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Creating session report templates

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Creating Session Report Templates

Session report templates help standardize how instructors document student progress, session summaries, action plans, and feedback. Instead of writing reports from scratch after every session, instructors can generate consistent, high-quality reports using predefined formats created by the admin team.

This feature is especially valuable for organizations that manage many instructors, work across different programs, or require structured reporting for quality assurance.

1. Why Use Session Report Templates?

A well-designed template ensures:

  • Consistency across all instructors and departments

  • Faster reporting, reducing admin work

  • Structured progress tracking for each student

  • Standardized metrics such as goals achieved, topics covered, next steps, attendance notes, or action items

  • Multilingual reporting (e.g., English + Arabic) if your organization supports multiple languages

Templates can be used for tutoring sessions, workshops, counseling sessions, assessments, mentoring, or any recurring learning activity.

2. Accessing the Templates Module

Navigate to:

Calendar & Sessions → Templates

Here, you can view all existing templates, toggle their status, or create new ones.

3. Creating a New Session Report Template

Click the “+” (Add Template) button to open the Template Builder.

You will be able to configure:

Template Name

Give your template a clear, recognizable name such as:

  • “Standard Tutoring Report”

  • “Weekly Counseling Summary”

  • “STEM Workshop Feedback Report”

Template Name (Arabic)

If your organization supports Arabic, add the equivalent name for bilingual reporting.

Description (Optional)

Explain the purpose of the template—for example:
“Used for documenting weekly student engagement and academic progress.”

Notes Section

This is the rich-text area where you build the actual report structure.
You can include:

  • Headings (e.g., Topics Covered, Strengths, Weaknesses, Homework)

  • Checklists

  • Bullet or numbered points

  • Tables for structured data

  • Placeholder lines for instructors to fill in

Example Template Layout:

Notes (Arabic)

Replicate the same structure for Arabic-speaking instructors or clients.

3. Saving and Managing Templates

After building your template, click Save.

The template will now appear in the list with:

  • Template Name

  • Description

  • Created Date

  • Status Toggle (Active/Inactive)

Admins can:

Enable / Disable Templates

Deactivate templates that are outdated but keep them stored for reference.

Edit Templates

Modify the structure anytime—useful if reporting requirements change.

Delete Templates

Remove templates that are no longer needed.

4. How Templates Are Used

Once active, templates become available to instructors when they open a session’s Action Plan or Report form.

Instructors can:

  • Select a template

  • Auto-populate structured fields

  • Fill in the session-specific details

  • Submit consistent and complete reports in minutes

This ensures all students receive uniform documentation and all departments follow the same reporting standards.

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Defining session locations

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Defining Session Locations

Session locations help organizations clearly identify where a class, tutoring session, workshop, consultation, or event will take place. Whether your operations are completely virtual, fully on-site, or hybrid, setting up accurate locations ensures students, instructors, and administrators always know where a session is happening.

The Locations module within the Calendar & Sessions settings allows Admins to create, edit, or remove session locations that can later be used across all session types.

1. Why Defining Locations Matters

Clear location setup helps you:

  • Maintain consistent naming across all scheduled sessions.

  • Distinguish between on-site, virtual, and off-site sessions.

  • Improve session reporting and filtering.

  • Help instructors and students quickly identify where they need to be.

  • Support multi-branch or multi-center organizations by listing each physical site.

Locations can represent anything from a training center, a virtual meeting space, a school campus, a student’s home, or even special event venues.

2. Navigating to Locations

  1. Go to Calendar & Sessions from the left navigation panel.

  2. Click Locations.

3. Adding a New Session Location

Administrators can create new session locations to match organizational needs.

How to Add a Location

  1. Go to Calendar & Sessions → Locations.

  2. Click the Add Location (+) button.

  3. Fill in the required details:

    • Location Name (English)

    • Location Name in Arabic (optional for bilingual setups)

  4. Click Save.

Examples of Locations You Might Add

  • Main Training Center

  • Dubai Academic Campus

  • Student Home Visit

  • Virtual Meeting (Zoom, Google Meet, Teams)

  • Conference Room A

  • Library Study Hall

By defining these once, instructors can select them easily during session scheduling, preventing errors and inconsistencies.

4. Editing an Existing Location

If a location name changes or needs updating:

Steps to Edit

  1. Open Calendar & Sessions → Locations.

  2. Click the three-dot menu next to the location.

  3. Select Edit.

  4. Update the English or Arabic name as needed.

  5. Click Save.

Use Case Example

  • Rebranding “MindBase Center” to “PrepBase Learning Hub”.

  • Updating “Virtual Meeting” to include a specific platform name.

  • Refining location names for clarity (e.g., “Room 12B – Math Lab”).

5. Deleting a Location

Locations can be removed if they are no longer in use.

How to Delete

  1. Navigate to the Locations list.

  2. Click the options menu (⋮) on the right of the location.

  3. Choose Delete.

  4. Confirm the action.

6. Activating or Deactivating Locations

Each location includes a status toggle that allows Admins to control availability without deleting the record.

Why Use Status Controls?

  • Temporarily disable locations during renovations or closures.

  • Hide locations not yet ready for use.

  • Prevent instructors from selecting outdated or inactive sites.

Locations marked as inactive will not appear in the session scheduling dropdowns.

7. How Locations Integrate With the Scheduling System

Once defined, locations automatically appear across all relevant modules:

  • Session Type definitions

  • Creating or editing a session

  • Calendar views (daily, weekly, monthly)

  • Filtering sessions by location

  • Reports related to center usage or instructor load

This ensures operations run smoothly and consistently.

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Configuring student performance ratings

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Configuring Student Performance Ratings

Student performance evaluation is a key component of academic tracking and quality assurance. The Scores & Ratings feature within the Calendar & Sessions module allows each organization to design its own customized evaluation framework—based entirely on its academic model, instructional methods, and reporting preferences.

Whether you measure participation, comprehension, skill mastery, discipline, or any other aspect of student performance, this module provides complete flexibility.

1. What Are “Scores” and “Ratings”?

To support diverse learning environments, the system divides performance evaluation into two configurable components:
Scores (Numeric Evaluation Fields)

Scores are quantitative performance metrics. These allow instructors to assign a numerical value to specific behaviors or learning outcomes.

Examples (these vary by organization)

  • Engagement — scored on a scale, e.g., out of 10

  • Comprehension — scored out of 5

  • Problem-Solving — scored out of 3

  • Class Participation — scored out of 10

These are just examples; each institution decides which skills or competencies they want to assess and what maximum score should be assigned.

Ratings (Non-Numeric Qualitative Feedback)

Ratings capture qualitative impressions that may not require a numeric score. These fields allow instructors to record subjective or descriptive evaluations.

Examples (organization-specific)

  • Overall Session Satisfaction

  • Quality of Guidance/Teaching

  • Confidence Level

  • Preparedness

Again, these are fully customizable depending on the academic goals and teaching methodology.

2. Navigating to Performance Configuration

Go to:

Calendar & Sessions → Scores & Ratings

You’ll see two sections: Scores and Ratings, each with tools for adding, editing, activating, and deleting fields.

3. Adding New Performance Fields

➕ To Add a Score (Numeric Field):

  1. Click the Add button.

  2. Enter a Score Name (e.g., Problem-Solving).

  3. Set a maximum score.

  4. Save to activate it for instructors.

➕ To Add a Rating (Qualitative Field):

  1. Click the Add button.

  2. Enter a Rating Name (e.g., Student Confidence).

  3. Save to make it available immediately.

This flexibility allows each organization to build its own evaluation rubric.

4. Editing or Updating Fields

Scores and Ratings can be updated to reflect new academic strategies, curriculum changes, or reporting needs.

You can modify:

  • Field name

  • Scoring scale (for numeric fields)

  • Visibility (activate/deactivate without deleting)

Updating fields ensures the evaluation system remains aligned with instructional goals.

5. Removing Unused Evaluation Criteria

If a metric is no longer needed:

  • Use the Delete option to remove it permanently,
    or

  • Use the Status toggle to temporarily deactivate it.

Organizations often disable seasonal or program-specific fields instead of deleting them.

6. Best Practices for Creating an Effective Rating System

  • Use consistent scoring scales to avoid confusion.

  • Match evaluation categories to your teaching style—e.g., skill-based, behavioral, or outcome-based.

  • Separate numeric and descriptive metrics to get a full picture of student performance.

  • Start simple, then expand as reporting needs grow.

  • Review performance fields periodically to keep them relevant.

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Defining different session types

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Defining Different Session Types

Session Types (also referred to as Session Categories) allow you to define the structure, purpose, and logistics of every session conducted on PrepBase. By creating customized session types—such as In-Home Sessions, Online Sessions, Workshops, Group Sessions, or Consultations—Admins can standardize how sessions behave across the platform, including:

  • Location type and predefined addresses

  • Supported reminder types (email/SMS)

  • Visibility rules for Students, Tutors, and Counselors

  • Scoring & rating fields

  • Optional buffer times between sessions

This article explains how to view, create, edit, and manage session types using the Admin Portal.

1. Navigating to Session Categories

To manage session types:

  1. Go to Calendar & Sessions from the left navigation panel.

  2. Click Session Categories.

You will see a complete list of existing session types, including:

  • Category Name

  • Color Tag

  • Icon

  • Location Type (e.g., Student Address, MindBase Center, Virtual Meeting)

  • Reminder Settings

  • Created Date

  • Status Toggle

Each row includes a three-dot menu for viewing, editing, or deleting.

2. Adding a New Session Type

Click the “+” Add Session Category button at the top-right.

You will be taken to the Add Session Category form.
Fields Included in the Form
FieldDescription
Session Category NameDisplay name used across the system.
Session Category Name (Arabic)Optional Arabic label.
ColorColor badge used in calendars and listings.
IconVisual identifier (e.g., home, map pin, video icon).
Location (Optional)Predefined location if session always occurs in a specific place.
Email ReminderHow long before the session an email should be sent.
SMS ReminderSMS alert timing (optional).
Scoring FieldsMetrics the tutor will fill during Action Plans (e.g., Engagement, Comprehension).
Rating FieldsFields the student may rate (e.g., Session Satisfaction, Guidance Quality).
Location TypeDetermines how location is captured: Student Address, Specify Address, MindBase Center, Virtual Meeting.
Visible ToSelect whether the category is visible to Students, Tutors, and/or Counselors.
Session Buffer (Optional)Adds a mandatory break after sessions of this type.

After completing all fields, click Save.

3. Editing an Existing Session Type

To update a session type:

  1. Click the three-dot menu beside the session category.

  2. Select Edit.

You will be redirected to the Edit page where all fields can be modified, including:

  • Session Category Name / Session Category Name(Ar)

  • Color

  • Icon

  • Location (optional)

  • Email Reminder

  • SMS Reminder

  • Scoring & rating fields

  • Location Type

  • Visibility

  • Session Buffer (optional)

Click Save to update the session type.

4. Viewing Session Type Details

To inspect details of a session type:

  1. Click the name of the category or three-dot menu.

  2. Select View.

This page displays:

  • Session Type Name

  • Color

  • Icon

  • Location(optional)

  • Email Reminder

  • SMS Reminder

  • Session Type

  • Location Type

  • Address

  • Created date

  • Visible to (roles)

  • Buffer time

This is a read-only view helpful for quick verification.

5. Deleting a Session Type

If a session type is no longer required:

  1. Open the three-dot menu beside it.

  2. Select Delete.

6. Using Session Types Across the Platform

Once created, session types will be available in:

  • Session creation forms

  • Instructor calendar scheduling

  • Student and Tutor action plans

  • Reports & analytics

  • Session filtering options in the Calendar view

Consistent session definitions ensure:

  • Accurate scheduling
  • Automated reminders
  • Standardized reporting
  • Improved user experience for students and tutors

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Viewing scheduled sessions and events

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Viewing Scheduled Sessions & Events

The Calendar & Sessions module provides administrators with a complete overview of all scheduled sessions, events, and instructor-student meetings happening across your organization. This area is designed to help you quickly track session timelines, review event details, apply advanced filters, and switch between multiple calendar layouts for better scheduling visibility.

This guide explains how to view pending, upcoming, completed, and cancelled sessions, along with how to open full session details and navigate calendar views.

1. Accessing Scheduled Sessions & Events

To open the schedule:

Left Menu → Calendar & Sessions → All Sessions

You will land on the sessions list view, which displays all sessions in a table format.

The top tabs let you switch between:

  • Pending

  • Upcoming

  • Completed

  • Cancelled

Each tab represents a specific stage of a session’s lifecycle.

2. Pending Sessions

Pending sessions are scheduled but not yet marked as upcoming or completed.

What you can view here:

  • Session date and time

  • Session type

  • Location & location type

  • Category (online, in center, workshop, etc.)

  • Assigned instructor

  • Students

  • Duration

You may click the Date/Time or three-dot menu → View to open the session details page.

3. Upcoming Sessions

The Upcoming tab displays all future sessions in chronological order.

Here, you can quickly scan:

  • When the class will take place

  • Who is teaching

  • Which student(s) are attending

  • Session format (online, in-home, center session)

  • Exact location or meeting link

  • Duration and subject

Opening a session

Click View from the three-dot menu to visit the detailed session page.

4. Completed Sessions

Completed sessions appear under the Completed tab. These sessions contain additional academic and performance insights.

What’s included:

  • Completion date

  • Instructor name

  • Student list

  • Subject/expertise

  • Duration

  • A Completed badge for clarity

Viewing Completed Session Details

Inside the session details page, you can review:

  • General session details

  • Tutor information

  • Student information

  • Action Plans submitted by instructors

Action Plans include:

  • Attendance status

  • Comprehension score

  • Engagement score

  • Topics covered

  • Written session report

  • Any uploaded supporting files

This is often used for monitoring instructional quality and documenting progress.

5. Cancelled Sessions

Cancelled sessions appear under the Cancelled tab and include:

  • Date & time

  • Instructor

  • Student

  • Cancellation badge

  • All general session details

Cancelled sessions do not contain action plans.

6. Filtering Scheduled Events

At the top right of All Sessions, click the Filter icon to open advanced filtering options.

You can filter sessions by:

  • Students

  • Instructors

  • Session Type

  • Category

  • Location

Click Apply to refine the displayed list.
Click Reset to return to all sessions.

Filters help teams quickly locate sessions for a specific instructor, day, subject, or group of students.

7. Viewing Sessions in Calendar Mode

In addition to list view, the Calendar & Sessions module provides two more visual layouts:

  • Month View

  • Week View

  • Day View

Click the Calendar icon at the top left of the calendar & Sessions to switch between layouts.

Month View

Displays the entire month with color-coded session cards.
Each card includes:

  • Student name

  • Instructor name

  • Session duration

  • Session category

Click any entry to open full details.

Week View

Shows a week-long hourly timeline. Ideal for:

Each card includes:

  • Student name

  • Instructor name

  • Session duration

  • Session category

Day View

Displays all sessions for a specific day in a detailed timeline.

Each card includes:

  • Student name

  • Instructor name

  • Session duration

  • Session category

Perfect for front-desk teams scheduling facilities or for coordinators managing instructor availability.

8. Viewing Tutor/Counselor based sessions

Shows sessions grouped by tutor or counselor depending on the selected toggle:

  • Tutors

  • Counselors

Perfect for front-desk teams scheduling facilities or for coordinators managing instructor availability.

9. Viewing Session Details

Regardless of which view you are in (list, month, week, day), clicking a session opens the Session Detail Page, which includes:

General Details

  • Session type

  • Session category

  • Subject/expertise

  • Student Pricing

  • Visibility

  • Location

  • Location type & value

  • Session Date & time

Instructor Details

  • Tutor/Counselor avatar

  • Name

  • Rating

  • Contact email

Student Details

  • Student name

  • Student email

  • Action Plan (View / Edit depending on session status)

For Completed Sessions:

You can view or edit the full Action Plan containing attendance, scores, topics, reports, and attachments etc.

10. Sync Sessions With Your Own Calendar

In the Month/Week/Day views, a Sync button appears on the top right.

This allows administrators or instructors to sync their sessions with an external calendar (Google Calendar, Outlook, Apple Calendar, etc.), ensuring seamless personal schedule management.

11. Searching for Sessions

Use the search bar available in list view and all tab views to search for:

  • Student names

  • Instructor names

  • Session types

  • Dates

The module instantly filters the displayed sessions.

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Managing instructor involvement in courses

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Managing Instructor Involvement in Courses

The Courses tab inside an instructor’s profile allows Admins to assign, review, and manage all course enrollments linked to that instructor. This helps you track instructor participation in PrepBase courses, understand their progress, and maintain accurate academic records.

1. Accessing the Instructor’s Courses Tab

  1. Go to Instructors from the left sidebar.

  2. Open any instructor profile.

  3. Navigate to the Courses tab.

Here, you will see a complete list of all courses associated with the instructor, including:

  • Course Title

  • Category & Sub-Category

  • Progress %

  • Price

  • Purchased Date

  • Three-dot menu (View / Delete)

2. Assigning a New Course to an Instructor

To enroll an instructor in a new course:

  1. Click the ➕ Add Course button on the top-right.

  2. A form titled Add Course will appear.

  3. Select the desired course from the dropdown.

  4. Click Assign to complete enrollment.

Once assigned, the newly added course appears instantly in the list with all relevant information.

3. Viewing Course Details & Progress

To see the instructor’s progress within a course:

  1. Click the three-dot menu (⋮) next to any course.

  2. Select View.

The Course Detail page displays:

Course Overview

  • Overall Progress (0–100%)

  • Overall Score (if enabled)

  • Course Price

  • Purchase Date

Module-Level Information

Each module or lesson shows:

  • Title

  • Duration

  • Status (Pending / Completed)

  • Progress score

This helps you understand how far along the instructor is within the course.

4. Removing a Course From an Instructor

If a course was assigned by mistake or the instructor should no longer be associated with it:

  1. Click the three-dot menu (⋮) on the course row.

  2. Choose Delete.

The course is removed instantly and will no longer appear in the instructor’s course list.

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Managing instructor-led projects

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Managing instructor-led projects

Instructor-led projects help structure long-term academic work, portfolios, or specialized tasks assigned to students. The Projects tab inside an instructor’s profile allows Admins to easily review and manage these projects.

This guide explains how to access instructor projects and manage existing ones using the PrepBase Admin Portal.

1. Accessing the Instructor’s Projects Tab

To manage projects for any instructor:

  1. Go to Instructors from the left sidebar.

  2. Select the instructor whose projects you want to manage.

  3. Click the Projects tab on the top navigation bar.

The page will display a list of all projects linked to the selected instructor.

2. Understanding the Instructor Projects List

The project table includes:

  • Project Name

  • Assigned Students

  • Assigned School

  • Assigned Admin

Clicking any project name (e.g., Waleed Test Project) opens the Project Detail Page, where additional project components appear such as:

  • Tasks

  • Custom Reports

  • Tier Reports

If no data exists, you will see placeholders indicating No Data Found.

3. Viewing the Full Project Detail Page

Once assigned, click any project from the list to open its detail page.

Here you can view:

4.1 Instructor Project Tasks

Tracks tasks associated with the project.

  • If empty, it shows No Data Found.

  • The Admin or project manager can later add tasks from relevant modules.

4.2 Custom Reports

Custom reports designed for the project appear here.

  • Includes search and filtering.

  • If empty, No Data Found placeholders are displayed.

4.3 Tier Reports

Tier Reports reflect performance tiers or internal grading metrics.

  • All tiers are grouped under this section.

  • If empty, placeholders appear.

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Assigning and tracking instructor tasks

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Assigning and Tracking Instructor Tasks

The To-Do tab inside an instructor’s profile allows Admins to assign tasks, manage deadlines, upload resources, and track completion statuses efficiently. This section centralizes all instructor-related task activities, ensuring smooth coordination and clear visibility across the PrepBase platform.

This guide explains how to:

  • Add / assign new tasks to instructors

  • Edit an existing task

  • Delete a task

  • Track task progress & completion

  • Filter and organize tasks for better workflow

1. Accessing the Instructor’s To-Do Tab

  1. Go to Instructors from the left navigation menu.

  2. Open any instructor’s profile.

  3. Click the To-Do tab in the top submenu.

Here, you will see the complete list of tasks assigned to that instructor, including:

  • Title

  • Description

  • Due Date

  • Priority Level

  • Added For

  • Added By

  • Status

  • Action Menu (Edit/Delete)

2. Assigning a New Task

To add a new To-Do item:

  1. Click the ➕ Add button located at the top-right of the To-Do list.

  2. The Manage To-Do form will open.

Fields in the Add Task Form

FieldDescription
CategoryChoose the task category (e.g., Tutoring, Counselling).
TitleA short title summarizing the task.
DescriptionProvide task instructions or important details.
Due Date (Optional)Specify a deadline when applicable.
Priority LevelChoose Low, Medium, or High.
Upload Image (Optional)Attach a reference image, material, or screenshot.

  1. After filling in the form, click Save.

The task will now appear in the instructor’s To-Do list instantly.

3. Editing an Existing Task

To update task details:

  1. Click the three-dots menu (⋮) beside any task.

  2. Select Edit.

  3. Update any field such as:

    • Title

    • Description

    • Category

    • Due Date

    • Priority

    • Uploaded Image

  4. Click Save to apply changes.

4. Deleting a Task

If you need to remove a task:

  1. Open the three-dots menu (⋮) next to the task.

  2. Click Delete.

  3. Confirm the action.

The task will be permanently removed from the instructor’s To-Do list.

5. Tracking Task Completion Status

Each task has a status toggle beside it:

  • Checked (blue) = Task completed

  • Unchecked (grey) = Task pending

Instructors may mark tasks as complete from their portal, or Admins may update the status manually.

This helps track progress at a glance.

6. Filtering Instructor Tasks

To quickly locate or review tasks:

      1. Click the Filter icon next to the Add button.

      2. A filter panel will appear.

    Available Filters
    FilterPurpose
    Priority LevelView tasks by urgency (Low/Medium/High).
    Filter by NameSearch by task title.
    Filter ForFilter tasks based on who they were assigned for.

    1. Click Apply to run the filter.

    2. Click Reset to restore the full task list.

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Adding and reviewing notes for instructors

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Adding and Reviewing Notes for Instructors

The Notes section inside an instructor’s profile allows Admins to record, track, and manage important internal information related to performance, communication, updates, or administrative actions. These notes help maintain transparency and support effective staff management across the PrepBase ecosystem.

This article explains how to add new notes, edit or delete existing notes, and filter or review notes for any instructor.

1. Accessing the Instructor Notes Tab

  1. Navigate to Instructors from the left-side menu.

  2. Open any instructor’s profile.

  3. Click the Notes tab from the top navigation inside the profile.

Here, you will see a table listing all notes with:

  • Title

  • Note text

  • Type (Admin / Instructor / Other)

  • Users (who the note applies to)

  • Added By

  • Created Date

  • Actions (Edit, Delete)

2. Adding a New Note

To add a new note:

  1. Click the ➕ Add Note button on the right side of the Notes tab.

  1. A modal titled “Note” will open.

  2. Fill in the required fields:

Fields Explained
FieldDescription
Visible ForSelect who can view this note (Admin, Instructor, Student,Parent and Both etc.)
TitleA short title summarizing the note.
NoteThe full note description with all relevant details.

  1. Click Save to add the note to the instructor profile.

The note will immediately appear in the notes table.

3. Editing an Existing Note

To update details or correct information:

  1. Locate the note from the list.

  2. Click the three-dots menu (⋮) on the right.

  3. Select Edit.

  1. The note form opens with existing data pre-filled.

  2. Modify the Visible For, Title, or Note body as needed.

  3. Click Save to update.

4. Deleting a Note

If a note is no longer required or was added by mistake:

  1. Open the ⋮ actions menu next to the note.

  2. Click Delete.

  3. Confirm the deletion.

Note: Deleted notes are permanently removed and cannot be recovered.

5. Filtering Instructor Notes

Use the Filter button to refine the list of notes.

  1. Click the Filter icon next to the Add Note button.

  2. You can filter notes by:

    • Note Type (Admin, Instructor, student, Parent and Both etc.)

  3. Click Apply to see filtered results, or Reset to clear all filters.

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Uploading and managing instructor files

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Managing Instructor Files

The Files tab inside an instructor’s profile allows administrators to manage all documents, folders, resources, and materials associated with that instructor.
This section helps streamline file organization, ensure documentation accuracy, and maintain easy access to teaching materials and records.

This guide explains how to edit, filter, download, and delete instructor files in PrepBase.

1. Where to Find Instructor Files

  1. Navigate to Instructors from the left menu.

  2. Open any instructor’s profile.

  3. Select the Files tab from the top navigation bar.

You will see a file repository table showing all files and folders linked to the instructor account.

2. Understanding the Files Table

Each file or folder is displayed with the following details:

ColumnDescription
NameFile or folder name
CategoryFile type category (e.g., File, Folder)
Sub-CategoryOptional classification
TypeFile or Folder
Added ByThe Admin/Instructor who uploaded the file
Created OnUpload date
VisibilityPublic or Private
StatusActive status toggle

This structured format makes it easy to track and manage uploaded resources.

3. Editing Existing Files

To update an instructor file:

  1. Click the three-dot menu beside the file name.

  2. Select Edit.

  3. The Edit File form will open.

🔧 Editable Fields Include:

  • File Name

  • Category (File, Folder, etc.)

  • Sub-Category (Optional)

  • Visibility (Public/Private)

  • Accessibility (All, Instructor-only, etc.)

  • Students, Tutor, Counselor access control

  • Associated Group or Student Groups

  • Upload File (to replace the existing one)

Click Save to update the file.

4. Downloading Files

Admins can download instructor files directly:

  1. Open the three-dot menu beside the file.

  2. Click Download.

This allows quick access for offline review, printing, or archiving.

5. Deleting Files

To remove a file or folder:

  1. Click the three-dot menu beside the item.

  2. Select Delete.

  3. Confirm removal.

Deleted items are permanently removed from the instructor’s repository.

6. Searching & Filtering Instructor Files

Large file libraries are easy to manage using built-in search and filter tools.

🔎 Search Bar

Search files by:

  • File name

  • Category

  • Created date

  • Uploader

🧩 Filter Options

Click the filter icon to open detailed filters:

  • Category

  • Sub-Category

  • Added By

  • Visibility

Click Apply to refine results.
Click Clear to reset filters.

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