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Processing instructor payments

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Processing Instructor Payments

The Processing Instructor Payments feature in PrepBase helps admins accurately track instructor work, review manual entries, and calculate payable amounts for Tutors and Counselors. This module ensures transparent payroll calculations while giving admins full control over approvals, filters, and exports.

1. Overview: Where Payroll Lives

Navigate to:

Payroll → Tutors / Counselors

Payroll is divided into two tabs:

  • Tutors

  • Counselors

Each tab functions the same way, displaying instructor-level earnings and entries based on completed sessions and approved manual work.

2. Payroll Dashboard (Tutors & Counselors)

 The payroll list provides a high-level summary of instructor earnings.

Columns Explained

Each row represents one instructor and includes:

  • Name
    Instructor name with phone number and email
    (Clicking the name or email opens the instructor’s detailed Entries page)

  • Student Count
    Number of unique students taught

  • Session Count
    Total completed sessions

  • Total Duration
    Total instructional hours logged

  • Total Earned
    Total amount earned based on sessions and rates

  • Payroll Balance
    Amount currently payable to the instructor

  • Default Rate
    Hourly rate used for payroll calculations

  • Entries
    Total entries with pending manual entries clearly indicated
    (e.g., 3 (0 pending))

3. Balance Owing (Top Summary)

At the top of the payroll page, Balance Owing shows:

  • The total payable amount across all instructors in the selected tab (Tutors or Counselors)

This value updates automatically as manual entries are confirmed or rejected.

4. Searching, Filtering & Exporting Payroll

Search Instructors

Use the search bar to quickly find an instructor by name or email.

Date Filter (Calendar)

Admins can filter payroll data using a calendar picker to view earnings for a specific date range.

Export Payroll Data

Click Export CSV to download payroll summaries for reporting, reconciliation, or finance processing.

5. Viewing Instructor Entries

Clicking an instructor’s name or email opens the Entries page.

Entries Page Overview

The Entries page shows:

  • Instructor name

  • Pending manual entries count

  • A complete list of all entries related to that instructor

6. Understanding Entry Types

Each entry has a Source that determines how it behaves.

System Entry

  • Automatically generated by completed sessions

  • Cannot be edited or rejected

  • Always included in payroll calculations

Admin Entry

  • Added directly by an admin

  • Automatically approved

  • Included in payroll immediately

Manual Entry

  • Submitted manually (usually by instructor)

  • Requires admin approval

  • Highlighted clearly in the list

  • Not included in payroll until approved

7. Identifying Pending Manual Entries

Pending manual entries are:

  • Highlighted visually

  • Labeled as Manual Entry

  • Counted at the top of the Entries page

  • Excluded from payroll totals until action is taken

8. Filtering Pending Manual Entries

Admins can filter entries to focus only on pending approvals.

Filter Options

  • Pending Manual Entries toggle

  • Calendar filter to narrow by date

  • Reset / Apply buttons to control filtering

This makes it easy to review only items requiring attention.

9. Reviewing a Manual Entry

Click Manual Entry text in the Source column to open the review modal.

Manual Entry Review Modal

The modal displays:

  • Service (e.g., Tutoring)

  • Entry Status (Pending)

  • Number of Hours

  • Date

  • Time

  • Billing Status (Billable or Non-Billable)

Available Actions

  • Accept

    • Entry becomes approved

    • Included in payroll calculations

    • Payroll balance updates automatically

  • Reject

    • Entry is excluded permanently

    • Does not affect payroll totals

10. Entries Page (No Pending Items)

When there are no pending manual entries:

  • Only system and approved entries appear

  • Filters remain available

  • Payroll values remain locked and accurate

11. Tutors vs Counselors Payroll

Both tabs work identically, but are separated to:

  • Keep Tutor payroll independent from Counselor payroll

  • Allow role-specific financial tracking

  • Simplify reporting and exports

Admins can switch tabs at any time without losing filters.

12. Exporting Instructor Entries

From the Entries page:

  • Click Export CSV

  • Download all visible entries based on current filters

  • Useful for audits, instructor disputes, or finance teams

IN THIS ARTICLE

Managing student family accounts and transactions

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Managing student family accounts

The Family Accounts & Transactions 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 & 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 displays a consolidated list of all families with billing activity.

What You See in the Family Accounts List

Each row represents a family account and includes:

  • Family – Parent(s) and linked student(s)

  • Students – Students associated with the family account

  • Balance Owing – Total unpaid amount for the family

  • Last Invoice Date – Most recent invoice issued

  • Last Payment Date – Most recent recorded payment

  • Actions Menu – View family billing details

Key Actions

  • Search – Quickly locate a family using the search bar

  • Sort – Sort by:

    • Last Invoice Date

    • Last Transaction Date

    • Balance Owing

  • Date Filter – Filter family accounts using a calendar-based date range

  • Export CSV – Download a CSV of all family account billing data

  • View – Open the detailed Family Account page

Family Account Detail Page

Selecting View opens the Family Account Detail page, which 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

Below the header, you’ll find two sub-tabs:

  • Transactions

  • Invoices

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 

  • Filter Panel

    • Family

    • Transaction Type

  • 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

  • Actions Menu

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 action menu:

  • View – Opens the invoice summary page

    • Displays:

      • Family Account

      • Total Sessions

      • Total Hours

      • Invoice Amount

      • Payment Status

      • All related transactions

  • Edit – Update invoice date, included balances, or email preference

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

  • Filter by Family

  • Filter by Status

  • 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
Column Description
Date Date and time when the transaction was created.
Family Name Parent and/or student associated with the transaction.
Transaction Type Indicates whether the entry is a Charge or Payment.
Transaction Amount Monetary value of the transaction.
Description Reason for the transaction (e.g., package name, tutoring payment).
Actions Context 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

IN THIS ARTICLE

Creating categories for files, courses, and articles

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Creating Categories for Files, Courses, and Articles

Categories in PrepBase help you organize files, courses, and educational content in a structured and scalable way.
Using categories and sub-categories ensures that admins can easily find relevant resources across the platform.

This guide explains how to create, manage, edit, delete, and export categories and sub-categories for:

  • Files

  • Courses

  • Articles & Guides

1. Where to Find Categories

Navigate to:

Admin Portal → Resource Management → Categories

2. Categories Module Overview

The Categories screen is divided into three tabs, each managing a different resource type:

TabPurpose
FileOrganize uploaded files and folders
CourseOrganize video courses and learning content
ArticleOrganize articles, guides, and FAQs

Each tab works the same way, but applies to a different resource type.

3. File Categories

File categories are used when uploading files in Resource Management → Files and also inside Projects and Profiles.

Viewing File Categories

  • Click the File tab

  • View category name, number of sub-categories, creation date, and status

Adding a New File Category

  1. Click the ➕ Add Category button

  2. Enter the Category Name

  3. Click Save

Editing a File Category

  1. Click the three-dot menu beside a category

  2. Select Edit

  3. Update the category name

  4. Click Save

Deleting a File Category

  1. Click the three-dot menu

  2. Select Delete

  3. Confirm the action

⚠️ Note: Deleting a category does not delete files, but may require reassignment.

Exporting File Categories

  • Click the Download (⬇️) icon to export file categories as CSV

4. File Sub-Categories

Sub-categories provide additional classification under a main category.

Viewing Sub-Categories

  • Click a category name

 

  • You’ll be redirected to the Sub-Categories page

Adding a File Sub-Category

  1. Click ➕ Add Sub-Category

  2. Enter the sub-category name

  3. Click Save

Editing a File Sub-Category

  1. Click the three-dot menu

  2. Select Edit

  3. Update the name and save

Deleting a File Sub-Category

  1. Click the three-dot menu

  2. Select Delete

  3. Confirm deletion

Exporting File Sub-Categories

  • Use the Download (⬇️) icon to export sub-categories as CSV

5. Course Categories

Course categories help organize video courses and learning programs.

Viewing Course Categories

  • Switch to the Course tab

  • View categories and sub-category counts

Adding a Course Category

  1. Click ➕ Add Category

  2. Enter category name

  3. Save

Managing Course Sub-Categories

  • Click a course category name to manage sub-categories

  • Add, edit, delete, or export sub-categories the same way as files

Editing & Deleting Course Categories

  • Use the three-dot menu to edit or delete

  • Changes reflect immediately in course creation and filtering

Exporting Course Categories & Sub-Categories

  • Use the Download (⬇️) icon for CSV export

6. Article Categories

Article categories organize Articles, Guides, and FAQs shown in Articles & Guides.

Viewing Article Categories

  • Switch to the Article tab

  • See categories used for educational content

Adding an Article Category

  1. Click ➕ Add Category

  2. Enter category name

  3. Save

Managing Article Sub-Categories

  • Click a category name to open sub-categories

  • Add or manage sub-categories for content grouping

Editing & Deleting Article Categories

  • Use the three-dot menu

  • Select Edit or Delete

Exporting Article Categories

  • Click Download (⬇️) to export article categories and sub-categories

IN THIS ARTICLE

Adding and managing educational articles

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Adding and Managing Educational Articles

PrepBase allows admins to create, manage, and organize educational content through the Articles & Guides module. This section is designed to help teams publish structured knowledge resources such as:

  • Educational Articles

  • Long-form Guides

  • Frequently Asked Questions (FAQs)

These resources can be used internally by teams or shared with students and parents, depending on visibility and usage.

This article explains how to add, view, edit, filter, and delete educational articles, guides, and FAQs.

1. Accessing Articles & Guides

  1. Open the Admin Portal

  2. Navigate to Resource Management

  3. Click Articles & Guides

You’ll see two primary sections:

  • Articles

  • Guides (with a nested FAQs tab)

2. Understanding Content Types

Articles

Articles are structured educational posts with:

  • Title

  • Category & Sub-Category

  • Featured Image

  • Rich-text content

  • Author/source information

Guides

Guides are long-form instructional resources, typically step-by-step or topic-focused.

FAQs

FAQs are short, question-and-answer entries used for quick reference.

3. Managing Articles

Viewing Articles

  • Open the Articles tab

  • Click on an Article Title to open the full article view

Adding a New Article

  1. In the Articles tab, click ➕ Add

  2. Fill in the following fields:

    • Article Image (optional but recommended)

    • Article Title

    • Category

    • Sub-Category

    • Description (rich-text editor)

  3. Click Save.

Editing an Article

  1. Click the three-dot menu (⋮) next to an article

  2. Select Edit

  3. Update the required fields

  4. Click Save

Deleting an Article

  1. Click the three-dot menu (⋮)

  2. Select Delete

  3. Confirm the action

⚠️ Deleted articles are permanently removed and cannot be restored.

Filtering Articles

Admins can filter articles using:

  • Category

  • Sub-Category

  • Source

  • Created Date (calendar filter)

Click Apply to refine results or Reset to clear filters.

4. Managing Guides

 Viewing Guides

  1. Switch to the Guides tab

  2. Click on any Guide Title to view its full content

Adding a New Guide

  1. Click ➕ Add in the Guides tab

  2. Provide:

    • Guide Image

    • Guide Title

    • Description (rich-text editor)

  3. Click Save 

Editing a Guide

  1. Open the three-dot menu (⋮) next to a guide

  2. Select Edit

  3. Update the content

  4. Click Save

Deleting a Guide

  1. Click ⋮ → Delete

  2. Confirm deletion

5. Managing FAQs

 Viewing FAQs

  • Open Guides

  • Switch to the FAQs tab

  • Browse questions and answers in a list format

Adding a New FAQ

  1. Click ➕ Add in the FAQs tab

  2. Enter:

    • Question

    • Answer

  3. Click Save

Editing an FAQ

  1. Click the three-dot menu (⋮)

  2. Select Edit

  3. Update the question or answer

  4. Click Save

Deleting an FAQ

  1. Click ⋮ → Delete

  2. Confirm the action

IN THIS ARTICLE

Uploading and managing video courses

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Uploading and Managing Video Courses

This guide explains how to create, upload, manage, and organize video-based courses in PrepBase. It covers everything from adding a new course to managing lessons, quizzes, filters, and course visibility—using the Resource Management → Courses module.

1. Accessing Courses in Resource Management

  1. Open the Admin Portal.

  2. Navigate to Resource Management → Courses.

  3. You’ll see a list of all created courses with key details such as category, price, total lessons, duration, and status.

2. Courses List Overview

Each course row displays:

  • Course Title

  • Category & Sub-Category

  • Total Lessons

  • Price

  • Total Duration

  • Status (Active / Inactive)

  • Created On

  • Actions Menu (⋮)

Available Actions

  • View Course click on the course title or three dot menu’s view button

  • View Course page to open course details and lessons

  • Edit 

  • Edit Quiz Form to update course information

  • Delete – Permanently remove the course

3. Adding a New Course

  1. Click the ➕ Add Course button.

  2. Fill in the course details:

    • Course Image (thumbnail)

    • Course Title

    • Category & Sub-Category

    • Price

  3. Add Tutor Details:

    • Tutor Name

    • Designation

    • Bio

  4. Enter:

    • What You Will Learn

    • Course Description

  5. Click Save to create the course.

📌 Once saved, you can start uploading lessons.

4. Viewing Course Details

The Course Detail page shows:

  • Course image and metadata

  • Tutor information

  • Learning outcomes

  • Description

  • Creation date

  • Uploaded Lessons section

5. Managing Uploaded Lessons

Lessons are managed from the Uploaded Lessons area inside a course.

Uploaded Lessons tab in course detail page

Lesson Types Supported

  • Video Lessons

  • Short Quizzes

6. Adding a Video Lesson

  1. Click ➕ Add → Add a Video.

  2. Upload the video file.

  3. Enter a Video Title.

  4. Click Save.

The system automatically calculates and displays the video duration.

7. Viewing & Managing Video Lessons

From the ⋮ menu next to a video lesson:

  • View Video

  • View Video Form to opens the video player

  • Edit Video 

  • Edit Video Form to replace or rename the video

  • Delete – Remove the video from the course

8. Adding a Short Quiz

  1. Click ➕ Add → Add Short Quiz.

  2. Enter a Quiz Title.

  3. Add one or more Questions:

    • Question title

    • Multiple options

    • Mark the correct answer

  4. Click Save.

9. Viewing & Editing Quizzes

Quiz actions include:

  • View Quiz 

  • View Quiz Form to See questions and correct answers

  • Edit Quiz

  • Edit Quiz Form to modify questions or options

  • Delete Quiz – Permanently remove the quiz

10. Filtering and Searching Courses

You can filter courses by:

  • Category

  • Sub-Category

  • Price Range

  • Status

Click Apply to filter or Reset to clear filters.

11. Exporting Course Data

  • Use the Export (CSV) button to download course data.

  • Useful for reporting, audits, or offline review.

IN THIS ARTICLE

Managing student, parent, and instructor files

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Managing Admin, Student and Instructor Files

The Manage Files module in PrepBase allows Admins to centrally organize, control, and distribute files for students and instructors—with clear visibility rules and role-based access. This ensures sensitive documents remain secure while public resources are easily accessible to the right audience.

Important to know (as per your system design):

  • The Files module has three tabs: Admin, Student, and Instructor.

  • Add File / Create Folder actions are available only in the Admin tab.

  • Student and Instructor tabs display files that are set to Public by Students or Instructors.

  • Actions like View, Download, Filter, and (where permitted) Edit/Delete work similarly across all tabs.

1. How to Access Manage Files

  1. From the left navigation, go to Resource Management → Files.

  2. You’ll land on the Manage Files page with three tabs at the top:

    • Admin

    • Student

    • Instructor

2. Understanding the Three File Tabs

 1) Admin Tab (Primary Control Center)

The Admin tab is where all file and folder management happens.

Admins can:

  • Add new files

  • Create folders

  • Edit file or folder details

  • Set visibility and accessibility

  • Download files

  • Delete files or folders

  • Filter and export file data

Columns you’ll see:

  • Name – File or folder name (clickable)

  • Category / Sub-Category – For structured organization

  • Added For – Admin / Student / Instructor

  • Added By – Who uploaded the file

  • Created On – Upload date

  • Visibility – Admin Only or Public

  • Status – Active / Inactive

2) Student Tab (Read-Only, Public Files)

The Student tab shows:

  • Files uploaded by Admins, Students, or Instructors

  • Only files marked as Public

Students can:

  • View files

  • Download files

  • Use filters and search

Students cannot add or create folders from this tab.

3) Instructor Tab (Read-Only, Public Files)

The Instructor tab behaves the same as the Student tab:

  • Displays Public files only

  • Supports viewing, downloading, and filtering

  • No add or folder creation permissions

3. Adding a New File (Admin Only)

Adding a new file

  1. Go to Admin → Files.

  2. Click + Add File.

  3. Fill in the form:

    • File Name

    • Category

    • Sub-Category (optional)

    • Visibility

      • Admin Only → Visible only to Admins

      • Public → Visible in Student & Instructor tabs

    • Accessibility (shown when Visibility = Public)

      • All Students / All Tutors / All Counselors

      • Or select specific users

  4. Upload the file.

  5. Click Save.

✅ The file immediately appears in the appropriate tabs based on visibility.

4. Creating and Managing Folders (Admin Only)

Create a Folder

  1. Click + Create Folder in the Admin tab.

  2. Enter:

    • Folder Name

    • Visibility (Admin Only / Public)

  3. Save.

Folder Actions

  • View Files (open folder)

  • View Files page in a folder

  • Add New Files inside the folder

  • Add New Files Form inside the folder

  • Edit Folder

  • Edit Folder Form

  • Delete Folder

5. Viewing and Downloading Files

  • Click a file name to open it in a new browser tab.

  • Use the Download option from the three-dot menu to save the file locally.

6. Editing Files (Admin Permissions Apply)

Admins can update:

  • File name

  • Category / Sub-category

  • Visibility & accessibility

  • Replace uploaded file

Editing availability in Student/Instructor tabs depends on system permissions, but Admins always retain full control.

7. Deleting Files and Folders

  • Use the Delete option from the three-dot menu.

  • Deleting a folder removes all files inside it.

  • This action is permanent.

8. Searching, Filtering, and Calendar View

Search

  • Use the Search bar to quickly locate files or folders.

Filters

  • Filter by:

    • Category

    • Sub-Category

    • Visibility

    • Added By

    • Date (via calendar picker)

Export

  • Admins can export file data to CSV for reporting or audits.

IN THIS ARTICLE

Managing Project Files, Reports, and Tasks in PrepBase

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Managing Project Files, Reports, and Tasks in PrepBase

This article explains how admins can organize files, track reports, and manage tasks within a project. These tools work together to keep all project-related information structured, searchable, and accessible to the right people at the right time.

1. Overview: Where to Manage Files, Reports, and Tasks

All file, report, and task management happens inside an individual project.

Navigation path:


Projects → Select a Project → Project Detail → View Lists

Within View Lists, you will find dedicated tabs for:

  • Files

  • Custom Reports

  • Tier Reports

  • Tasks

Each tab has its own add, edit, filter, and action controls.

 

2. Managing Project Files

The Files tab is used to store and organize all documents related to a project, such as reports, resources, submissions, and reference material.

Adding Files

  1. Open the Files tab inside the project.

  2. Click ➕ Add File.

  3. Fill in the following fields:

    • File Name

    • Category (e.g., Counseling, Tutoring)

    • Sub-Category (optional)

    • Visibility (Public, Admin, etc.)

    • Upload File

  4. Click Save to upload the file.

Creating and Using Folders

  • Use ➕ Create Folder to group related files.

  • Click a folder name to open it in a new view and manage files inside it.

  • Folders help separate documents by topic, phase, or department.

File Actions

From the three-dot menu beside any file, you can:

  • Click on name of the file to view in a new tab

  • Download the file

  • Edit file details (name, category, visibility)

  • Delete the file

Filtering Files

Use filters to quickly find files by:

  • Category

  • Sub-Category

  • Added By

  • Visibility

  • Date (calendar filter)

3. Managing Custom Reports

Custom Reports allow structured data collection for students within a project (for example: assessments, reviews, or evaluations).

Adding a Custom Report to a Project

  1. Open the Custom Reports tab.

  2. Click ➕ Add.

  3. Select:

    • Report Template

    • Student

  4. Fill in the report questions as configured in the template.

  5. Click Update to save the submission.

Viewing Report Submissions

  • Click the Report Name to open the submitted report.

  • A modal displays all question responses in a read-only format.

Managing Reports

From the three-dot menu, you can:

  • View the report submission

  • Edit responses

  • Delete the report entry

Filtering Reports

Reports can be filtered by:

  • Instructor

  • Student

  • Status

  • Date range (calendar filter)

4. Managing Tier Reports

Tier Reports are linked to tier-based workflows and help track student performance, actions, and feedback at specific stages.

Adding a Tier Report

  1. Open the Tier Reports tab.

  2. Click ➕ Add.

  3. Select the Student.

  4. Review the tier name and fill in:

    • Status

    • Action

    • Feedback

  5. Click Update to save.

Viewing Tier Reports

  • Click the Tier Report Name to view details.

  • The report shows status, action taken, and feedback text.

 
Tier Report Actions

Available actions include:

  • Edit

  • Delete

Filtering Tier Reports

Filter by:

  • Instructor

  • Student

  • Status

  • Date

5. Managing Project Tasks

Tasks help track actionable items assigned to students within a project.

Adding a Task

  1. Open the Tasks tab.

  2. Click ➕ Add.

  3. Complete the task form:

    • Student

    • Task Title

    • Task Details

    • Deadline

    • Task Feedback (optional)

    • Uploaded Solution / Attachment (optional)

  4. Click Update to create the task.

From the task’s three-dot menu:

Viewing Tasks
Editing Tasks

  • Edit task information or attachments

  • Delete the task

Task Status Tracking

Each task displays:

  • Deadline

  • Created date

  • Updated date

  • Current status (Active, Completed)

Filtering Tasks

Tasks can be filtered using:

  • Status

  • Instructor

  • Student

  • Deadline (calendar filter)

IN THIS ARTICLE

Defining and linking projects to students and instructors

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Defining and Linking Projects to Students, Instructors and Schools

This article explains how Projects work in PrepBase and how admins can create projects, assign students, instructors, schools, and coordinators, and manage everything from a single project workspace. Projects are the core structure used to organize student journeys, academic workflows, and instructor collaboration.

1. What is a Project in PrepBase?

A Project represents a structured academic or counseling engagement. It connects:

  • Students

  • Tutors and counselors

  • Schools and colleges

  • Stages, tiers, and reports

  • Project coordinators and admins

Each project acts as a centralized hub where all related activities, assignments, and communication are managed.

2. Accessing Projects

To open the Projects module:

  1. From the left sidebar, go to Workflow → Projects.

  2. You’ll see a list of all projects with quick metrics such as:

    • Number of students

    • Assigned tutors and counselors

    • Linked schools

    • Current project status

Clicking a Project Name opens the detailed project view.

3. Creating a New Project

  1. Click the ➕ Add Project button on the Projects page.

  2. Fill in the Project Name.

  3. Add Project Coordinator(s):

    • Name

    • Email

    • Phone number
      (You can add multiple coordinators if needed.)

  4. Select:

    • Project Admin

    • Student Project Status

    • Student Academic Status

  5. Attach optional configurations:

    • Stages

    • Tiers

    • Custom Reports

    • Support Issues

  6. Enter:

    • Support contact number

    • Optional start and end dates

  7. Click Save.

The project is now created and ready for linking students and instructors.

4. Project Detail Page Overview

The Project Detail page is divided into two main sections:

1. General Details

This section shows:

  • Project name

  • Project coordinators

  • Assigned project admins

  • Linked stages, tiers, and reports

  • Student and academic status lists

  • Support contact details

  • Start and end dates

You can edit these details anytime using the Edit (✏️) button.

2. View Lists (Core Management Area)

This section contains tabs that let you manage everything linked to the project:

  • Instructors

  • Students

  • Schools

  • Files

  • Custom Reports

  • Tier Reports

  • Tasks

Each tab supports searching, filtering, bulk actions, and contextual controls.

5. Linking Instructors to a Project

  1. Open the Instructors tab.

  2. Click ➕ Add.

  3. Select one or more instructors.

  4. Assign a Project Admin for the instructor.

  5. Click Save.

Instructor Capabilities

From the Instructors tab, admins can:

  • Edit instructor assignments

  • Remove instructors from the project

  • Assign project admins

  • Send Email or SMS

  • Apply filters (by role or admin)

Clicking an instructor’s name opens their full profile.

6. Linking Students to a Project

  1. Go to the Students tab.

  2. Click ➕ Add New.

  3. Select:

    • Student(s)

    • Assigned instructor

    • Assigned coordinator

  4. Click Save.

Student Management Options

Within the Students tab, you can:

  • Edit student assignments

  • Remove students from the project

  • Assign tutors or counselors

  • Upload files

  • Add packages

  • Create to-dos

  • Add internal notes

  • Send Email or SMS

  • Filter by instructor or coordinator

Clicking a student name opens their individual student profile.

7. Linking Schools to a Project

  1. Open the Schools tab.

  2. Click ➕ Add.

  3. Select the school and confirm.

For each linked school, the project shows:

  • School name

  • Number of students linked to that school

Admins can remove schools at any time. Clicking a school name opens the full school profile.

8. Filters, Bulk Actions, and Communication

Across all tabs, PrepBase provides:

  • Advanced filters (by instructor, coordinator, school, or student)

  • Bulk actions for faster management

  • Built-in Email and SMS communication tools

  • CSV export options for project data

These tools help admins manage large projects efficiently without leaving the project page.

9. Editing or Deleting a Project

From the Projects list or Project Detail page:

  • Edit: Update project settings, assignments, or configurations.

  • Delete: Permanently remove a project (use with caution).

IN THIS ARTICLE

Instructors Profiles

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Instructor Profiles

The Instructors module in PrepBase allows Admins to efficiently manage all tutor and counselor information—from personal data and professional background to permissions, portal access, and real-time activity logs.

Keeping instructor information accurate ensures:

  • Proper student–tutor matching

  • Smooth scheduling

  • Accurate billing and payroll

  • Secure account access

  • Transparent reporting

  • Better academic delivery across the platform

1. Accessing the Instructors Module

Go to:

Left Sidebar → Instructors

The Instructors listing page includes:

  • Instructor Name

  • Email

  • Service Type (Tutoring / Counselling)

  • Subjects & Expertise

  • Assigned Students

  • Default Session Duration / Category

  • Default Rate

  • Payroll Balance

  • Onboard Date

  • Onboard Status

  • Active / Inactive Status

  • Action Menu (View / Delete)

2. Adding a New Tutor / Counselor

Admins can add new instructors by navigating to the Instructors module and selecting Add New Tutor/Counselor (+).
This form is used to create instructor profiles for tutors and counselors who will later be assigned to students, sessions, and academic workflows.

The Add Instructor process is completed in three structured steps:

  1. Personal Details

  2. Professional Details

  3. Expertise

Each step captures specific information required to configure the instructor correctly within the system.

Step 1: Personal Details

This section captures the instructor’s core identity and contact information.

Field Name Description
Profile Image Upload a profile photo for the instructor. This field is optional, but recommended for easier identification across the platform.
Full Name The instructor’s complete legal name as it should appear across the system. Required.
Email Address A unique email address used for login credentials and system communication. Required.
Phone Number Instructor’s contact number including country code. Optional.
Country The instructor’s country of residence. Required.
City City selected within the chosen country. Required.
Residential Address Current residential address of the instructor. Optional.
Date of Birth Used for internal records and verification purposes. Optional.
Nationality Instructor’s nationality. Optional.
Instructor Type Defines whether the profile is created as a Tutor or a Counselor. This selection controls how the instructor is assigned within PrepBase. Required.
Gender Instructor’s gender selection for profile records. Required.
Step 2: Professional Details

This section defines the instructor’s background, experience, and professional profile.

Field Name Description
Experience Details A short summary of the instructor’s teaching or counseling background. Required.
Years of Experience Total number of professional experience years. Numeric input only. Required.
Native Language The instructor’s primary language of communication. Optional.
Other Languages Additional languages the instructor can communicate in. Optional.
Employment Specifies the instructor’s employment type (e.g., Full-Time, Part-Time, Contract). Required.
Qualification Academic or professional qualifications. Multiple entries can be added using Add New. Optional.
Bio A professional biography visible within the instructor profile. This helps admins and students understand the instructor’s background. Required.
Upload Resume Upload the instructor’s CV or resume for internal reference. Optional, but recommended for record completeness.
Step 3: Expertise

This section defines the academic scope and specialization of the instructor.

Field Name Description
Curriculums of Interest Curriculums the instructor is available to teach (e.g., IB, A-Levels, SAT). Optional.
Levels of Interest Education levels supported by the instructor (e.g., Middle School, High School, Undergraduate). Optional.
Subject of Interest Subjects in which the instructor has expertise and can be assigned sessions. Optional.

  • The Save button becomes available once all required fields are completed.

  • After saving, the instructor profile:

    • Appears in the Instructors list

    • Can be assigned to students, sessions, and academic workflows

    • Is available for scheduling and communication

    • Can be updated or edited at any time

3. Deleting a Tutor / Counselor

To delete:

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

  2. Select Delete.

4. Sending Bulk Email or SMS

Sends the same email to all selected instructors. Opens the email composer with selected instructors as recipients.

Bulk Email

Steps:

  1. click ✉️ → Email.

  2. After selecting Tutor or Counselor.

  3. Enter Subject and Message (rich text editor).

  4. Click Send Email → success message appears.

Sends a text message to all selected instructors using the phone numbers saved in their profiles.

Bulk SMS

Steps:

  1. click ✉️ → SMS.

  2. After selecting Tutor or Counselor.

  3. Enter Subject and Message (rich text editor).

  4. Click Send SMS → success message appears.

5. Performing Bulk Actions

Important: All bulk actions require you to select instructor via checkboxes first.

ActionDescription
Add To-DoCreates a task for all selected instructors. Opens a popup where admins enter the task title, due date, and priority. Click Save, and a success message confirms completion. The to-do appears under each instructor’s To-Do section.
Assign to a ProjectAssigns selected instructors to a specific project. Opens a popup to select the project, then click Save. A success message confirms the assignment, and the project becomes visible under each instructor’s Projects section.
Steps for Any Instructor Bulk Action

  1. Select one or more instructors using the checkboxes.

  2. Click the Bulk Actions / Settings icon.

  3. Choose the required action (e.g., Add To-Do, Assign to Project).

  4. Complete the popup details and click Save.

  5. Wait for the success confirmation message.

  6. Verify the update in the relevant instructor section.

6. Filtering & Sorting

Filters the instructor list by role (Tutor / Counselor) and status. This helps narrow down the list before applying bulk actions and ensures actions are applied only to relevant profiles.

Steps

  1. Click Filters.

  2. Select the criteria to filter by Role or Status.

  3. Click Apply to update the list (use Reset to clear).

7. Filter By Calender

Filters instructors based on a selected date range using the calendar picker. Useful for targeting instructors created or updated within a specific timeframe.

Steps:

  1. For date range, click Calendar, pick dates, then Apply.

Click Apply to update results or Reset to clear filters.

8. Exporting Data

Exports the current instructor list into a CSV file. The export respects applied filters and selections, allowing admins to download only the relevant instructor data for reporting or external use.

Steps:

  1. Apply any filters you need (optional).

  2. Click ⬇️ Export CSV.

  3. The system downloads the current view as a CSV file.

9. Accessing an Instructor Profile

Steps:

  1. Navigate to the Instructor’s module from the left-hand sidebar.

  2. Locate the instructor in the list using the search bar or scrolling.

  3. To open the Instructor profile:

    • Option 1: Click the instructor’s name under the Details column.

    • Option 2: Click the ⋮ (three-dot) icon at the end of the row and select View.

  4. The system loads the Instructor Details page with all profile and activity tabs.

10. Instructor Name Dropdown

The Instructor Name Dropdown allows admins to quickly switch between different instructor profiles without returning to the main list.

How it helps

  • Enables fast navigation across instructor profiles

  • Useful when reviewing or updating multiple instructors consecutively

  • Loads the selected instructor’s full profile instantly

11. Instructor Rating

The Instructor Rating displays the current performance rating of the instructor.

What this shows

  • Displays the average rating calculated from student feedback submitted after session completion.

  • Helps admins quickly assess instructor performance

  • Used for internal reference and quality monitoring

If no rating data is available, the rating appears as 0.00 by default.

12. Email / SMS

The Email / SMS shortcuts allow admins to communicate directly with the instructor from their profile.

What this enables

  • Send emails without leaving the Instructor Details page

  • Send SMS messages for quick or urgent communication

  • Ensures centralized and consistent communication

All messages are sent using the contact details stored in the instructor’s profile.

13. Managing Default Instructor Settings

Every instructor can have preset default values for:

  • Default Session Category

  • Default Session Duration

  • Time Zone

  • Virtual Meeting Link (Optional)

Steps:

     1. Click Change Default Settings:

      2. Update values in the form:

      3. Click Save.

14. Notes Section

The Notes section is a dedicated area for storing internal notes related to the instructor.

Key details

  • Notes are visible only to admins

  • Used to record important observations, follow-ups, or internal remarks

  • Supports long-term tracking of instructor-related information

Admins can add or edit notes at any time using the Edit (✎) icon.

IN THIS ARTICLE

Defining student and academic statuses

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Defining Student and Academic Statuses

This guide explains how admins can define, organize, and manage student and academic statuses inside the PrepBase Admin Portal. These statuses act as standardized labels that help track student progress, academic standing, and project lifecycle stages across the platform.

The status system is intentionally flexible so it can adapt to different institutional workflows, counseling models, and academic processes.

1. Overview: Why Statuses Matter

Statuses provide a structured way to:

  • Track student academic progress

  • Monitor project or application lifecycle stages

  • Maintain consistency across teams

  • Enable clearer reporting and filtering

  • Reduce ambiguity in student and project management

PrepBase separates statuses into two distinct categories to avoid overlap and confusion.

2. Status Categories in PrepBase

1. Student Project Status

Used to track the progress of a student’s project or workflow, such as counseling journeys, applications, or structured tasks.

Examples:

  • Not Started

  • In Progress

  • On Hold

  • Completed

These statuses are typically applied to:

  • College application projects

  • Counseling workflows

  • Long-term student initiatives

2. Student Academic Status

Used to describe a student’s academic standing or learning state at a given time.

Examples:

  • Active

  • Academic Review

  • Probation

  • Completed

  • Withdrawn

These statuses help counselors and admins quickly understand a student’s academic position without reviewing detailed records.

3. Accessing Status Management

Navigate to:

Admin Panel → Workflow → Statuses

You will see two tabs:

  • Student Project Status

  • Student Academic Status

Each tab operates independently but follows the same management logic.

4. Creating a New Status Group

A status group acts as a container for related statuses.

Steps:

  1. Select either Student Project Status or Student Academic Status

  2. Click ➕ Add New

  3. Enter a Status Group Name

  4. Save the group

Once created, the group will appear in the main list with:

 

  • Number of statuses inside it

  • Created date

  • Status

5. Adding Statuses Inside a Group

Each status group can contain multiple individual statuses.

Steps:

  1. Open a status group using either:

    • View from the three-dot menu

    • Clicking directly on the status group name

  2. In the Statuses List section, click ➕ Add New

  3. Enter the Status Name

  4. Save

These individual statuses represent the actual labels used across student profiles and projects.

6. Viewing Status Details

You can view details in two ways:

  • Click View from the three-dot menu

  • Click directly on the status group name

The detail view shows:

  • Status group name

  • Total number of statuses

  • Created date

  • List of all inner statuses with their current state

This makes it easy to audit and review how statuses are structured.

7. Editing Status Groups or Individual Statuses

Edit a Status Group:

 

  • Open the three-dot menu

  • Select Edit

  • Update the name

  • Save changes

Edit an Individual Status:

  • Open the status group

  • Use the three-dot menu next to the specific status

  • Select Edit

  • Update the name

  • Save

Edits apply immediately across the system wherever the status is used.

8. Enabling or Disabling Statuses

Each status and status group includes a status toggle.

  • Enabled: Status is available for selection

  • Disabled: Status is hidden but not deleted

This is useful for:

  • Temporarily retiring old statuses

  • Maintaining historical data

  • Avoiding accidental usage

9. Deleting Statuses (With Caution)

Admins can delete:

  • Entire status groups

  • Individual statuses inside a group

⚠️ Best Practice:
Only delete statuses that are no longer in use, as removing active statuses may impact reporting or historical records.

IN THIS ARTICLE