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Viewing and tracking instructor-led sessions

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Viewing & Tracking Instructor-Led Sessions

The Sessions tab inside each instructor’s profile gives administrators a complete overview of all sessions linked to that instructor — whether they are pending, upcoming, completed, or cancelled.
This section is essential for monitoring workload, attendance trends, session outcomes, and student engagement.

This guide explains how to view, filter, and track different types of instructor-led sessions in PrepBase.

1. Where to Find Instructor Sessions

  1. Navigate to Instructors in the left-hand menu.

  2. Open any instructor’s profile.

  3. Click the Sessions tab in the top navigation bar.

You will see four main categories:

  • Pending

  • Upcoming

  • Completed

  • Cancelled

Each category presents a structured table showing all relevant sessions.

2. Viewing Pending Sessions

The Pending tab displays all sessions that are scheduled but not yet completed or started.

Information displayed in the Pending list

Each row shows:

  • Date & Time

  • Session Type (Tutoring, Workshop, etc.)

  • Location

  • Location Type (Specify Address, Online, etc.)

  • Location Value

  • Category

  • Assigned Instructor

  • Student(s)

Search & Filter Tools

You can narrow results using:

  • Search bar to find sessions by time, student name, or category.

  • Filter panel with:

    • Attendance Status

    • Category

✔ Click Apply to filter results
✔ Click Reset to clear filters

3. Understanding Session Table Columns

Across all session categories, the table includes:

ColumnDescription
Date/TimeExact schedule of the session
TypeTutoring, counseling, workshop, etc.
LocationThe place or address tagged with the session
Location TypeOnline, Specify Address, In-Center, etc.
Location ValueEditable or fixed value depending on type
CategoryOnline / In-Home Session / Group Session
Assigned ToInstructor assigned to lead the session
StudentsStudents participating in the session

This standardized layout makes it easy to analyze patterns and track instructor performance.

4. Viewing Upcoming Sessions

The Upcoming tab shows all future confirmed sessions for the instructor.
This area is useful for understanding the instructor’s current teaching schedule and planning workload.

What you see in Upcoming sessions

  • Full list of future dates

  • Session category (Online, In-Home, etc.)

  • Student name(s)

  • Exact time range

  • Assigned instructor details

Sessions appear in chronological order for quick planning and supervision.

5. Viewing Completed Sessions

The Completed tab displays all sessions the instructor has successfully delivered.

This table includes:

  • Date & Time

  • Location and Location Type

  • Category

  • Instructor assigned

  • Students who attended

Completed sessions are useful for:

  • Performance reviews

  • Session count validation

  • Payroll verification

  • Attendance tracking

6. Viewing Cancelled Sessions

The Cancelled tab lists all sessions that were cancelled, regardless of reason.

This table includes:

  • Date & Time

  • Location and Location Type

  • Category

  • Instructor assigned

  • Student name(s)

If no sessions are cancelled, you will see:
“No Data Found”

Cancelled sessions help administrators track patterns such as:

  • Last-minute cancellations

  • Student no-shows

  • Instructor schedule conflicts

7. Using Session Filters & Search

Across each tab, PrepBase provides robust filtering tools:

Search Bar

Search by:

  • Student name

  • Session type

  • Date

  • Category

  • Location

Filter Panel

Open the filter icon to sort sessions by:

  • Attendance status

  • Category

These tools make it easy to quickly locate specific sessions or review activity within specific timeframes.

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Managing student-instructor relationships

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Managing Student–Instructor Relationships

Assigning and Unassigning Students Effectively

To maintain smooth academic operations, administrators must be able to add, remove, and manage student–instructor relationships easily. PrepBase provides a simplified workflow for this inside each instructor’s profile.

1. Assigning New Students to an Instructor

Steps to Assign Students

  1. Go to Instructor Details → Students tab.

  2. Click the blue (+) Add button at the top right.

  3. The Assign Students modal will appear.

  4. Use the dropdown field to select one or multiple students.

  5. Click Save.

The system will instantly link the selected students to that instructor and display them in the list along with the Assigned Date.

2. Unassigning Students

  1. Open the Students tab.

  2. Click the three-dot menu beside the student’s name.

  3. Select Unassign.

The student disappears from the instructor’s list immediately.

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Viewing assigned students

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Viewing Assigned Students

The Students tab inside each instructor’s profile provides a clear overview of all students currently assigned to the instructor. This section helps admins ensure that each instructor’s learner list is always up-to-date and accurate.

1. Where to Find Assigned Students

  1. Go to Instructors from the left-side main menu.

  2. Open any instructor to access the Instructor Details page.

  3. Click on the Students tab located in the top navigation bar.

You will now see:

  • Student Name (clickable to view student profile)

  • Assigned Date

  • A three-dot menu (⋮) for actions such as View and Unassign

2. Searching for a Student

Use the Search Here… bar to quickly filter through long student lists by typing a name or keyword.

3. Viewing Student Details

Each assigned student can be viewed directly from the instructor profile.

How to View

  1. Click the three-dot menu next to the student’s name.

  2. Select View.

This opens full student details including notes, sessions, packages, to-dos, planner information, projects, and more.

Key Benefits

  • Always know which students an instructor is responsible for.

  • Fully transparent assignment timeline.

  • Quick access to complete student records via the View button.

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Managing invoices and payouts

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Managing invoices and payouts

Track Instructor Earnings, Adjust Balances & Record Payouts

The Balance Owing section of the Payroll tab gives you full visibility into instructor earnings, pending payouts, and financial adjustments.

This article explains how to manage payments, adjust balances, add manual amounts, and handle deductions.

1. Understanding the Balance Owing Table

The table displays a chronological record of all financial entries related to the instructor:

ColumnDescription
Date & TimeWhen the amount was logged
Session CategoryType of session
DurationNumber of hours
AmountAmount earned
PaymentAmount paid out
BalanceRunning outstanding amount
NotesAdditional remarks
AttachmentUploaded files (if any)
StudentAssociated student (if provided)
SourceUsually “System,” unless manually added
StatusBillable / Non-Billable

You will also see the total balance at the top:
Balance Owing: X as of [selected date]

2. Filtering Ledger Entries

Click the Filter icon to filter by:

  • Status

  • Student

Click Reset to clear all filters.

3. Adding Amounts, Payments, or Deductions

Financial adjustments can be made using the + button in the Balance Owing section.

How to Add a New Entry

 

  1. Click the + button next to Balance Owing.

  2. Choose the type:

    • Add Amount (adds earnings)

    • Add Payment (records payout to the instructor)

    • Add Deduction (subtracts from the instructor’s balance)

  3. Fill in the form:

    • Date

    • Amount

    • Student (optional)

    • Session Category (optional)

    • Notes (optional)

    • Attachment (optional)

  4. Click Save.

The entry will immediately appear in the ledger.

4. Editing an Existing Entry

  • Click the three-dot menu next to an entry.

  • Select Edit.

  • Adjust any field (amount, category, notes, etc.).

  • Save the update.

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Setting up instructor compensation

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Setting Up Instructor Compensation

A Complete Guide for Admins

Instructor compensation in PrepBase is centralized under the Payroll section of each instructor’s profile. This area allows admins to configure hourly rates, assign session category pricing, and manage bank account details for payout processing.

This guide walks you through each part of the compensation workflow with full clarity.

1. Accessing the Payroll Tab

  1. Go to Instructors from the left-side navigation menu.

  2. Select an instructor and open their Instructor Details page.

  3. Click the Payroll tab from the top navigation bar.

You will now see three major sections:

  • Default Rate

  • Session Category Rate

  • Bank Account Details

2. Setting the Default Rate

The default rate is the primary compensation value for the instructor—used when a session does not fall under a special category.

How to Set or Update the Default Rate

  1. Under Set Default Rate, choose the payment model:

    • Hourly

    • Fixed Per Month

  2. Enter the Amount.

  3. Click Save.

This updates the instructor’s base compensation across all their sessions.

3. Setting Session Category Rates

Session category pricing allows you to define custom compensation for different types of sessions (e.g., Online, In-Home, Workshop, etc.).

Add a New Session Category Rate

  1. In the Set Session Category Rate section, click the + button on the right.

  2. A form will open where you can:

    • Select a Session Category

    • Enter the Amount

  3. Click Save.

The new category rate will now appear in the list.

Edit an Existing Rate

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

  2. Select Edit.

  3. Update the amount and save.

Delete a Rate

  1. Click the three-dot menu.

  2. Select Delete to remove the category from compensation rules.

4. Adding Bank Account Details

Bank details are required for processing instructor payouts.

How to Add Bank Account Information

  1. Scroll to Bank Account Details.

  2. Click the + button on the right.

  3. Fill in the form:

    • Beneficiary Name

    • Bank Name

    • Bank Account Number

    • IBAN

    • Swift Code (Optional)

  4. Click Save.

The bank account will be listed for future payouts.

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Updating availability

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Updating availability

Instructor availability determines when a tutor or counselor is able to take sessions. Keeping this information accurate helps the scheduling system avoid conflicts, ensures smooth booking for students, and improves overall session management.

The PrepBase Admin Portal allows administrators to easily add, edit, or remove an instructor’s available time slots.

1. Where to Find Instructor Availability

  1. Go to Instructors from the Admin left menu.

  2. Click View on any instructor.

  3. Open the Availability tab.

Here you will see all active availability entries listed by day and time.

2. Adding New Availability

To create new availability slots:

  1. Click the ➕ Add Availability button.

  2. A form will appear where you can define:

    • Select Day (choose one or multiple days)

    • Start Time

    • End Time

  1. Click Save to add the availability.

3. Editing Existing Availability

If an instructor’s hours change, you can update an existing entry instead of creating a new one.

  1. Locate the availability entry in the list.

  2. Click the ✏️ Edit button.

  3. Update:

    • Selected Day(s)

    • Start Time

    • End Time

  1. Click Save.

4. Deleting Availability

If an instructor is no longer available during a specific time:

  1. Click the 🗑 Delete icon on the availability entry.

  2. Confirm deletion.

The slot will be permanently removed from their schedule.

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Managing personal & professional details

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Managing Personal & Professional Details

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

  1. Click the ➕ Add New Tutor/Counselor button.

  2. Fill in the multi-step instructor form.

  3. Submit to create the instructor account.

A login email is sent automatically if email notification is enabled.

3. Deleting a Tutor / Counselor

To delete:

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

  2. Select Delete.

4. Bulk Actions Overview

The toolbar at the top lets admins manage multiple instructors at once.

You can perform:

Email

SMS

Add To-Do / Assign to Project

Filter by Role & Status

Filter Using Calendar (Onboard Date)

Export CSV

These tools help administrators manage instructors efficiently at scale.

5. 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.

6. Instructor Details — Overview

The instructor profile includes multiple tabs:

  • Profile

    • Personal Details

    • Professional Details

    • Expertise

    • Permissions

    • Portal

    • Activity Logs

  • Availability

  • Payroll

  • Students

  • Sessions

  • Files

  • Notes

  • To-Do

  • Projects

  • Courses

This article covers all Profile sub-sections in one place for convenience.

7. Managing Default Instructor Settings

Every instructor can have preset default values for:

  • Default Session Category

  • Default Session Duration

  • Time Zone

  • Virtual Meeting Link (Optional)

Click Change Default Settings:

Update values in the modal:

Click Save.

8. Personal Details

Navigate to:

Instructor Details → Profile → Personal Details

You can manage:

  • Name

  • Email Address

  • Country

  • City

  • Nationality

  • Date of Birth

  • Gender

  • Residential Address

  • Phone Number (optional)

  • Instructor Type (Tutor / Counselor)

  • Profile Photo

To edit, click the ✏️ Edit button → update fields → Save.

9. Professional Details

Navigate to:

Profile → Professional Details

This section stores:

  • Experience Summary

  • Years of Experience

  • Native Language

  • Additional Languages

  • Employment Status

  • Qualifications

  • Instructor Bio

  • Resume Upload

Click ✏️ Edit to update and save changes.

10. Expertise Management

Navigate to:

Profile → Expertise

You can configure the instructor’s:

  • Curriculums of Interest (e.g., IGCSE, American, IB)

  • Levels of Interest (Grade/Year levels)

  • Subjects of Interest

Click ✏️ Edit → Save.

11. Permissions Management

Navigate to:

Profile → Permissions

Permissions define what the instructor can do within their portal.

Permissions include:
Scheduling

  • Schedule Sessions

  • Cancel Sessions

  • Session Approval

  • Billable Sessions

  • Time Tracker

Profile

  • Edit Profile

  • Edit Bank Account

  • Upload Articles

Students

  • View Student Details

  • Student File Upload

  • Student Notes

  • Student To-Do

  • Student Planner

  • Student College List

Projects

  • Tiers Approval

  • Report Approval

  • Edit Stages

  • Edit Student Status

  • Edit Student Academic Status

Use toggles to enable/disable permissions → Click Save.

12. Portal Management

Navigate to:

Profile → Portal

You can manage:

Enable/Disable Instructor Login

Allows revoking an instructor’s access without deleting their profile.

View As Instructor

Lets administrators preview the instructor’s portal.

Reset Password

You can set a new password manually if needed.

Click Save after applying changes.

13. Activity Logs

Navigate to:

Profile → Activity Logs

Activity Logs provide a complete audit trail of instructor activity, including:

  • Login times

  • To-Do added

  • Course added

  • Profile updates

  • Permission changes

  • Session updates

Each entry shows:

  • Activity

  • Timestamp

  • Activity Type (Profile, Task, Course, etc.)

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Tracking course completion

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Tracking Course Completion

Once a student is enrolled in a course, PrepBase automatically tracks their learning progress across modules and scored activities.

This data helps Admins monitor the student’s academic engagement and overall learning performance.

1. Accessing Course Progress

  1. Open the student’s profile

  2. Click the Courses tab

  3. Open a course using View

2. Understanding Course Progress

Inside the Course Detail screen, progress is displayed clearly using:

1. Overall Progress (0–100%)

Shows how much of the course the student has completed.

2. Overall Score

Displays the total score earned from graded items.

3. Lesson-by-Lesson Breakdown

Each lesson shows:

  • Title

  • Duration

  • Status (Pending, In Progress, Completed)

  • *Progress %

These values update automatically as the student uploads work or completes assessments.

3. Tracking Progress Over Time

Admins can use this data to:

  • Identify students who are falling behind

  • Encourage completion before exams or milestones

  • Evaluate skill mastery

  • Recommend follow-up tasks or sessions

  • Adjust learning plans if needed

4. Managing Course Status (Delete / Reset)

If needed, a course can be removed from a student’s profile.

  1. Click the three-dot menu (⋮)

  2. Select Delete

This is typically done when:

  • A course was assigned incorrectly

  • A student changes programs

  • Duplicate enrollments exist

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Enrolling students in courses

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Enrolling Students in Courses

The Courses tab allows Admins to assign paid or free digital courses to a student’s profile.
Once enrolled, the student can access the course materials through their portal, and the system will automatically track their progress and completion status.

1. Accessing the Courses Tab

  1. Go to Students → Student Profiles

  2. Select a student

  3. Click the Courses tab in the top navigation

Here you will see:

  • Course Title

  • Category / Sub-Category

  • Progress (%)

  • Price

  • Purchased Date

  • Action menu (View / Delete)

2. Enrolling a Student in a Course

To add a new course to the student’s profile:

Step 1 — Click “+ Add Course”

Step 2 — Select the Course

The Add Course modal will appear with a dropdown list.

Choose the course you want to assign (e.g., Testing).

Step 3 — Assign the Course

Click Assign.

Once assigned, the course appears in the student’s course list with:

  • Purchase date

  • Progress = 0% (initially)

  • Course fee

3. Viewing Course Details

Admins can inspect detailed course information using the action menu.

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

  2. Select View

You will be redirected to the Course Detail page.

4. Course Detail Page Overview

The page includes:

Header

  • Course Price

  • Purchased Date

  • Progress (%)

Overview Cards

  • Overall Progress

  • Overall Score

Lesson Breakdown

A table listing:

  • Lesson Title

  • Duration

  • Status (e.g., Pending, Completed)

  • Progress %

These values update automatically based on student activity.

5. Removing a Course from a Student

If a course was assigned by mistake:

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

  2. Select Delete

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Managing deadlines and deliverables

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Managing Deadlines and Deliverables

The Tasks section inside the Project Detail page is where Admins can manage all student deliverables.
Tasks help track deadlines, progress, and uploaded solutions.

1. Accessing Project Tasks

  1. Open Student → Projects

  2. Click View on any project

  3. Scroll to the Tasks section

If no tasks are assigned, you will see a No Data Found message.

2. Adding a New Task

  1. Click the + Add Task button in the Tasks section.

  2. The Add Project – Tasks modal opens.

Fields Explained
FieldDescription
Task TitleShort name of the student’s task.
DeadlineDate by which the task must be completed.
Task DetailsComplete instructions or requirements.
Task FeedbackSpace for instructors to give feedback after submission.
Uploaded Solution (Optional)File submitted by student.
Uploaded Attachment (Optional)Additional documents from admin/tutor.

3. Editing a Task

To update an existing task:

  1. Click the three-dot menu (⋮)

  2. Select Edit

  3. Adjust task title, details, feedback, attachments

  4. Click Update

4. Deleting a Task

To delete a task:

  1. Open the three-dot menu (⋮)

  2. Select Delete

  3. Confirm deletion

5. Viewing a Task

You can preview full details by clicking:

  • The View option in the action menu

This displays:

  • Task description

  • Deadline

  • Attachments

  • Feedback

6. Using Filters in Tasks

The Tasks section includes filtering tools to help manage multiple deliverables.

You can filter by Status:

  • Active

  • Completed

This makes it easy to track high-priority or overdue items.

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