, Complete)

  • Optional feedback collection

This structure is ideal for:

  • Admission reviews

  • Multi-stage counseling evaluations

  • Internal quality checks

  • Approval-driven workflows

2. Accessing Tiers Management

Navigate to:

Admin Panel → Workflow → Tiers

Here, you’ll see a complete list of existing tiers with:

  • Tier name

  • Number of tiers inside it

  • Description

  • Accessibility (e.g., Anytime or date-based)

  • Created date

  • Status (Active/Inactive)

3. Creating a New Tier

  1. Click ➕ Add on the Tiers page.

  2. Enter the Tier Name (e.g., “Initial Review”).

  3. Select Accessibility:

    • Anytime – always available

    • Once per month – available

    • Twice per month – available

  4. (Optional) Add a Description to clarify the tier’s purpose.

  5. Click Save.

The tier is now available for use in reports and workflows.

4. Viewing Tier Details

You can open a tier in two ways:

  1. Click the tier name directly.

  2. Use the three-dot menu → View.

The View Tier page displays:

  • Tier name and description

  • Accessibility settings

  • Created date

  • List of tiers inside it (if applicable)

  • Current status (active/inactive)

5. Managing Tiers Inside a Tier (Nested Tiers)

Some workflows require sub-tiers (e.g., “Document Review” inside “Application Review”).

From the View Tier page:

Adding Statuses and Actions to a Tier

Each tier can define how progress is tracked:

Status Options

  • Add multiple status labels (e.g., Not Started, In Review, Completed).

  • These appear when tracking or reporting progress.

Action Options

  • Define actions users can take (e.g., Request Documents, Approve, Escalate).

  • Actions standardize workflow decisions.

Feedback Toggle

  • Enable Feedback if qualitative input or remarks are required at this tier.

  • Useful for counselor notes or reviewer comments.

Adding a nested tier

  1. Scroll to Tiers List.

  2. Click ➕ Add to create a tier inside the parent tier.

  3. Define its name, statuses, actions, and feedback settings.

  4. Save to add it to the hierarchy.

This allows granular reporting without cluttering the main workflow.

Editing a nested tier

  1. Open the three-dot menu → Edit.

  2. Modify:

    • Name

    • Status

    • Action

    • Feedback

  3. Click Save to apply changes.

Edits take effect immediately across all related reports.

Deleting a nested tier

  1. Open the three-dot menu → Delete.

  2. Confirm the action.

6. Editing an Existing Tier

To update a tier:

  1. Open the three-dot menu → Edit.

  2. Modify:

    • Name

    • Accessibility

    • Date

    • Description

  3. Click Save to apply changes.

Edits take effect immediately across all related reports.

7. Deleting a Tier

To remove a tier:

  1. Open the three-dot menu → Delete.

  2. Confirm the action.

⚠️ Best practice:
Only delete tiers that are no longer referenced in active workflows or reports to avoid data inconsistencies.

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