Defining and Linking Projects to Students, Instructors and Schools
This article explains how Projects work in PrepBase and how admins can create projects, assign students, instructors, schools, and coordinators, and manage everything from a single project workspace. Projects are the core structure used to organize student journeys, academic workflows, and instructor collaboration.
1. What is a Project in PrepBase?
A Project represents a structured academic or counseling engagement. It connects:
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Students
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Tutors and counselors
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Schools and colleges
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Stages, tiers, and reports
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Project coordinators and admins
Each project acts as a centralized hub where all related activities, assignments, and communication are managed.
2. Accessing Projects
To open the Projects module:
From the left sidebar, go to Workflow → Projects.
You’ll see a list of all projects with quick metrics such as:
Number of students
Assigned tutors and counselors
Linked schools
Current project status
Clicking a Project Name opens the detailed project view.
3. Creating a New Project
Click the ➕ Add Project button on the Projects page.
Fill in the Project Name.
Add Project Coordinator(s):
Name
Email
Phone number
(You can add multiple coordinators if needed.)
Select:
Project Admin
Student Project Status
Student Academic Status
Attach optional configurations:
Stages
Tiers
Custom Reports
Support Issues
Enter:
Support contact number
Optional start and end dates
Click Save.
The project is now created and ready for linking students and instructors.
4. Project Detail Page Overview
The Project Detail page is divided into two main sections:
1. General Details
This section shows:
Project name
Project coordinators
Assigned project admins
Linked stages, tiers, and reports
Student and academic status lists
Support contact details
Start and end dates
You can edit these details anytime using the Edit (✏️) button.
2. View Lists (Core Management Area)
This section contains tabs that let you manage everything linked to the project:
Instructors
Students
Schools
Files
Custom Reports
Tier Reports
Tasks
Each tab supports searching, filtering, bulk actions, and contextual controls.
5. Linking Instructors to a Project
Open the Instructors tab.
Click ➕ Add.
Select one or more instructors.
Assign a Project Admin for the instructor.
Click Save.
Instructor Capabilities
From the Instructors tab, admins can:
Edit instructor assignments
Remove instructors from the project
Assign project admins
Send Email or SMS
Apply filters (by role or admin)
Clicking an instructor’s name opens their full profile.
6. Linking Students to a Project
Go to the Students tab.
Click ➕ Add New.
Select:
Student(s)
Assigned instructor
Assigned coordinator
Click Save.
Student Management Options
Within the Students tab, you can:
Edit student assignments
Remove students from the project
Assign tutors or counselors
Upload files
Add packages
Create to-dos
Add internal notes
Send Email or SMS
Filter by instructor or coordinator
Clicking a student name opens their individual student profile.
7. Linking Schools to a Project
Open the Schools tab.
Click ➕ Add.
Select the school and confirm.
For each linked school, the project shows:
School name
Number of students linked to that school
Admins can remove schools at any time. Clicking a school name opens the full school profile.
8. Filters, Bulk Actions, and Communication
Across all tabs, PrepBase provides:
Advanced filters (by instructor, coordinator, school, or student)
Bulk actions for faster management
Built-in Email and SMS communication tools
CSV export options for project data
These tools help admins manage large projects efficiently without leaving the project page.
9. Editing or Deleting a Project
From the Projects list or Project Detail page:
Edit: Update project settings, assignments, or configurations.
Delete: Permanently remove a project (use with caution).