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Defining tutoring subjects

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Tutoring Subjects Setup

Organizing your tutoring subjects into clear categories and sub-categories ensures students are matched with the right instructors and makes session scheduling more efficient. The Subjects & Expertise module allows admins to define subject categories, add sub-subjects, assign icons, manage visibility, and keep subject offerings structured as your academic programs grow.

This guide covers everything you need to set up and manage tutoring subjects inside the admin panel.

1. Accessing the Tutoring Subjects Module

 To begin managing your tutoring subjects:

  1. Open the Subjects & Expertise section from the left navigation panel.

  2. Select Tutoring Subjects to view all existing subject categories and the number of sub-categories assigned to each.

You will now see a list of categories such as Subjects, Languages, Special Needs, Test Prep, etc., along with their associated sub-subjects.

2. Understanding Subject Categories

A category acts as a parent grouping—helpful for organizing subjects logically.
Examples include:

  • Subjects → Math, Biology, Chemistry, English

  • Languages → French, Arabic, Spanish

  • Special Needs → Dyslexia support, Learning difficulties

  • Test Prep → SAT, IELTS, GED

The category list page displays:

  • Category Name

  • Total Sub-Categories

  • Actions Menu (⋮) for viewing details

3. Viewing Category Details

PrepBase provides two convenient methods to open detailed Category information:

1. Clicking the Category Name (direct open)

Simply click on the Category name (e.g., Subjects) to open the sub-category detail page.

2. Using the Three-Dot Menu (⋮) → View

Open the action menu beside the Sub-category and select View.

View Form Includes:

  • Category Name (English)

  • Category Name (Arabic)

This screen is read-only and is ideal for quickly reviewing stored details.

4. Managing Sub-Categories (Individual Subjects)

Sub-categories represent the actual subjects students enroll in and instructors teach (e.g., Physics, Math, Economics).

On the Manage Tutoring Subjects (Sub-Categories) page, you can:

  • Add new subjects

  • Assign subject icons

  • Edit subject names

  • Activate or deactivate subjects

  • Delete subjects

5. Adding a New Subject (Sub-Category)

To create a new tutoring subject:

  1. Click the “+” button in the top right corner.

  2. The Add Sub-Category form will appear.

Fill in the following details:

  • Icon
  • Sub-Category Name (English)
  • Sub-Category Name (Arabic)
  • Save the Subject

Click Save to finalize.

6. Editing an Existing Subject

If a subject name needs correction or rebranding:

  1. Open the Actions Menu (⋮) next to the subject.

  2. Click Edit.

  3. Update the English name, Arabic name, or icon.

  4. Save your changes.

7. Viewing Sub-Category Details

The View option shows a simplified detail view of the subject including:

  • English name

  • Arabic name

This is helpful when cross-checking naming standards or auditing category structure.

8. Activating or Deactivating a Subject

Every subject includes a status toggle, allowing admins to control its visibility:

  • Active (blue) → Students and instructors can see and use the subject

  • Inactive (gray) → Hidden from selection menus but preserved in your database

This feature is useful when phasing out outdated subjects or temporarily limiting availability.

9. Deleting a Subject

If a subject is no longer needed:

  1. Click the Actions Menu (⋮).

  2. Select Delete.

  3. Confirm the deletion.

IN THIS ARTICLE

Applying and managing promotional offers

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Applying and Managing Promotional Offers

Promotional offers play a key role in driving enrollment, encouraging package upgrades, and rewarding loyal students. In PrepBase, the Promos Management module allows admins to create, activate, edit, and retire promo codes that can be applied to tutoring, counseling, or other service packages.

This guide explains how to manage promos efficiently so your organization can run discounts or special campaigns with complete control.

1. Where to Manage Promos

Navigate to:

Packages & Promos → Promos

Here, you’ll see a list of all existing offers with details like:

  • Promo Name

  • Promo Type (Percentage or Fixed amount)

  • Discount Value

  • Promo Code

  • Status (Active/Inactive)

This dashboard gives admins a quick view of all marketing or promotional activities currently available.

2. Creating a New Promotional Offer

To launch a new discount campaign:

  1. Click the Add New button.

  2. Fill out the required fields:

Promo Name

A clear and recognizable name such as:

  • “Back-to-School 20% Off”

  • “MB Fifteen”

  • “New Student Bonus”

Promo Name (Arabic)

Optional—useful for bilingual organizations.

Promo Type

You can choose one of the following:

  • Percentage Discount (e.g., 10%, 15%, 25%)

  • Fixed Discount (e.g., 100 AED off, 50 USD off)

Promo Code

The actual code students or admins will apply during package selection.

Examples:

  • MB25

  • NEW10

  • SUMMER50

  1. Click Save to add the promo to the system.

Your new promo will now appear in the promo list and can be applied to packages immediately.

3. Editing an Existing Promo

If you need to adjust a promo—for example, change its discount value or modify the name:

  1. Open the Promos list.

  2. Click the options menu (⋮) next to the promo.

  3. Select Edit.

  4. Update the fields such as:

    • Promo name

    • Arabic name

    • Promo type

    • Discount amount or percentage

    • Promo code

  5. Click Save to apply changes.

Editing is useful for seasonal updates or extending an active campaign without creating a brand-new promo.

4. Deleting or Retiring a Promo

If a promotional offer is no longer needed:

  1. Open the Promos list.

  2. Click the options menu (⋮) next to the promo.

  3. Select Delete.

  4. Confirm the action.

Once deleted, the promo cannot be applied to new purchases.

5. Understanding Promo Types (Examples)

Promo codes in any organization may support wide-ranging use cases. Here are examples that can match various business models:

Percentage Discount Promo

Perfect for campaigns like:

  • 15% Off for New Students

  • 25% Summer Learning Discount

  • 10% Referral Bonus

When a student applies a percentage promo, the package price is reduced proportionally.

Fixed Amount Discount Promo

Ideal for:

  • Deducting a set amount from total fee

  • Running value-based offers (e.g., “Save 100 AED”)

  • Offering flat reductions on premium packages

This gives predictable discounting for accounting and planning.

6. Applying Promo Codes to Student Packages

When adding or editing a tutoring or counseling package for a student:

  • The admin can select Promo Code Accepted: Yes/No

  • Students can redeem any active promo code that meets your internal rules

  • The system automatically calculates the discounted price based on promo type

This ensures smooth checkout, accurate billing, and controlled application of discounts.

7. Best Practices for Managing Promotional Codes

  • Keep promo names clear and unique
  • Use consistent naming patterns (e.g., MB10, MB20)
  • Activate promos only during the intended campaign period
  • Deactivate instead of deleting if you want historical tracking
  • Avoid overlapping promos unless you want stackable offers

IN THIS ARTICLE

Creating tutoring & counseling packages

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Creating Tutoring & Counseling Packages

The Packages module allows administrators to build structured service bundles for students—whether for tutoring, test preparation, counseling, or any other academic service your organization offers. Packages define what a student receives, how many hours are included, pricing, promotional eligibility, and optional hour-based extensions.

This guide walks you through everything you can do inside the Packages section, using tutoring and counseling packages as examples.

1. Navigating to the Packages Section

  1. Open the side navigation menu.

  2. Go to Packages & Promos → Packages.

  3. Choose the service category you want to manage:

    • Tutoring

    • Counseling

Each tab lists all active packages under that service, showing key details such as price, hours, promo code eligibility, status, and package type (One-Time, Subscription, etc.).

2. Creating a New Package

Click the “+” Add Package button to open the package creation form. 

Fields Included When Creating a Package

When adding a new tutoring or counseling package, you will be able to configure:

  • Package Image

  • Service Selection

  • Package Name (EN & AR)

  • Price

  • Hours

  • Package Type

  • Promo Code Eligibility

  • Description (EN & AR)

3. Adding Hour Extensions (Optional Add-On)

Some organizations allow students to extend a package by purchasing hourly add-ons.

If enabled, you can define:

  • Minimum Hours

  • Maximum Hours

  • Hourly Price

This is perfect for students who finish their package but want extra sessions without purchasing a full new package.

To add an extension:

 

  1. Open the package.

  2. Scroll to the Extension section.

  3. Click the “+ Add” button.

  4. Enter the extension configuration.

  5. Save.

4. Viewing Package Details

Each package has a detailed view showing: 

  • Package image

  • Name (EN & AR)

  • Duration (total hours)

  • Price

  • Promo code acceptance

  • Package type

  • Full description in all available languages

  • Extension details (if any)

You can access this by selecting “View” from the options menu (three dots).

5. Editing an Existing Package

If you need to update a tutoring or counseling package:

  1. Click the three dots (…) beside the package.

  2. Choose Edit.

  3. Make your updates:

    • Adjust pricing

    • Update descriptions

    • Change hours

    • Replace the image

    • Enable/disable promo codes

    • Update extension rules

  4. Click Save.

Edits apply immediately to the package listing.

6. Deleting a Package

You may delete outdated or discontinued packages.

To delete:

  1. Select the three dots (…) next to the package.

  2. Click Delete.

  3. Confirm the action.

7. Exporting Package Data (CSV Download)

A CSV export button allows admins to download:

  • Tutoring package data

  • Counseling package data

This helps with:

  • Finance reports

  • Sales analytics

  • Inventory of services

  • Operational tracking

One click generates a clean file for offline use.

8. Tutoring vs. Counseling Packages — What’s Different?

Although the creation process is identical, tutoring and counseling packages may differ in:

Tutoring Package Examples

  • SAT Prep Bundle

  • Math Improvement Package

  • Academic Booster

  • One-on-One Tutoring Hours

Counseling Package Examples

  • University Application Counseling

  • Major Selection Guidance

  • Study Abroad Planning

  • Personalized Success Coaching

Both types support:

  • Custom pricing

  • Hour allocation

  • Multilingual descriptions

  • Promo code rules

  • Optional extensions

9. When to Use Packages?

Packages are ideal for:

  • Selling structured service bundles

  • Offering discounted rates based on hours

  • Creating clear academic or counseling pathways

  • Managing prepaid student hours

  • Integrating with automated billing or session tracking

10. Best Practices

  • Use clear, benefit-driven names
    e.g., Achiever Package, Explorer Counseling Plan, Test Prep Starter Bundle.

  • Add detailed descriptions
    Explain exactly what the student receives.

  • Enable promo codes strategically
    Great for marketing campaigns.

  • Use extensions to upsell additional hours
    Flexible and convenient for both admin and students.

  • Group packages under counseling vs tutoring properly
    Helps instructors and staff find them easily.

IN THIS ARTICLE

Creating session report templates

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Creating Session Report Templates

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

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

1. Why Use Session Report Templates?

A well-designed template ensures:

  • Consistency across all instructors and departments

  • Faster reporting, reducing admin work

  • Structured progress tracking for each student

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

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

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

2. Accessing the Templates Module

Navigate to:

Calendar & Sessions → Templates

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

3. Creating a New Session Report Template

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

You will be able to configure:

Template Name

Give your template a clear, recognizable name such as:

  • “Standard Tutoring Report”

  • “Weekly Counseling Summary”

  • “STEM Workshop Feedback Report”

Template Name (Arabic)

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

Description (Optional)

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

Notes Section

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

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

  • Checklists

  • Bullet or numbered points

  • Tables for structured data

  • Placeholder lines for instructors to fill in

Example Template Layout:

Notes (Arabic)

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

3. Saving and Managing Templates

After building your template, click Save.

The template will now appear in the list with:

  • Template Name

  • Description

  • Created Date

  • Status Toggle (Active/Inactive)

Admins can:

Enable / Disable Templates

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

Edit Templates

Modify the structure anytime—useful if reporting requirements change.

Delete Templates

Remove templates that are no longer needed.

4. How Templates Are Used

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

Instructors can:

  • Select a template

  • Auto-populate structured fields

  • Fill in the session-specific details

  • Submit consistent and complete reports in minutes

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

IN THIS ARTICLE

Defining session locations

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Defining Session Locations

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

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

1. Why Defining Locations Matters

Clear location setup helps you:

  • Maintain consistent naming across all scheduled sessions.

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

  • Improve session reporting and filtering.

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

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

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

2. Navigating to Locations

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

  2. Click Locations.

3. Adding a New Session Location

Administrators can create new session locations to match organizational needs.

How to Add a Location

  1. Go to Calendar & Sessions → Locations.

  2. Click the Add Location (+) button.

  3. Fill in the required details:

    • Location Name (English)

    • Location Name in Arabic (optional for bilingual setups)

  4. Click Save.

Examples of Locations You Might Add

  • Main Training Center

  • Dubai Academic Campus

  • Student Home Visit

  • Virtual Meeting (Zoom, Google Meet, Teams)

  • Conference Room A

  • Library Study Hall

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

4. Editing an Existing Location

If a location name changes or needs updating:

Steps to Edit

  1. Open Calendar & Sessions → Locations.

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

  3. Select Edit.

  4. Update the English or Arabic name as needed.

  5. Click Save.

Use Case Example

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

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

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

5. Deleting a Location

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

How to Delete

  1. Navigate to the Locations list.

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

  3. Choose Delete.

  4. Confirm the action.

6. Activating or Deactivating Locations

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

Why Use Status Controls?

  • Temporarily disable locations during renovations or closures.

  • Hide locations not yet ready for use.

  • Prevent instructors from selecting outdated or inactive sites.

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

7. How Locations Integrate With the Scheduling System

Once defined, locations automatically appear across all relevant modules:

  • Session Type definitions

  • Creating or editing a session

  • Calendar views (daily, weekly, monthly)

  • Filtering sessions by location

  • Reports related to center usage or instructor load

This ensures operations run smoothly and consistently.

IN THIS ARTICLE

Configuring student performance ratings

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Configuring Student Performance Ratings

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

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

1. What Are “Scores” and “Ratings”?

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

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

Examples (these vary by organization)

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

  • Comprehension — scored out of 5

  • Problem-Solving — scored out of 3

  • Class Participation — scored out of 10

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

Ratings (Non-Numeric Qualitative Feedback)

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

Examples (organization-specific)

  • Overall Session Satisfaction

  • Quality of Guidance/Teaching

  • Confidence Level

  • Preparedness

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

2. Navigating to Performance Configuration

Go to:

Calendar & Sessions → Scores & Ratings

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

3. Adding New Performance Fields

➕ To Add a Score (Numeric Field):

  1. Click the Add button.

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

  3. Set a maximum score.

  4. Save to activate it for instructors.

➕ To Add a Rating (Qualitative Field):

  1. Click the Add button.

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

  3. Save to make it available immediately.

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

4. Editing or Updating Fields

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

You can modify:

  • Field name

  • Scoring scale (for numeric fields)

  • Visibility (activate/deactivate without deleting)

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

5. Removing Unused Evaluation Criteria

If a metric is no longer needed:

  • Use the Delete option to remove it permanently,
    or

  • Use the Status toggle to temporarily deactivate it.

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

6. Best Practices for Creating an Effective Rating System

  • Use consistent scoring scales to avoid confusion.

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

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

  • Start simple, then expand as reporting needs grow.

  • Review performance fields periodically to keep them relevant.

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Defining different session types

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Defining Different Session Types

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

  • Location type and predefined addresses

  • Supported reminder types (email/SMS)

  • Visibility rules for Students, Tutors, and Counselors

  • Scoring & rating fields

  • Optional buffer times between sessions

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

1. Navigating to Session Categories

To manage session types:

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

  2. Click Session Categories.

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

  • Category Name

  • Color Tag

  • Icon

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

  • Reminder Settings

  • Created Date

  • Status Toggle

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

2. Adding a New Session Type

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

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

After completing all fields, click Save.

3. Editing an Existing Session Type

To update a session type:

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

  2. Select Edit.

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

  • Session Category Name / Session Category Name(Ar)

  • Color

  • Icon

  • Location (optional)

  • Email Reminder

  • SMS Reminder

  • Scoring & rating fields

  • Location Type

  • Visibility

  • Session Buffer (optional)

Click Save to update the session type.

4. Viewing Session Type Details

To inspect details of a session type:

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

  2. Select View.

This page displays:

  • Session Type Name

  • Color

  • Icon

  • Location(optional)

  • Email Reminder

  • SMS Reminder

  • Session Type

  • Location Type

  • Address

  • Created date

  • Visible to (roles)

  • Buffer time

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

5. Deleting a Session Type

If a session type is no longer required:

  1. Open the three-dot menu beside it.

  2. Select Delete.

6. Using Session Types Across the Platform

Once created, session types will be available in:

  • Session creation forms

  • Instructor calendar scheduling

  • Student and Tutor action plans

  • Reports & analytics

  • Session filtering options in the Calendar view

Consistent session definitions ensure:

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

IN THIS ARTICLE

Viewing scheduled sessions and events

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Viewing Scheduled Sessions & Events

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

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

1. Accessing Scheduled Sessions & Events

To open the schedule:

Left Menu → Calendar & Sessions → All Sessions

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

The top tabs let you switch between:

  • Pending

  • Upcoming

  • Completed

  • Cancelled

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

2. Pending Sessions

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

What you can view here:

  • Session date and time

  • Session type

  • Location & location type

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

  • Assigned instructor

  • Students

  • Duration

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

3. Upcoming Sessions

The Upcoming tab displays all future sessions in chronological order.

Here, you can quickly scan:

  • When the class will take place

  • Who is teaching

  • Which student(s) are attending

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

  • Exact location or meeting link

  • Duration and subject

Opening a session

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

4. Completed Sessions

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

What’s included:

  • Completion date

  • Instructor name

  • Student list

  • Subject/expertise

  • Duration

  • A Completed badge for clarity

Viewing Completed Session Details

Inside the session details page, you can review:

  • General session details

  • Tutor information

  • Student information

  • Action Plans submitted by instructors

Action Plans include:

  • Attendance status

  • Comprehension score

  • Engagement score

  • Topics covered

  • Written session report

  • Any uploaded supporting files

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

5. Cancelled Sessions

Cancelled sessions appear under the Cancelled tab and include:

  • Date & time

  • Instructor

  • Student

  • Cancellation badge

  • All general session details

Cancelled sessions do not contain action plans.

6. Creating New Sessions

Admins can create new sessions or events directly from the Calendar & Sessions module. Sessions can be added from both Calendar View and List View, ensuring flexibility in scheduling.

Admins can add a new session using either of the following methods:

Option 1: From Calendar View

  • Navigate to Calendar & Sessions

  • Use the calendar navigation (Month / Week / Day)

  • Click the Add (+) button in the top-right corner

Option 2: From Sessions List View

  • Switch to the List view

  • Click the Add (+) button in the top-right corner

Both options open the Add Session form.

The Add Session form captures all essential details required to schedule a session or event.

Session Details Fields
FieldDescription
Session TypeDefines the type of session (e.g., Tutoring, Counseling). This selection controls session behavior and availability. Required.
Session CategorySpecifies the session category such as Online Session, In-Center Session, or Workshop. Required.
DateThe scheduled date of the session. Select using the date picker. Required.
TimeStart time of the session. Duration is calculated based on default or assigned settings. Required.
Note (Optional)Allows admins to add notes related to the session. Notes can be marked as Private, Public, or Both, controlling visibility.
VisibilityDetermines whether the session is visible publicly or kept private.
Add Attachments / ResourcesUpload supporting files such as worksheets, documents, or resources related to the session. Optional.
Saving the Session
  • After completing the required fields, click Save
  • A success message confirms the session creation
  • The session immediately appears in:
  • Calendar view on the selected date
  • Sessions list under the appropriate status (Pending / Upcoming)

7. Filtering Scheduled Events

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

You can filter sessions by:

  • Students

  • Instructors

  • Session Type

  • Category

  • Location

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

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

8. Viewing Sessions in Calendar Mode

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

  • Month View

  • Week View

  • Day View

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

Month View

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

  • Student name

  • Instructor name

  • Session duration

  • Session category

Click any entry to open full details.

Week View

Shows a week-long hourly timeline. Ideal for:

Each card includes:

  • Student name

  • Instructor name

  • Session duration

  • Session category

Day View

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

Each card includes:

  • Student name

  • Instructor name

  • Session duration

  • Session category

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

9. Viewing Tutor/Counselor based sessions

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

  • Tutors

  • Counselors

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

10. Viewing Session Details

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

General Details

  • Session type

  • Session category

  • Subject/expertise

  • Student Pricing

  • Visibility

  • Location

  • Location type & value

  • Session Date & time

Instructor Details

  • Tutor/Counselor avatar

  • Name

  • Rating

  • Contact email

Student Details

  • Student name

  • Student email

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

For Completed Sessions:

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

11. Sync Sessions With Your Own Calendar

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

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

12. Searching for Sessions

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

  • Student names

  • Instructor names

  • Session types

  • Dates

The module instantly filters the displayed sessions.

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Managing instructor involvement in courses

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Managing Instructor Courses

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

1. Accessing the Instructor’s Courses Tab

  1. Go to Instructors from the left sidebar.

  2. Open any instructor profile.

  3. Navigate to the Courses tab.

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

  • Course Title

  • Category & Sub-Category (defined by Admin from the Categories subtab within the Resource Management main tab in the admin panel)

  • Progress %

  • Price

  • Purchased Date

  • Three-dot menu (View / Delete)

2. Assigning a New Course to an Instructor

To enroll an instructor in a new course:

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

  2. A form titled Add Course will appear.

  3. Select the desired course from the dropdown.

  4. Click Assign to complete enrollment.

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

3. Viewing Course Details & Progress

To see the instructor’s progress within a course:

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

  2. Select View.

The Course Detail page displays:

Course Overview

  • Overall Progress (0–100%)

  • Overall Score (if quizzes are added)

  • Course Price

  • Purchase Date

Module-Level Information

Each module or lesson shows:

  • Title

  • Duration

  • Status (Pending / Completed)

  • Progress score

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

4. Removing a Course From an Instructor

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

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

  2. Choose Delete.

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

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Managing instructor-led projects

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Managing instructor-led projects

Instructor-led projects are customized Project that can be defined by admin where instructors and students can collaborate to help structure long-term academic work, portfolios, or specialized tasks assigned to students. The Projects tab inside an instructor’s profile allows Admins to easily review and manage these projects.

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

1. Accessing the Instructor’s Projects Tab

To manage projects for any instructor:

  1. Go to Instructors from the left sidebar.

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

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

The page will display a list of all projects linked to the selected instructor. Admin users can link instrcutors to a project from the main Projects tab in the admin panel.

2. Understanding the Instructor Projects List

The project table includes:

  • Project Name

  • Assigned Students

  • Assigned School

  • Assigned Admin

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

  • Tasks

  • Custom Reports

  • Tier Reports

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

 

To learn more about setting up Projects, please visit the Projects section of the guide. 

3. Viewing the Full Project Detail Page

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

Here you can view:

4.1 Instructor Project Tasks

Project tasks associated with the project that are assigned by the instructor for the their students.

  • If empty, it shows No Data Found.

  • The Admin can add tasks from the Projects main tab in the admin panel and the instructors can also do so from their project dashboard.

4.2 Custom Reports

Custom reports defined by Admin for the project and submitted by this instructor will appear here.

  • Any submitted reports will be highlighted and pending the Admin review to accept or reject the submission.

  • Admin can also filter by the status of the report or date range.

4.3 Tier Reports

Custom reports defined by Admin for the project and submitted by this instructor will appear here.

  • Any submitted reports will be highlighted and pending the Admin review to accept or reject the submission.
  • Admin can also filter by the status of the report or date range.

 

To learn more about adding project tasks and creating project reports, please visit the Projects part of the guide.

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