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Defining and assigning user roles

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Defining and Assigning User Roles

This article explains how to create, manage, edit, activate, deactivate, and assign user roles in PrepBase using role-based access control (RBAC).

1. Overview

The Roles feature in PrepBase allows Super Admins to define permission levels for admin users. Roles determine what modules and actions a user can access, including:

  • View

  • Add

  • Edit

  • Delete

By defining roles properly, you ensure:

  • Secure system access

  • Department-based permissions

  • Controlled administrative workflows

  • Compliance and audit readiness

2. Where to Access Roles

Navigate to:

Users → Users → Roles

Or click the Roles button from the Users page.

This opens the Roles management screen.

3. Roles List Page Overview

The Roles page displays all existing roles in the system.

Columns Explained
ColumnDescription
Role NameName of the role (clickable to view details).
StatusActive or inactive toggle.
ActionsEdit or Delete options.

4. Creating a New Role

To define a new role:

Step 1: Click Add Role

Click the ➕ Add Role button on the Roles page.

Step 2: Enter Role Name

Provide a clear and descriptive name (e.g., Billing Manager, Front Desk Team, Session Coordinator).

Step 3: Assign Module Permissions
 

You will see a full permission matrix with columns:

  • View

  • Add

  • Edit

  • Delete

Each row represents a module or sub-module.

5. Permission Matrix Structure

The role permission table includes modules such as:

  • Dashboard

  • Students

  • Instructors

  • Calendar & Sessions

  • Packages & Promos

  • Subjects & Expertise

  • Schools & Colleges

  • Workflow

  • Projects

  • Resource Management

  • Billing & Invoices

  • Payroll

  • Communication

    • Messaging

    • Notifications

  • Support

    • Lists

    • Tickets

  • Reports & Analytics

Each module has checkboxes under:

PermissionFunction
ViewAllows user to access the module.
AddAllows creation of new records.
EditAllows modification of records.
DeleteAllows removal of records.

You can enable permissions module-by-module or sub-module-by-sub-module.

Saving the Role

After selecting permissions:

Click Save

The new role will now appear in the Roles list.

6. Viewing Role Details

Clicking on a Role Name opens the Role Details page.

This page displays:

  • Role Name

  • A permission summary table

  • Green check marks (✔) for enabled permissions

  • Red crosses (✖) for disabled permissions

7. Editing a Role

To modify an existing role:

  1. Click the three-dot menu

  2. Select Edit

You will be redirected to the Edit Role page.

Editable fields include:

  • Role Name

  • Permissions

After making changes, click Save.

Changes apply immediately to all users assigned to that role.

⚠️ Important:
Be cautious when editing roles, as it affects every user assigned to that role.

8. Deleting a Role

To remove a role:

  1. Open the three-dot menu

  2. Select Delete

  3. Confirm the action

⚠️ Important:

  • You cannot delete a role if it is currently assigned to active users.

  • Reassign users before deletion if necessary.

9. Assigning Roles to Users

Roles are assigned when:

  • Adding a new user

  • Editing an existing user

How to Assign

  1. Go to Users → Users

  2. Click Add User or Edit User

  3. Select role from the Select Role dropdown

  4. Click Save

The user now inherits all permissions defined in that role.

10. Role Status (Activate / Deactivate)

Each role includes a Status toggle.

  • Enabled – Role is active and assignable

  • Disabled – Role cannot be assigned to users

Deactivating a role does not remove users but prevents new assignments.

11. Searching Roles

Use the Search bar to quickly locate a role by name.

Search works instantly and filters the roles list dynamically.

IN THIS ARTICLE

Adding and managing admin users

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Adding and Managing Admin Users

This article explains how to add, edit, view, activate, deactivate, and delete admin users in the PrepBase Users module. It also covers how to manage user profiles and review activity logs for security and monitoring purposes. The Users module ensures structured administrative control within the system. Detailed role configuration and permission management are explained in the next article.

1. Overview

The Users module in PrepBase allows Super Admins to:

  • Add new admin users

  • Assign roles

  • Edit user details

  • Activate or deactivate users

  • Delete users

  • View activity logs

  • Manage role-based access

This ensures secure and structured access control within the Admin Portal.

2. Where to Access Users

Navigate to:

Users → Users

This opens the Admin Users management screen.

3. Users List Overview

The Users page displays all existing admin accounts in a structured table.

Table Columns
ColumnDescription
NameAdmin user’s full name (clickable).
EmailRegistered email address.
Phone NumberContact number with country code.
StatusActive or inactive toggle indicator.
ActionsView, Edit, or Delete options.

4. Adding a New Admin User

To create a new admin account:

Step 1: Click Add User

Click the ➕ Add User button located at the top-right of the Users page.

Step 2: Fill in User Details

You will be redirected to the Add Users page.

Required fields:

  • Upload Image (Optional)

  • Name

  • Phone Number (with country code)

  • Email Address

  • Select Role (Dropdown)

Step 3: Assign Role

Select the appropriate role from the dropdown menu.
Roles determine access permissions within the Admin Portal.

Step 4: Save

Click Save to create the new admin user.

The user will now appear in the Users list.

5. Viewing User Details

To view full user information:

  1. Click the three-dot menu

  2. Select View

You will be redirected to the View User page.

View Page Includes:

  • Profile Image

  • Name

  • Email

  • Phone Number

  • Assigned Role

User Activity Logs

Inside the View User page, you will find the Logs section.

This section records:

  • Action Performed (e.g., Login)

  • Date & Time

  • IP Address

Logs help track:

  • Login history

  • Suspicious activity

  • System usage patterns

You can also:

  • Search logs

  • Adjust pagination

6. Editing an Admin User

 To update user details:

  1. Open the three-dot menu

  2. Select Edit

You will be redirected to the Edit Users page.

Editable fields include:

  • Profile Image

  • Name

  • Phone Number

  • Email Address

  • Role

After making changes, click Save.

Changes apply immediately.

7. Deleting an Admin User

To remove an admin account:

  1. Click the three-dot menu

  2. Select Delete

  3. Confirm deletion

⚠️ Important:
Deleting a user permanently removes their admin access.
It does not delete system records or logs associated with their actions.

8. Activating or Deactivating Users

The Status toggle on the Users page indicates whether the admin account is active.

  • Active – User can log in

  • Disabled – User cannot access the system

Deactivating is recommended instead of deleting when:

  • Employee leaves temporarily

  • Role is under review

  • Security access needs restriction

9. Search bar

Use the search bar to quickly find users by:

  • Name

  • Email

IN THIS ARTICLE

Creating and Managing Admin Reports

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Creating and Managing Admin Reports

The Reports & Analytics module provides administrators with real-time insights into platform activity, performance metrics, user engagement, and operational data.
It enables users to generate detailed reports, filter results, export data, and monitor key indicators across students, tutors, schools, projects, and more.

1. Accessing the Reports Module

Navigate to: Left Sidebar → Reports & Analytics The Reports listing page includes:
  • Category View (Students, Tutors, Billing, Sessions, Performance, System Activity, etc.)
  • Search Bar
  • Recently Viewed Reports
  • Quick Export Options (PDF, Excel, CSV)
Admins can click on any report to open the detailed report view.

2. Reports Module Overview

The main Reports & Analytics page displays a log of all generated reports.

Visible Columns

On the main page, the following columns are displayed:

  • Report for
  • Type
  • Date range
  • Date Created
  • Format
Actions Menu (Three Dots)

 Each report row includes a three-dot action menu on the right-hand side, allowing users to: 

  • Download the selected report

  • Delete the selected report

Page Controls

The main page also includes:

  • Filter options by:
    • Report For (Students, Tutor/Counselor, Schools/Universities, Projects, General Purpose)
    • Format (Excel, CSV, PDF)
  • Calendar icon to select the desired date range for reports
  • Download button for exporting reports
  • ➕ Create Report button to generate a new report

Reports & Analytics – Advanced Filters

In addition to basic filtering, the Reports & Analytics page provides an advanced filter panel that allows users to further refine the list of generated reports based on report attributes and export details.

These filters are especially useful when managing a large number of reports.

Advanced Filter Options

The advanced filter panel includes the following fields:

  • Report For
    Filters reports by the main reporting category, such as:
    – Students
    – Tutors / Counselors
    – Schools / Universities
    – Projects
    – General Purposes
  • Report Type
    Allows selection of a specific report type generated within the selected category
    (e.g., Planner Report, Sessions Report, Revenue Report, etc.)
  • Export Format
    Filters reports by the format in which they were generated:
    – CSV
    – Excel
    – PDF

Applying Advanced Filters 

  1. Navigate to Reports & Analytics
  2. Click the Filter icon to open the advanced filter panel
  3. Select one or more filter criteria as needed
  4. Click Apply to update the report list
  5. To reset selections, click Cancel

The report table will refresh to display only reports matching the selected criteria.

Use Cases

Advanced filters are particularly useful for:

  • Locating reports generated in a specific format (e.g., Excel only)
    • Identifying reports of a specific type across time
    • Managing reports created for a particular reporting module
    • Reducing clutter when auditing or downloading historical reports

Reports & Analytics – Date Filter

The Reports & Analytics page includes a date-based filtering option that allows users to refine the list of generated reports based on the report creation date.

This filter is useful for locating reports generated within a specific timeframe, such as daily reviews, monthly audits, or historical reporting.

Date Filter Options
  • Calendar View
    Users can select a specific date directly from the calendar interface.
  • Month Navigation
    Navigate between months using the left and right arrows to view reports created in earlier or later periods.
  • Single-Day Selection
    Clicking a date filters reports created on that specific day.
Applying the Date Filter

  1. Navigate to Reports & Analytics
  2. Click the calendar icon to open the date picker
  1. Select the desired date
  2. Click Apply to filter the report list
  3. To clear the selection, click Reset

Once applied, the report table updates to display only reports created on the selected date.

Use Cases

The date filter can be used to:

  • Review reports generated on a specific day
    • Identify recent report activity
    • Support audit and compliance checks
    • Quickly locate newly generated reports

3. Report Categories (Report For)

Reports in PrepBase are organized by category. These categories appear:

  • As filters on the main Reports page, and
  • As category options when creating a new report.
Reports Categories:

  • Student
  • Tutor/Counsellor
  • Schools/Universities
  • Projects
  • General Purposes

4. Creating a report

Reports are created from the Reports & Analytics page and follow a consistent workflow regardless of category.

Steps to create a report:

  1. Navigate to Reports & Analytics
  2. Click the ➕ Create Report button

  1. Select the required Report Category (Students, Tutors / Counselors, Schools / Universities, Projects, or General Purpose)
  2. Select the applicable Report Type
  3. Configure available filters and options
  4. Select the export format (Excel, CSV, or PDF)
  5. Click Generate

The generated report will appear in the main Reports list and can be downloaded or deleted using the action menu.

5. Student-related reports

When Student is selected as the report category, the following report types are available:

Student report types include:
  • Scores Report
  • Planner Report
  • College List Report
  • College Application Report
  • Families Report
  • Student Retention Report
  • Activity Report
  • Student Details Report
  • Packages Report

5.1 Student Report – Scores Reports

The Scores Report provides insight into student performance and engagement.

Available Filters & Options

When generating a Scores Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (one or more students can be selected)
  • Projects ( one or more projects can be selected)
  • Session Category ( this field is optional, and users may select one or multiple categories)
  • Subject / Expertise (this field is optional, and users may select one or multiple categories)
  • Grouping Options:
    • By Student
    • By Project
    • By School / University
    • By Subject / Expertise
Export Formats

The Scores Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose Scores Report as the report type
  3. Apply the required filters and grouping options
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

5.2 Student Reports – Planner Report

The Planner Report provides visibility into student planning data, including assigned stages, institutions, and related attributes over a selected period.

Available Filters & Options

When generating a Planner Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more students)
  • Projects (Optional)
  • Schools / Universities (Optional)
  • Stages (may select one or more stages)
  • Nationality (may select one or more countries)
Grouping Options
  • By Student
  • By College
  • By Nationality
Export Formats

The Planner Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose Planner Report as the report type
  3. Apply the required filters and grouping options
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

5.3 Student Reports – College List Report

The College List Report provides visibility into colleges or universities associated with students over a selected period.

Available Filters & Options

When generating a College List Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more students)
  • Projects (Optional)
  • College / Universities (Optional)
Grouping Options
  • By College
  • By School / University
Export Formats

The College List Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose College List Report as the report type
  3. Apply the required filters and grouping options
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

5.4 Student Reports – College Application Report

The College Application Report provides visibility into student college application records over a selected period.

Available Filters & Options

When generating a College Application Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more students)
  • Projects (Optional)
  • College / Universities (Optional)
Grouping Options
  • By Student
  • By College
  • By School / University
Export Formats

The College Application Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose College Application Report as the report type
  3. Apply the required filters and grouping options
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

5.5 Student Reports – Families Report

The Families Report provides visibility into family records associated with students over a selected period.

Available Filters & Options

When generating a Families Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more students)
  • Families (Optional)
Export Formats

The Families Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose Families Report as the report type
  3. Apply the required filters
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

5.6 Student Reports – Student Retention Report

The Student Retention Report provides visibility into student retention data over a selected period.

Available Filters & Options

When generating a Student Retention Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more students)
  • Session Types (Optional)
  • Subject / Expertise (Optional)
Export Formats

The Student Retention Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose Student Retention Report as the report type
  3. Apply the required filters
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

5.7 Student Reports – Activity Report

The Activity Report provides visibility into student session activity over a selected period.

Available Filters & Options

When generating an Activity Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more students)
  • Tutors / Counselors (may select one or more tutors/counselors)
  • Session Type (Optional)
  • Subject / Expertise (Optional)
  • Session Category (Optional)
Grouping Options
  • By Student
  • By Tutor / Counselor
  • By Session Type
  • By Subject / Expertise
  • By Session Category
Export Formats

The Activity Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose Activity Report as the report type
  3. Apply the required filters and grouping options
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

5.8 Student Reports – Student Details Report

The Student Details Report provides detailed student profile information based on selected criteria.

Available Filters & Options

When generating a Student Details Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more students)
  • Grades & Majors (Optional)
  • Hobbies & Interests (Optional)
  • Service of Interest (Optional)
Grouping Options
  • Registration Date & Service of Interest
  • Academic Details
  • University of Interest
  • Careers of Interest
  • Hobbies & Interests
Export Formats

The Student Details Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose Student Details Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

5.9 Student Reports – Packages Report

The Packages Report provides visibility into student package allocations and usage over a selected period.

Available Filters & Options

When generating a Packages Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more students)
  • Session Type (Optional)
  • Package Types (Optional)
Grouping Options
  • By Student
  • By Session Type
  • By Package Type
Export Formats

The Packages Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Students as the report category
  2. Choose Packages Report as the report type
  3. Apply the required filters and grouping options
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

6. Tutor-related reports

When Tutor is selected as the report category, the following report types are available:

  • Ratings Report
  • Activity Report
  • Instructors Details Report
  • Availability Report
  • Preferences Report
  • Matched Students Report

6.1 Tutor / Counselor Reports – Ratings Report

The Ratings Report provides visibility into tutor or counselor ratings over a selected period.  

Available Filters & Options

When generating a Ratings Report, users can configure the following:

  • Date Range (via calendar selection)
  • Tutors / Counselors (Optional, may select one or more)
  • Students (may select one or more)
  • Subject / Expertise (Optional)
Grouping Options
  • By Tutor / Counselor
  • By Subject / Expertise
Export Formats

The Ratings Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Tutor as the report category
  2. Choose Ratings Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

6.2 Tutor / Counselor Reports – Activity Report

The Activity Report provides visibility into tutor or counselor session activity over a selected period.

Available Filters & Options

When generating an Activity Report, users can configure the following:

  • Date Range (via calendar selection)
  • Tutors / Counselors
  • Subject / Expertise (Optional)
  • Session Category (Optional)
Grouping Options
  • By Tutor / Counselor
  • By Subject / Expertise
  • By Session Category
Export Formats

The Activity Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Tutor as the report category
  2. Choose Activity Report as the report type
  3. Apply the required filters and grouping options
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

6.3 Tutor / Counselor Reports – Instructors Details Report

The Instructors Details Report provides detailed profile information for tutors or counselors based on selected criteria.

Available Filters & Options

When generating an Instructors Details Report, users can configure the following:

  • Date Range (via calendar selection)
  • Tutors / Counselors (Optional)
  • Subject / Expertise (Optional)
Grouping Options
  • By Registration Date
  • By Subject / Expertise of Interest
Export Formats

The Instructors Details Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Tutor as the report category
  2. Choose Instructors Details Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

6.4 Tutor / Counselor Reports – Availability Report

The Availability Report provides visibility into tutor or counselor availability over a selected period.

Available Filters & Options

When generating an Availability Report, users can configure the following:

  • Date Range (via calendar selection)
  • Tutors / Counselors (Optional)
  • Subject / Expertise (Optional)
Grouping Options
  • By Tutor / Counselor
  • By Subject / Expertise
Export Formats

The Availability Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Tutor as the report category
  2. Choose Availability Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

6.5 Tutor / Counselor Reports – Preferences Report

The Preferences Report provides visibility into tutor or counselor preferences and settings over a selected period.

Available Filters & Options

When generating a Preferences Report, users can configure the following:

  • Date Range (via calendar selection)
  • Tutors / Counselors (Optional)
  • Subject / Expertise (Optional)
  • Preferred Mode of Instruction (Optional)
  • Free Trial Activation Status (Optional: Yes / No)
Grouping Options
  • By Tutor / Counselor
  • By Subject / Expertise
Export Formats

The Preferences Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Tutor as the report category
  2. Choose Preferences Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

6.6 Tutor / Counselor Reports – Matched Students Report

The Matched Students Report provides visibility into students matched with tutors or counselors over a selected period.

Available Filters & Options

When generating a Matched Students Report, users can configure the following:

  • Date Range (via calendar selection)
  • Tutors / Counselors (Optional)
  • Students (may select one or more students)
  • Subject / Expertise (Optional)
Grouping Options
  • By Tutor / Counselor
  • By Subject / Expertise
Export Formats

The Matched Students Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Tutor as the report category
  2. Choose Matched Students Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

7. Schools / Universities Reports

The Schools / Universities Report provides visibility into student distribution across schools or universities over a selected period.

Available Filters & Options

When generating a Schools / Universities Report, users can configure the following:

  • Date Range (via calendar selection)
  • Students (may select one or more)
  • Schools / Universities (Optional, may select one or more)
Grouping Options
  • By School / University
  • By Grade
  • By Major
Export Formats

The Schools / Universities Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Schools as the report category
  2. Apply the required filters and grouping option
  3. Select the export format
  4. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

8. Projects Reports

Projects Reports provide structured insights into project-level data, allowing users to analyze participants, progress stages, tiers, tasks, and delivery status across projects.

Accessing Projects Reports
  1. Navigate to Reports.
  2. Select Create Report.
  3. From Report For, select Projects.
Report Types

Under Report Type, users can select one of the following:

  • Users Report
  • Students Report
  • Stages Report
  • Tier Report
  • Custom Reports
  • Tasks Report
  • Delivery Report

Each report type determines the data structure and available output.

8.1 Projects Reports – Users Report

The Users Report under Projects provides visibility into users associated with projects, allowing administrators to analyze user participation, roles, and distribution across projects.     

Available Filters & Options

When generating a Projects – Users Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • User Roles (Optional, may select one or more)
Grouping Options
  • By Project
  • By School
  • By User Role ( Admin, Coordinator, Student, Tutor, Counselor )
Export Formats

The Projects – Users Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Projects as the report category
  2. Select Users Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

8.2 Projects Reports – Students Report

The Projects – Students Report provides visibility into students associated with projects over a selected period, allowing users to analyze student distribution, academic progress, and engagement across different project configuration.

Available Filters & Options

When generating a Projects – Students Report, users can configure the following:

  • Date Range (via calendar selection)
  • Tutors / Counsellors (Optional, may select one or more)
  • Projects (Optional, may select one or more)
  • Planner Stages (Optional, may select one or more)
  • Student Status (Optional, may select one or more)
  • Academic Status (Optional, may select one or more)
  • Tiers (Optional, may select one or more)
Grouping Options
  • By Student Status
  • By Academic Status
  • By Tutor / Counsellor
  • By Tier
Export Formats

The Projects – Students Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Projects as the report category
  2. Choose Students Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

8.3 Projects Reports – Stages Report

The Projects – Stages Report provides visibility into project stages over a selected period, enabling users to track progress, workload distribution, and stage-level engagement across projects.

Available Filters & Options

When generating a Projects – Stages Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counsellors (Optional, may select one or more)
  • Stages (Optional, may select one or more)
Grouping Options
  • By Project
  • By Stage
  • By Tutor / Counsellor
Export Formats

The Projects – Stages Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Projects as the report category
  2. Choose Stages Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

8.4 Projects Reports – Students Report

The Projects – Tier Report provides visibility into project participation and distribution across different tiers over a selected period.

Available Filters & Options

When generating a Projects – Tier Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counsellors(Optional, may select one or more)
  • Tier (Optional, may select one or more)
Grouping Options
  • By Project
  • By Tier
  • By Tutor / Counsellor
Export Formats

The Projects – Tier Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Projects as the report category
  2. Choose Tier Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

8.5 Projects Reports – Students Report

The Projects – Custom Reports option allows users to generate tailored project reports based on selected session types and custom reporting configurations.

Available Filters & Options

When generating a Projects – Custom Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counsellors (Optional, may select one or more)
  • Session Types (Optional, may select one or more)
  • Custom Report Type (Optional, depending on configuration)
Grouping Options
  • By Project
  • By Custom Report
  • By Tutor / Counsellor
Export Formats

The Projects – Custom Reports can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Projects as the report category
  2. Choose Custom Reports as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

8.6 Projects Reports – Students Report

The Projects – Tasks Report provides visibility into tasks associated with projects over a selected period. This report helps track task assignments, progress, and status across students, tutors, and projects.

Available Filters & Options

When generating a Projects – Tasks Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counsellors (Optional, may select one or more)
  • Students (may select one or more)
  • Task Status (Optional, may select one or more)
Grouping Options
  • By Project
  • By Student
  • By Tutor / Counsellor
  • By Task Status
Export Formats

The Projects – Tasks Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Projects as the report category
  2. Choose Tasks Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

8.7 Projects Reports – Students Report

The Projects – Delivery Report provides insights into session delivery across projects within a selected period. This report supports monitoring of service delivery by tracking sessions across tutors, students, schools, and academic categories.

Available Filters & Options

When generating a Projects – Delivery Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counsellors (Optional, may select one or more)
  • Students (may select one or more)
  • Schools (Optional, may select one or more)
  • Session Types (Optional, may select one or more)
  • Session Category (Optional, may select one or more)
  • Subject / Expertise (Optional, may select one or more)
Grouping Options
  • By Tutor / Counsellor
  • By Student
  • By Session Type
  • By Subject / Expertise
  • By Session Category
  • By School
Export Formats

The Projects – Delivery Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select Projects as the report category
  2. Choose Delivery Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9. General Purposes Reports

General Purposes Reports provide flexible, cross-functional insights that are not tied to a specific project or role. These reports allow users to analyze operational, financial, academic, and communication-related data across the platform, supporting high-level monitoring and administrative reporting needs.

Accessing General Purposes Reports
  1. Navigate to Reports
  2. Select Create Report
  3. From Report For, select General Purposes
Report Types

Under Report Type, users can select one of the following options. Each report type defines the available filters, grouping options, and output structure:

  • Revenue Report
  • Sales Tax Report
  • Sessions Report
  • Action Plan Report
  • To Do Report
  • Notes Report
  • Files Report
  • Communication Report
  • Courses Report

9.1 General Purposes – Revenue Report

The Revenue Report provides visibility into financial revenue generated across the platform over a selected period.

Available Filters & Options

When generating a Revenue Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Students (may select one or more)
Grouping Options
  • By Family
Export Formats

The Revenue Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose Revenue Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9.2 General Purposes – Sales Tax Report

The Sales Tax Report provides detailed visibility into tax amounts applied to sessions over a selected period. It allows users to review and analyze sales tax data by session type and tax classification, supporting financial compliance and reporting needs.

Available Filters & Options

When generating a Sales Tax Report, users can configure the following:

  • Date Range (via calendar selection)
  • Session Types (Optional, may select one or more)
  • Tax Type (Optional, may select one or more)
Grouping Options
  • By Session Type
Export Formats

The Sales Tax Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose Sales Tax Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9.3 General Purposes – Session Report

The Sessions Report provides comprehensive visibility into tutoring and counseling sessions conducted over a selected period. It enables users to analyze session activity across projects, schools, students, tutors, and session classifications.

Available Filters & Options

When generating a Sessions Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Schools / Universities (Optional, may select one or more)
  • Tutors / Counselors (Optional, may select one or more)
  • Students (may select one or more)
  • Session Types (Optional, may select one or more)
  • Session Status (Optional, may select one or more)
Grouping Options
  • By Student
  • By School / University
  • By Tutor / Counselor
  • By Session Type
Export Formats

The Sessions Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose Sessions Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9.4 General Purposes – Action Plan Report

The Action Plan Report provides visibility into action plans assigned to students over a selected period. It allows users to track progress, status, and ownership of action plans across tutors, counselors, and students.

Available Filters & Options

When generating an Action Plan Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counselors (Optional, may select one or more)
  • Students (may select one or more)
  • Action Plan Status (Optional, may select one or more)
Grouping Options
  • By Tutor / Counselor
  • By Student
  • By Action Plan Status
Export Formats

The Action Plan Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose Action Plan Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9.5 General Purposes – To Do Report

The To Do Report provides visibility into to-do items assigned to students over a selected period. It allows users to monitor completion status, ownership, and outstanding tasks across tutors, counselors, and students.

Available Filters & Options

When generating a To Do Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counselors (Optional, may select one or more)
  • Students (may select one or more)
  • To Do Status (Pending, Completed, Overdue)
Grouping Options
  • By Tutor / Counselor
  • By Student
  • By To Do Status
Export Formats

The To Do Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose To Do Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9.6 General Purposes – Notes Report

The Notes Report provides visibility into notes created for students over a selected period. It allows users to review documented interactions, observations, and follow-up records created by tutors or counselors across projects.

Available Filters & Options

When generating a Notes Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counselors (Optional, may select one or more)
  • Students (may select one or more)
Grouping Options
  • By Tutor / Counselor
  • By Student
Export Formats

The Notes Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose Notes Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9.7 General Purposes – Files Report

The Files Report provides visibility into files uploaded and associated with students over a selected period. It enables users to review documentation activity, file distribution, and file types shared by tutors or counselors across projects.

Available Filters & Options

When generating a Files Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Tutors / Counselors (Optional, may select one or more)
  • Students (may select one or more)
Grouping Options
  • By Tutor / Counselor
  • By Student
  • By File Type
Export Formats

The Files Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose Files Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9.8 General Purposes – Communication Report

The Communication Report provides visibility into communication activities recorded within the system over a selected period. It allows users to review communication volume and types across projects and user groups.

Available Filters & Options

When generating a Communication Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • User Type (Optional)
  • Communication Type (Optional)
Grouping Options
  • By User Type
  • By Communication Type
Export Formats

The Communication Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose Communication Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

9.9 General Purposes – Courses Report

The Courses Report provides visibility into course-related data across projects, allowing users to analyze course participation, categories, and completion status over a selected period.

Available Filters & Options

When generating a Courses Report, users can configure the following:

  • Date Range (via calendar selection)
  • Projects (Optional, may select one or more)
  • Students (may select one or more)
  • Tutors / Counselors (Optional)
  • Course Category (Optional)
  • Course Status (Optional- In Progress/ Completed)
Grouping Options
  • By Student
  • By Tutor / Counselor
  • By Course Category
  • By Course Status
Export Formats

The Courses Report can be generated in the following formats:

  • Excel
  • CSV
  • PDF
Generating the Report
  1. Select General Purposes as the report category
  2. Choose Courses Report as the report type
  3. Apply the required filters and grouping option
  4. Select the export format
  5. Click Generate

The generated report will appear on the main Reports page and can be downloaded or deleted using the action menu.

IN THIS ARTICLE

Managing user-submitted tickets

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Managing User-Submitted Tickets

The Tickets module in PrepBase allows admins to manage support requests submitted by users across the platform. Tickets help track issues, requests, and project-specific queries in a structured way—ensuring accountability, prioritization, and timely resolution.

PrepBase supports two types of user-submitted tickets:

  • General Tickets

  • Project-Related Tickets

Both are managed from the same Tickets interface but serve different use cases.

1. Where to Access Tickets

Navigate to:

Support → Tickets

This opens the Tickets management screen with two tabs at the top:

  • General Ticket

  • Project Related Ticket

2. Tickets Interface Overview

The Tickets page provides a centralized view of all user-submitted support requests.

Key Elements on the Page

  • Tabs – Switch between General and Project-Related tickets

  • Search Bar – Quickly find tickets by user or keyword

  • Filter Panel – Filter tickets by priority and status

  • ➕ Add Ticket – Create a new ticket on behalf of a user

  • Tickets Table – Displays all tickets with relevant details

  • Actions Menu – Manage individual tickets

3. General Tickets

General Tickets are used for non-project-specific support requests, such as:

  • Account issues

  • Accommodation changes

  • General inquiries

  • Platform-related problems

General Tickets Table Columns
ColumnDescription
Ticket IDUnique system-generated ticket number
Created ForUser for whom the ticket was created
Created ByUser or admin who submitted the ticket
Assigned TicketSub-admin assigned to handle the ticket
CategorySupport category selected during creation
PriorityLow, Medium, or High
Created OnTicket creation date
StatusOpen or Closed
ActionsAssign, View, Edit, Delete

4. Project-Related Tickets

Project-Related Tickets are linked to a specific project and are typically used for:

  • Project deliverables

  • Workflow clarifications

  • Project-specific issues

  • Coordinator or admin communication

Project-Related Tickets Table Columns
ColumnDescription
Ticket IDUnique ticket number
Created ForUser associated with the ticket
ProjectLinked project name
RecipientAdmin or coordinator receiving the ticket
Created ByUser or admin who created the ticket
Assigned TicketSub-admin handling the ticket
CategoryProject support category
PriorityTicket urgency
Created OnDate created
StatusOpen or Closed
ActionsAssign, View, Edit, Delete

5. Creating a New Ticket

Admins can create tickets manually on behalf of users.

Steps:

Creating a General Ticket

  1. Open the General Ticket tab

  2. Click ➕ Add Ticket

  3. Select Ticket Type: General Ticket

  4. Choose a Category

  5. Set the Priority

  6. Select Creating For (Student, Tutor, etc.)

  7. Enter a detailed Description

  8. (Optional) Upload an Attachment

  9. Click Save

Creating a Project-Related Ticket

Steps:

  1. Switch to the Project Related Ticket tab

  2. Click ➕ Add Ticket

  3. Select Ticket Type: Project Related Ticket

  4. Select the Project

  5. Choose the Recipient

    • Notify Coordinator

    • Notify Admin Only

  6. Set Priority

  7. Select Creating For (Student, Tutor, etc.)

  8. Add a Description

  9. (Optional) Upload an attachment

  10. Click Save

6. Assigning a Ticket

 Tickets can be assigned to Sub-Admins for handling.

Steps:

How to Assign a Ticket

  1. Click the three-dot menu next to a ticket

  2. Select Assign Ticket

  3. A Sub Admins List modal opens

  4. Click Assign next to the appropriate sub-admin

The assigned user will now appear under Assigned Ticket.

7. Viewing Ticket Details

To view a ticket:

  1. Open the Actions menu

  2. Click View

Ticket Detail Page Includes

  • Ticket ID and timestamps

  • Category and Priority

  • Ticket status (Open / Closed)

  • Original message and attachments

  • Full conversation history

Replying to a Ticket

Admins can respond directly within the ticket.

Reply Section

  • Rich text editor for formatting replies

  • Attachments supported

  • Messages are logged chronologically

Actions Available

  • Send – Posts the reply and keeps ticket open

  • Mark as Close – Closes the ticket after responding

8. Editing a Ticket

Admins can update ticket details when needed.

Editable Fields

  • Category

  • Priority

  • Creating For

  • Project (for project-related tickets)

  • Description

  • Attachment

To edit:

  1. Click Actions → Edit

  2. Update required fields

  3. Click Save

9. Deleting a Ticket

Admins can permanently remove tickets.

How to Delete

  1. Click the three-dot menu

  2. Select Delete

  3. Confirm the action

⚠️ Deleted tickets cannot be recovered.

10. Filtering & Searching Tickets

Both ticket tabs support advanced filtering.

Available Filters

  • Priority – Low / Medium / High

  • Status – Open / Closed

  • Apply / Reset options

Filters help admins focus on urgent or unresolved tickets.

Search bar

Use the Search bar to find tickets by:

  • Ticket ID

  • User name

  • Project name (for project-related tickets)

Search works independently in each tab.

11. Ticket Status Lifecycle

  • Open – Ticket is active and awaiting resolution

  • Closed – Ticket has been resolved

Closing a ticket indicates the issue has been handled successfully.

IN THIS ARTICLE

Creating support categories

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Creating Support Categories

Support categories in PrepBase help organize incoming support tickets, define priority levels, and automatically notify the right users or teams. These categories are managed through the Lists module and are essential for building a structured, efficient support workflow.

In PrepBase, support categories are created and maintained using Default Lists and Project Lists.

1. Where to Manage Support Categories

Navigate to:

Support → Lists

This opens the Lists management screen, where all support categories are created, edited, enabled/disabled, and deleted.

2. Lists Module Overview

The Lists screen is divided into two tabs: 

  • Default List

  • Project Lists

Both are used as support categories, but serve different organizational purposes.

3. Default List (Global Support Categories)

The Default List tab is used to create global support categories that are available across the entire platform.

Default List Table Columns
ColumnDescription
NameSupport category name (e.g., Change Accommodation).
PriorityPriority level: Low, Medium, or High.
Notify ToUsers who will be notified when tickets are created under this category.
Created OnDate the category was created.
StatusActive / Inactive toggle.
ActionsEdit or Delete options.

Creating a New Default Support Category

Steps

  1. Open the Default List tab

  2. Click the ➕ Add button

  3. Enter the Name of the support category

  4. Select a Priority

    • Low

    • Medium

    • High

  5. Choose Notify To users (admins or sub-admins)

  6. (Optional) Add an Email

    • Click Add New to include external email recipients

  7. Click Save

The category is immediately available for use in Support tickets.

Editing a Default Support Category

Steps:

  1. Click the three-dot menu next to a category

  2. Select Edit

  3. Update:

    • Name

    • Priority

    • Notify To users

    • Email (Optional)

  4. Click Save

Changes apply instantly to future tickets.

Deleting a Default Support Category

  1. Open the three-dot menu

  2. Click Delete

  3. Confirm the action

⚠️ Deleting a category permanently removes it and may affect ticket categorization.

4. Project Lists (Project-Specific Support Categories)

The Project Lists tab is used to create support categories limited to specific projects or workflows.

Project Lists Table Columns
ColumnDescription
NameProject-specific support category name.
PriorityLow, Medium, or High.
Notify ToAssigned user for notifications.
Created OnCreation date.
StatusActive / Inactive toggle.
ActionsEdit or Delete options.

Creating a Project-Specific Support Category

Steps

  1. Switch to the Project Lists tab

  2. Click ➕ Add

  3. Enter the Category Name

  4. Select Priority

  5. Choose Notify To user(s)

  6. (Optional) Add an Email

  7. Click Save

This category will be available only in the relevant project context.

Editing a Project-Specific Support Category

Steps:

  1. Click the three-dot menu next to a category

  2. Select Edit

  3. Update:

    • Name

    • Priority

    • Notify To users

    • Email (Optional)

  4. Click Save

Changes apply instantly to future tickets.

Deleting a Project-Specific Support Category

  1. Open the three-dot menu

  2. Click Delete

  3. Confirm the action

⚠️ Deleting a category permanently removes it and may affect ticket categorization.

5. Priority Levels Explained

Priority determines urgency and handling order of support tickets.

  • High – Urgent issues requiring immediate attention

  • Medium – Standard operational issues

  • Low – Informational or non-urgent requests

Admins should assign priority carefully to maintain SLA discipline.

6. Notification Behavior (Notify To & Email)

When a ticket is created using a support category:

  • Users selected in Notify To receive in-app notifications

  • Optional Email recipients receive email alerts

  • Multiple users/emails can be notified per category

This ensures tickets reach the right people automatically.

7. Filtering & Searching Support Categories

Available Controls

  • Search Bar

    • Search categories by name

  • Priority Filter

    • Filter by Low / Medium / High

  • Apply / Reset

    • Quickly adjust list visibility

Filters work independently in Default List and Project Lists tabs.

8. Enabling or Disabling a Support Category

Each category includes a Status toggle:

  • Enabled – Category is available for ticket creation

  • Disabled – Category is hidden and cannot be selected

This is useful for:

  • Temporarily retiring categories

  • Seasonal or project-based workflows

IN THIS ARTICLE

Managing in-app notifications

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Managing In-App Notifications

The In-App Notifications feature in PrepBase allows admins to send important updates, alerts, and announcements directly within the platform. Notifications help ensure that students, instructors, counselors, and groups stay informed without relying solely on email or external communication tools.

1. Where to Access In-App Notifications

Navigate to:

Communication → Notifications

This opens the Notifications management screen, where all previously created notifications are listed and managed.

2. Notifications Page Overview

The Notifications page provides a centralized view of all in-app notifications.

Key Areas on the Page

  • Search Bar – Quickly find notifications by title

  • Add Notification (+) – Create a new in-app notification

  • Notifications Table – Displays all notifications

  • Actions Menu – Delete individual notifications

  • Pagination Controls – Navigate through notification history

Notifications List Columns Explained

Each row in the list represents one notification.

Column Description
Title Notification title shown to recipients.
Description Message content of the notification.
Send To Target audience (Student, Instructor, Counselor, or Group).
Created On Date the notification was created.
Actions Context menu for deleting the notification.

3. Creating a New Notification

Admins can create new notifications at any time.

Steps to Add a Notification

  1. Click the ➕ Add Notification button

  2. Enter a clear Title

  3. Add the Description (notification message)

  4. Select Send To:

    • Student

    • Instructor

    • Counselor

    • Group

  5. Click Submit / Save

The notification is immediately delivered to the selected recipients inside PrepBase.

4. Who Receives Notifications

Notifications are visible inside the PrepBase interface for the selected users.

  • Students – Receive notifications related to sessions, billing, or announcements

  • Instructors / Counselors – Receive updates related to teaching, payroll, or system alerts

  • Groups – Useful for batch announcements or program-wide updates

5. Searching Notifications

To find a specific notification:

  1. Use the Search field at the top

  2. Enter part or all of the notification title

The list updates instantly to match the search criteria.

6. Deleting a Notification

To delete a notification:

  1. Click the three-dot menu next to the notification

  2. Select Delete

  3. Confirm the action

This is useful for removing outdated or incorrect announcements.

IN THIS ARTICLE

Sending messages between users

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Sending Messages Between Users

The Messaging module in PrepBase enables direct and group communication between Admins, Students, and Instructors. This feature centralizes conversations, improves coordination, and keeps all communication tied to the platform—no external tools required.

1. Where to Access Messaging

Navigate to:

Communication → Messaging

This opens the main Messaging interface, where all one-to-one and group conversations are managed.

2. Messaging Interface Overview

The Messaging screen is divided into three main areas:

1. Conversation Categories (Top Tabs)

  • Students – One-to-one chats with students

  • Instructors – One-to-one chats with instructors

  • Group Chat – Group conversations with multiple participants

You can switch between these tabs at any time without losing chat history.

2. Conversation List (Left Panel)

This panel displays all existing conversations under the selected tab.

Each conversation shows:

  • User or group name

  • Profile icon

  • Last message preview

  • Time since last activity

Search Conversations

Use the Search bar at the top to quickly find a conversation by name.

3. Chat Window (Main Panel)

The main panel shows:

  • Chat header with participant name

  • Message history

  • Message input field

  • Send button

Messages are displayed in a chat-style format, making conversations easy to follow.

3. Starting a New Chat

Admins can start new conversations directly from the Messaging module.

How to Start a New Chat

  1. Click the ➕ (Add) button at the bottom of the conversation list

  2. Select New Chat

  3. Choose the chat type:

    • Student

    • Instructor

  4. Select the user from the dropdown list

  5. Click Submit

A new one-to-one chat is created instantly.

4. Sending Messages

Once a conversation is open:

  1. Click inside the Type a message… input field

  2. Enter your message

  3. Click the Send (➤) button

The message is delivered in real time and added to the chat history.

Sending Attachments

PrepBase allows you to share additional content such as documents, images, voice recordings, and location details during a conversation.

To send an attachment:

  1. Click the ➕ (Add) icon next to the message input field.

  2. Select one of the available attachment options:

    • Record – Record and send a voice message directly from the chat.

    • Document – Upload and share files such as PDFs, Word documents, or other supported file types.

    • Gallery – Select and send images from your device.

    • My Location – Share your current location with the recipient.

  3. Choose or upload the required file/content.

  4. Click the Send (➤) button to deliver the attachment.

The attachment is sent instantly and appears within the conversation thread, just like regular messages.

5. Creating a Group Chat

Group chats allow admins to communicate with multiple users simultaneously.

How to Create a Group Chat

  1. Click the ➕ (Add) button

  2. Select Group Chat

  3. Upload a Group Image (optional)

  4. Enter a Group Name

  5. Select Students

  6. Select Instructors

  7. Click Submit

The group chat is created and appears under the Group Chat tab.

Managing Group Conversations

In group chats:

  • All selected participants can view and respond to messages

  • Messages are visible to all members

  • Group chats are useful for:

    • Batch announcements

    • Session coordination

    • Program or class communication

6. Deleting a Conversation

Admins can remove conversations when they are no longer needed.

How to Delete a Chat

  1. Open the conversation

  2. Click the three-dot menu in the top-right corner

  3. Select Delete Chat

  4. Confirm the action

⚠️ Deleting a chat permanently removes the conversation history.

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Managing messages and notifications

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Managing Messages and Notifications

The Communication module centralizes all interaction on the platform—messages, announcements, and notifications.
It enables administrators to send, track, and manage communication with students, parents, tutors, and system users in one place.

It provides complete visibility over outgoing messages, delivery status, conversation threads, and system-wide announcements.

1. Accessing the Communication Module

Go to:

Left Sidebar → Communication

2. Messaging

The Messaging section allows admins to initiate and manage direct communication with individual users or groups. This includes:
  • One-to-one messages
  • Group messages
Sending a New Message
Admins can send a new message directly from the Communication module. Steps:
  1. Click the ➕ Add button in the lower-left corner.
  2. Choose between two options: New Chat or Group Chat.
  • New Chat: Select either a Student or an Instructor, press submit.
  • Group Chat: Upload a group image, add a group name, select Students, and select Instructors, press submit.
  1. Type the message content.
  2. Use additional chat options as needed:
  • Record a voice note
  • Add a document
  • Select from gallery
  • Share location
  1. Click Send to deliver the message. The message will appear instantly in the message list and in the recipient’s inbox.
  2. To delete a chat, click the three dots in the upper‑right corner of the chat and select Delete.

3. Notifications

Notifications are system‑generated alerts created by admins to keep users informed. Any type of notification can be sent based on the platform’s needs, and admins can view the full notification list along with delivery status

Notification listing includes:

  • Type of Notification
  • Description
  • Recipient
  • Date created
To send a notification:

  1. Click the ➕ button in the upper‑right corner.
  2. Add the Notification Title.
  3. Select Accessibility — choose one of the following:
  • All
  • Student
  • Counselor
  • Tutor
  • Group
  1. For each selected category, you can choose one, multiple, or all recipients.
  2. Add the Description of the notification.
  3. Click Save to send the notification.

To delete a notification, click the three dots on the right side and select Delete.

To search for a notification, type the required keyword into the search bar on the left side.

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Processing instructor payments

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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 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 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

  • 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 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:

  • 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.

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Managing student family accounts and transactions

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Managing Student Family Accounts, Invoices and Transactions

The Billing and Invoices module in PrepBase allows admins to centrally manage billing activities for families, including viewing balances, creating invoices, recording transactions, and exporting financial data. This section provides full visibility into charges, payments, and invoice statuses across all linked students under a family account.

1. Overview: Where to Find Family Accounts, Invoices & Transactions

Navigate to:

Billing & Invoices → Family Accounts

From here, you can:

  • View all family billing accounts

  • Monitor outstanding balances

  • Access detailed invoices and transactions

  • Create and manage invoices

  • Add or adjust manual transactions

  • Export financial records for reporting

2. Family Accounts Tab

The Family Accounts tab under Billing & Invoices is the central hub for managing billing at the family level. It allows admins to view balances, track invoice and payment history, access detailed family billing records, and perform exports for reporting and reconciliation.

Family Accounts List Overview

Each row in the Family Accounts table represents one family billing account, which may include one or more students under the same parent/guardian.

Family Accounts Table Columns Explained
ColumnDescription
FamilyParent(s) and/or primary account holder name(s).
StudentsStudents linked to the family billing account.
Balance OwingTotal unpaid balance for the family.
Last Invoice DateDate when the most recent invoice was issued.
Last Payment DateDate when the most recent payment was recorded.
ActionsContext menu to view detailed family billing information.

Balance Owing (Top Summary)

At the top of the Family Accounts tab, Balance Owing shows:

  • The total outstanding balance across all family accounts

  • A real-time summary that updates automatically as:

    • Payments are recorded

    • Invoices are issued or marked Paid/Void

    • Manual transactions are added or removed

This gives admins an instant snapshot of total receivables.

Viewing a Family Account

To access detailed billing information for a family:

  1. Click the three-dot action menu on a family row

  2. Select View

This opens the Family Account Detail page.

Family Account Detail Page

The Family Account Detail page provides a complete billing snapshot for a single family.

Header Information

At the top of the page, you can see:

  • Parent Name

  • Student Names

  • Balance Owing

  • Last Invoice Date

  • Last Payment Date

This summary helps admins quickly understand the family’s current billing status.

Family Account Sub-Tabs

Within the Family Account Detail page, there are two sub-tabs:

  • Transactions

  • Invoices

Each tab focuses on a different aspect of the family’s billing activity.

Filtering Family Accounts

The Family Accounts tab includes multiple filtering options to quickly locate specific records.

Available Filters

  • Search – Find families by parent or student name

  • Sort By

    • Last Invoice Date

    • Last Transaction Date

    • Balance Owing

  • Calendar Filter

    • Filter families based on invoice or transaction dates

  • Reset / Apply controls for efficient filtering

Exporting Family Accounts Data

Admins can export family billing data at any time.

Export CSV

  • Click Export CSV

  • Downloads all visible family accounts

  • Respects applied filters and sorting

3. Transactions Tab (Family Account Level)

The Transactions tab shows all financial activity for the selected family.

Transactions Table Columns

  • Date – When the transaction was recorded

  • Family Name – Parent and/or student associated

  • Transaction Type – Charges or Payment

  • Transaction Amount

    • Charges appear as negative values

    • Payments appear as positive values

  • Description – Notes or package details

  • Actions Menu

Important: Transaction Action Menu Behavior

⚠️ Only manually added transactions show Edit and Delete options.

  • Manual Transactions

    • Action menu includes:

      • Edit

      • Delete

  • System-generated Transactions (e.g., package charges, automated billing)

    • Action menu opens but shows no actions

    • These entries are read-only to maintain billing integrity

Adding a New Transaction

You can add manual transactions from:

  • Family Account → Transactions tab

  • Billing & Invoices → Transactions tab

 

Steps to Add a Transaction

  1. Click the ➕ Add Transaction button

  2. Select Transaction Type (Charge or Payment)

  3. Choose the Family Account

  4. Set the Date

  5. Enter the Amount

  6. (Optional) Select:

    • Session Category

    • Session Type

  7. Add a Description for reference

  8. Click Save

Manual transactions immediately affect the family’s balance.

Editing or Deleting a Transaction

  • Only available for manual transactions

  • Open the three-dot menu next to the transaction

  • Choose Edit to update details

  • Choose Delete to permanently remove the transaction

Transactions Filters & Export

Filtering Options 

  • Calendar Filter

    • Filter transactions by date range

  • Reset / Apply filters as needed

Export Transactions

  • Click Export CSV

  • Downloads all visible transactions based on applied filters

4. Invoices Tab (Family Account Level)

The Invoices tab shows all invoices issued to the selected family.

Invoice List Columns

  • Invoice Number

  • Date Created

  • Invoice Date

  • Status – Open, Paid, or Void

  • Date Range

  • Amount

Creating an Invoice

  1. Click ➕ Add Invoice

  2. Set the Invoice Date

  3. Choose Include Balances

    • Typically includes all owed balances

  4. Review Owed Balances

  5. Select whether to Send Email

  6. Click Create

The invoice is generated and linked to the family account.

Viewing & Editing an Invoice

From the invoice list click on the Invoice Number to view the invoice details:

  • View – Opens the invoice summary page

    • Displays:

      • Family Account

      • Total Sessions

      • Total Hours

      • Invoice Amount

      • Payment Status

      • All related transactions

  • Edit – Editing is not available in invoice’s tab under family account detail page 

Managing Invoice Status

Invoices support three statuses:

  • Open – Invoice is unpaid

  • Paid – Invoice has been settled

  • Void – Invoice is canceled and excluded from billing

Admins can update invoice status directly from the invoice list.

Invoice Tools: Download, Email & Export

Bulk Invoice Actions

Using the settings menu in the Invoices tab, you can:

  • Download Invoices – Generate PDFs

  • Email Invoices – Send invoices to families in bulk

Filtering Invoices

  • Use Calendar Date Filter

  • Apply or reset filters as needed

Export Invoices

  • Click Export CSV

  • Downloads invoice data for reporting or accounting use

5. Invoices Tab

The Invoices tab under Billing & Invoices provides admins with a centralized view of all invoices generated across family accounts. This section is designed to help manage invoice creation, tracking, status updates, bulk actions, filtering, and exports efficiently.

Invoices List Overview

Each row in the Invoices table represents a single invoice.

Invoice Table Columns Explained
ColumnDescription
Invoice NumberUnique auto-generated invoice ID. Clickable for viewing invoice details.
Date CreatedDate the invoice record was created in the system.
Invoice DateOfficial invoice issue date (shown to families).
Family AccountParent / family associated with the invoice.
Date RangeBilling period covered by the invoice (if applicable).
AmountTotal invoice amount.
StatusCurrent invoice status: Open, Paid, or Void.
ActionsContext menu for viewing or editing the invoice.

Invoice Status Types

Invoices in PrepBase can have one of the following statuses:

  • Open
    Invoice is issued but not yet paid.

  • Paid
    Invoice has been fully settled.

  • Void
    Invoice is cancelled and excluded from balance calculations.

Status changes immediately reflect in the related Family Account balance.

Viewing an Invoice

To view invoice details:

  1. Click the three-dot action menu on an invoice row

  2. Select View

Invoice View Page Includes

  • Invoice Date

  • Family Account

  • Total Account Sessions

  • Total Account Hours

  • Total Amount

  • Payment Status

  • A full list of transactions included in the invoice

This view is read-only and intended for verification and reference.

Editing an Invoice

To edit an existing invoice:

  1. Open the three-dot action menu

  2. Click Edit

Editable Fields

  • Invoice Date

  • Include Balances (e.g., all owed balances)

  • Send Email (Yes / No)

⚠️ If no pending balance exists, the system clearly indicates No Pending Balance.

Creating a New Invoice

Admins can manually create invoices from the Invoices tab.

Steps to Create an Invoice

  1. Click ➕ Add Invoice

  2. Select the Family Account

  3. Set the Invoice Date

  4. Choose Include Balances

  5. Review the Owed Balances

  6. Select whether to Send Email

  7. Click Create

The invoice is instantly generated and linked to the selected family account.

Bulk Invoice Actions (Settings Menu)

The settings (⚙️) icon at the top-right of the Invoices tab enables bulk invoice actions.

Available Bulk Actions

  • Download Invoices
    Downloads selected invoices as PDF files.

  • Email Invoices
    Sends selected invoices directly to family email addresses.

These actions apply only to selected invoices using checkboxes.

Filtering Invoices

Powerful filters help admins quickly locate specific invoices.

Filter Options

  • Family – Filter invoices by family account

  • Status – Open, Paid, or Void

  • Calendar Filter – Filter invoices by invoice date

  • Reset / Apply controls for quick filter management

Filters apply instantly to both the table and bulk actions.

Searching Invoices

Use the search bar to find invoices by:

  • Invoice number

  • Family name

Search works in combination with filters.

Exporting Invoices

Admins can export invoice data for accounting or reporting.

Export CSV

  • Click Export CSV

  • Downloads all visible invoices based on current filters

  • Ideal for:

    • Finance reconciliation

    • Monthly reporting

    • External accounting systems

6. Transactions Tab

The Transactions tab under Billing & Invoices provides admins with a complete, system-wide view of all financial transactions. This includes charges, payments, system-generated entries, and manual adjustments, allowing accurate tracking of billing activity across all family accounts.

Transactions List Overview

Each row in the Transactions table represents one financial transaction recorded in the system.

Transactions Table Columns Explained
ColumnDescription
DateDate and time when the transaction was created.
Family NameParent and/or student associated with the transaction.
Transaction TypeIndicates whether the entry is a Charge or Payment.
Transaction AmountMonetary value of the transaction.
DescriptionReason for the transaction (e.g., package name, tutoring payment).
ActionsContext menu for permitted actions (if applicable).

Understanding Transaction Amounts

Transactions are visually distinguished for clarity:

  • Charges

    • Displayed as negative values

    • Represent money owed by the family

  • Payments

    • Displayed as positive values

    • Represent payments received from the family

This makes balance calculations and reconciliation straightforward.

Transaction Types & System Behavior

PrepBase supports two core transaction sources, and their behavior differs intentionally.

System-Generated Transactions

These include:

  • Package charges

  • Automated billing entries

  • Invoice-linked charges

Behavior:

  • Automatically created by the system

  • Read-only

  • Action menu opens but shows no options

  • Cannot be edited or deleted to preserve billing integrity

Manual Transactions

These are transactions added by admins, typically for:

  • Offline payments

  • Adjustments

  • Corrections

  • Special cases

Behavior:

  • Fully admin-controlled

  • Action menu includes:

    • Edit

    • Delete

⚠️ Only manual transactions show Edit and Delete options.
System-generated transactions do not allow modifications.

Adding a New Transaction

Admins can manually add transactions directly from the Transactions tab.

Steps to Add a Transaction

  1. Click ➕ Add Transaction

  2. Select Transaction Type

    • Charge

    • Payment

  3. Choose the Family Account

  4. Set the Date

  5. Enter the Amount

  6. (Optional) Select:

    • Session Category

    • Session Type

  7. Add a clear Description

  8. Click Save

The transaction is immediately recorded and reflected in the family’s balance.

Editing a Transaction

Editing is only available for manual transactions.

How to Edit

  1. Click the three-dot menu on a manual transaction

  2. Select Edit

  3. Update any of the following:

    • Transaction Type

    • Date

    • Amount

    • Session Category / Type (if applicable)

    • Description

  4. Click Save

Changes apply instantly to balances and reports.

Deleting a Transaction

Deletion is also restricted to manual transactions only.

How to Delete

  1. Open the three-dot menu

  2. Click Delete

  3. Confirm the action

⚠️ Deleted transactions are permanently removed and immediately affect balances.

Filtering Transactions

The Transactions tab includes powerful filtering tools for precise review.

Filter Options

  • Family – View transactions for a specific family

  • Transaction Type – Charges or Payments

  • Calendar Filter – Filter transactions by date range

  • Reset / Apply buttons for quick control

Filters work together and update the list instantly.

Searching Transactions

Use the search bar to locate transactions by:

  • Family name

  • Student name

  • Description keywords

Search can be combined with filters for faster results.

Exporting Transactions

Admins can export transaction data for accounting and audits.

Export CSV

  • Click Export CSV

  • Downloads all currently visible transactions

  • Respects applied filters and date ranges

Common use cases:

  • Monthly reconciliation

  • External accounting systems

  • Financial audits

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