Processing instructor payments

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Processing Instructor Payments

The Processing Instructor Payments 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 taught

  • Session Count
    Total completed sessions

  • Total Duration
    Total instructional hours logged

  • Total Earned
    Total amount earned based on sessions and rates

  • Payroll Balance
    Amount currently payable to the instructor

  • Default Rate
    Hourly rate used for payroll calculations

  • Entries
    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 instructor’s name or email opens the Entries 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

  • Automatically generated by completed sessions

  • Cannot be edited or rejected

  • Always included in payroll calculations

Admin Entry

  • Added directly by an admin

  • Automatically approved

  • Included in payroll immediately

Manual Entry

  • Submitted manually (usually by instructor)

  • Requires admin approval

  • Highlighted clearly in the list

  • 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 Modal

The modal 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:

  • Keep Tutor payroll independent from Counselor payroll

  • Allow role-specific financial tracking

  • Simplify reporting and exports

Admins can switch tabs at any time without losing filters.

12. Exporting Instructor Entries

From the Entries page:

  • Click Export CSV

  • Download all visible entries based on current filters

  • Useful for audits, instructor disputes, or finance teams

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