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Configuring application fields

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Configuring Application Fields

The College Application module allows admins to design and control the exact fields used to track each student’s college application journey. By configuring application fields, you can standardize data entry, ensure consistency across counselors, and adapt the workflow to different institutions, regions, or admission requirements.

This article explains how to add, edit, manage, and remove application fields, and how these fields support a flexible, scalable admissions workflow.

1. What Are Application Fields?

Application fields define what information is collected for each college application record. These fields appear across student application tracking and are used by counselors, advisors, and admins to record progress and decisions.

Examples of commonly used fields include:

  • First Choice Major

  • Alternate Choice

  • Application Status

  • Admission Decision

  • Deadline Date

  • Submission Date

  • Ranking

Each field can be configured with an appropriate field type (text, dropdown, date, etc.) to match how the data should be captured.

2. Accessing College Application Fields

  1. Open the Admin Portal.

  2. Navigate to Workflow → College Application.

  3. You’ll see the full list of configured application fields displayed in a structured layout.

From here, you can:

  • Add new custom fields

  • Edit existing fields

  • Remove fields that are no longer needed

3. Adding a New Application Field

To create a new field:

  1. Click ➕ Add Field.

  2. In the Add New Field modal, enter:

    • Field Name
      (Example: Interview Date, Scholarship Status)

    • Field Type
      Choose how the data should be captured:

      • Text

      • Dropdown

      • Date

  3. Click Save.

Once saved, the field becomes immediately available across the College Application workflow.

Best Practices When Adding Fields

  • Use clear, descriptive names so counselors understand the field’s purpose.

  • Select the correct field type to avoid inconsistent data entry.

  • Keep fields minimal and relevant to reduce form clutter.

4. Editing Existing Application Fields

You can update any field at any time:

  1. Open the three-dot menu next to a field.

  2. Click Edit.

  3. Modify the Field Name or Field Type as required.

  4. Click Save to apply changes.

⚠️ Tip: Changing a field type (e.g., from text to dropdown) may affect how previously entered data is interpreted. Review carefully before saving.

5. Removing Application Fields

If a field is no longer required:

  1. Open the three-dot menu for that field.

  2. Click Delete.

  3. Confirm the deletion.

Deleting a field removes it from the workflow entirely. This action should be used cautiously, especially if the field has historical data.

IN THIS ARTICLE

Managing admission stages and scores

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Managing Admission Stages and Scores

The Stages & Scores module in PrepBase allows administrators to define, customize, and manage structured admission workflows. These workflows help track a student’s progress across different stages of their academic or admissions journey while attaching measurable evaluation scores at relevant points.

This feature is especially useful for admissions counseling, test preparation programs, and multi-step academic processes where visibility, consistency, and progress tracking are essential.

1. What Are Admission Stages and Scores?

Admission Stages

Stages represent the key steps a student goes through during an academic or admissions process. Each stage can include multiple statuses to reflect progress.

Examples:

  • Identify Majors

  • Select Region

  • IELTS Preparation

  • SAT Preparation

  • CV Draft

  • University List

  • Personal Statement & Essays

  • Recommendations

  • Submit Application

Each stage can move through statuses such as:

  • Not Started

  • In Progress

  • Completed

Admission Scores

Scores are measurable academic or assessment indicators used to evaluate student readiness or performance at specific stages.

Examples:

  • CGPA (Max Score: 4)

  • GPA (Max Score: 4)

  • IELTS (Max Score: 9)

  • SAT (Max Score: 1600)

  • ACT (Max Score: 36)

Scores ensure standardized evaluation and can be reused across different workflows.

2. Accessing Stages & Scores

Navigate to:

Admin Panel → Workflow → Stages & Scores

You will see two main views:

  • Default

  • Custom

Default view is further divided into:

  • Stages

  • Scores

3. Understanding Default vs Custom

Default

  • System-defined stages and scores

  • Designed to cover common admissions workflows

  • Can be viewed, edited, or disabled (depending on permissions)

Custom

  • Admin-created stages and workflows

  • Fully customizable to match your organization’s process

  • Ideal for specific programs (e.g., SAT Prep Group Class, Counseling Tracks)

4. Creating a Custom Admission Stages

Step-by-Step

  1. Open Stages & Scores

  2. Switch to the Custom tab

  3. Click ➕ Add Stage

  4. Upload a stage image (optional but recommended)

  5. Enter:

    • Stage Name

    • Description

  6. Add one or more Statuses

    • Example: Not Started, In Progress, Completed

  7. Click Save

Once created, the stage becomes available for use in workflows and projects.

5. Managing Custom Admission Stages

Each stage row provides a three-dot menu with the following options:

View Stage

Opens a detailed view showing:

    • Stage Image

    • Stage Name

    • Creation date

    • Associated statuses

Edit Stage

Update:

    • Stage Name

    • Description

    • Statuses

Delete Stage

  • Permanently removes the stage

  • Recommended only if the stage is not actively used

6. Creating New Default Stages

Adding New default Stage

  1. Go to Stages & Scores → Stages

  2. Click ➕ Add Stage

  3. Upload a stage image (optional)

  4. Enter:

    • Stage Name

    • Status

  5. Click Save

7. Managing Existing Stages

Each stage row provides a three-dot menu with the following options:

View Stage

Opens a detailed view showing:

    • Stage Image

    • Stage Name

    • Creation date

    • Associated statuses

Edit Stage

Update:

    • Stage name

    • Stage image

    • Statuses

Delete Stage

  • Permanently removes the stage

  • Recommended only if the stage is not actively used

8. Creating New Scores

Adding New Score

  1. Go to Stages & Scores → Scores

  2. Click ➕ Add Score

  3. Upload a score icon (optional)

  4. Enter:

    • Score Name (e.g., IELTS)

    • Maximum Score

  5. Click Save

9. Managing Existing Scores

Each score row provides a three-dot menu with the following options:

View Scores

Opens a detailed view showing:

    • Score Icon

    • Score Name

    • Max Score

Edit Score

 

Update:

    • Score Icon

    • Score Name

    • Max Score

Delete Score

 

  • Permanently removes the score

  • Recommended only if the score is not actively used

10. Enabling or Disabling Stages & Scores

Each stage or score includes a status toggle:

  • Enabled: Available for use in workflows

  • Disabled: Hidden from selection but not deleted

This allows admins to pause usage without losing historical data.

IN THIS ARTICLE

Adding and managing schools and colleges

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Adding and Managing Schools & Colleges

The Schools & Colleges module in PrepBase allows administrators to organize, update, and maintain detailed profiles of educational institutions. These entries are used across multiple modules making it essential to keep them accurate and up to date.

1- Schools are mainly used within the projects tab to add and link students to participating schools

2- Colleges are mainly used to build the students college list and track their applications under the counseling module

This guide walks you through everything you can do in this module, including adding new institutions, editing details, applying filters, exporting data, and viewing detailed profiles.

1. Navigating to the Schools & Colleges Section

To begin:

 

  1. Open the left navigation menu.

  2. Click Schools & Colleges.

  3. You will see two tabs:

    • Schools

    • Colleges

Each tab displays its own list, fields, and management options.

2. Switching Between Schools and Colleges

The module is divided into two tabs:

Schools Tab

Displays all school-level institutions with:

  • Location

  • Curriculum

  • Study Levels

  • Annual Cost

  • Rating

 
Colleges Tab

Displays higher-education institutions with extra fields:

  • Location

  • Study Levels

  • Annual Cost

  • Rating

  • Ranking
  • SAT Score

Use the tab selector at the top to switch views.

3. Adding a New School or College

To add a new institution:

 

  1. Go to Schools & Colleges → Schools or Colleges tab.

  2. Click the + Add New button on the top right.

 
Add Schools/Colleges Form Fields

 

The Add page includes the following fields:

Basic Details

  • Upload Image – Add an institution logo or image.

  • Select School/College – Choose whether you are creating a school or a college.

Location Details

  • Location Country – Select the institution’s country.

  • Location City – Select the institution’s city.

Academic & General Details

  • Rating – Provide a rating (e.g., 1–5).

  • Annual Cost – Enter yearly tuition fee or cost.
  • Ranking – Enter optional rating (applies to colleges only)
  • Admission Criteria – Add eligibility or requirements.
  • SAT Score – The minimum accepted SAT score (applies to colleges only)

  • Curriculum – Select the curriculum offered (applies if adding schools only).

  • Curriculum – Select the majors offered (applies to colleges only)

  • Study Level – Choose applicable study levels.

  • Description – Include a descriptive overview of the institution.

Click Save to create the institution profile.

4. Managing the Schools & Colleges List

Both tabs display a list containing:

  • School/College Name

  • Location

  • Curriculum

  • Study Levels

  • Annual Cost

  • Rating

  • Ranking

  • Created On

  • Status

  • Action Menu (⋮)

 
Status Toggle

You can turn an institution Active/Inactive from the list using the switch in the Status column.

5. Applying Filters

The filter panel helps refine large datasets.

To open filters:

 

  1. Click the Filter icon beside the Add button.

Available filters include:

  • Country

  • City

  • Curriculum

  • Study Levels

  • Min/Max Annual Cost

  • Rating

Click Apply to filter results or Reset to clear filters.

6. Viewing Institution Details

There are two ways to open a school/college profile:

 
Method 1: Click the Institution Name

Clicking the institution name (e.g., Asaas National School) opens the full profile.

 
Method 2: Via Action Menu

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

  2. Select View.

 
View Page Includes:

  • Image/Logo

  • School/College Name

  • Location Country & City

  • Annual Cost

  • Rating

  • Curriculum

  • Study Levels

  • Eligibility Criteria

  • Description

  • Associated Students List

If no students are linked, the system shows “No Data Found”.

7. Editing an Institution

To edit:

 

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

  2. Select Edit.

 

The Edit Schools/Colleges form allows updates to:

  • Image

  • School/College selection

  • Name

  • Country & city

  • Rating

  • Annual Cost

  • Curriculum

  • Study Levels

  • Admission Criteria

  • Description

Click Save to update the record.

8. Deleting a School or College

You can remove an institution when necessary:

 

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

  2. Click Delete.

  3. Confirm deletion.

Note: Deleted records cannot be recovered.

9. Exporting Schools & Colleges Data

To download the data:

 

  1. Click the Export icon (yellow download button).

  2. A CSV file containing all visible records will be downloaded.

This is useful for:

  • Reports

  • External analysis

  • Backups

10. Searching for Institutions

Use the Search Here… bar at the top to find schools or colleges quickly.

 

You can search by:

  • Name

  • City

  • Curriculum

  • Any keyword associated with the institution

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Adding student hobbies and interests

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Adding Student Hobbies and Interests

The Hobbies & Interests module allows Admins to define the extracurricular categories that students can select in their profiles. These categories help instructors, counselors, and the system better understand a student’s passions, personality, and non-academic inclinations.

This section lets you add, edit, view, activate/deactivate, and delete hobby categories, ensuring your list remains accurate and relevant.

1. Accessing the Hobbies & Interests Module

 

Navigate to:

Subjects & Expertise → Hobbies / Interests

Here you will see the complete list of existing hobbies, along with their:

 

  • Name

  • Created On

  • Status (Active/Inactive)

  • Actions menu (View, Edit, Delete)

2. Adding a New Hobby or Interest

Click + Add New at the top right of the hobbies list.

 

This opens the Add Hobby form.

Fields Included
FieldDescription
Hobby NameEnter the hobby/interest in English.
Hobby Name in ArabicEnter the Arabic translation of the hobby (optional but recommended for bilingual platforms).

 

Once completed, click Save to add the hobby to the list.

3. Viewing an Existing Hobby

There are two methods to view hobby details:

 
Method 1: Click the Hobby Name Directly

Simply click on any hobby listed under Subject Name to open its detailed view.

 
Method 2: Using the Three-Dot Menu

  1. Locate the hobby row.

  2. Click the three-dot menu on the right side.

  3. Select View.

The View Hobby Form displays:

  • Hobby Name (English)

  • Hobby Name (Arabic)

This method ensures quick access without accidentally editing data.

4. Editing a Hobby

To update an existing hobby:

 

  1. Open the three-dot menu next to the hobby.

  2. Click Edit.

You can modify:

  • English Name

  • Arabic Name

Click Save to apply changes.

5. Activating or Deactivating Hobbies

Each hobby row includes a status toggle.

 

  • Blue checkmark → Active

  • Grey toggle → Inactive

Inactive hobbies will not appear in student-facing dropdowns but remain stored in the system.

Use this when a hobby is temporarily irrelevant or no longer offered.

6. Deleting a Hobby or Interest

If a category is no longer needed:

 

  1. Click the three-dot menu.

  2. Select Delete.

  3. Confirm the deletion.

⚠️ Note: Deleted hobbies cannot be recovered unless re-created manually.

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Defining student majors

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Defining Student Majors

The Majors module in PrepBase allows administrators to define, organize, and manage all academic majors offered within the platform. These majors are later used across student profiles while registeering, college records, and reporting making it essential that this list is well-structured and kept up to date.

This guide explains how to add, edit, delete, activate/deactivate, and view majors, with clear screenshots to help you understand every feature.

1. Accessing the Majors Module

To open the Majors management area:

 

  1. Go to the left navigation menu.

  2. Open Subjects & Expertise.

  3. Select Majors.

2. Adding a New Major

 

To create a major:

  1. Click the Add New button at the top right of the Majors page.

  2. A pop-up form will appear (as shown below).

  3. Enter:

    • Major Name (In English)

    • Major Name (In Arabic) — optional but recommended for bilingual environments

  4. Click Save.

After saving, the new major appears instantly in the majors list.

3. Viewing a Major (Two Methods)

Admins can view major details in two different ways, depending on their workflow preference:

 
1. Click the Major Name Directly

  1. Simply click the Subject Name (major name) in the list.

  2. The same view window will open.

 
2. From the Three-Dot Menu

  1. Click the three-dot menu next to any major.

  2. Select View.

Both methods open the View Major window where administrators can review:

  • English name

  • Arabic name

(No editing is allowed in viewing mode.)

4. Editing Existing Majors

 

To modify a major:

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

  2. Select Edit.

  3. Update the English or Arabic name as needed.

  4. Click Save.

Editing is useful when standardizing naming conventions or correcting mistakes.

5. Activating or Deactivating Majors

Every major has a status toggle that allows admins to activate or deactivate it without deleting.

 

  • Active (blue checkmark) → Can be assigned across the platform

  • Inactive (grey state) → Hidden from dropdowns but remains in the database

This is especially helpful when temporarily removing discontinued or seasonal majors.

6. Deleting a Major

To remove a major entirely:

 

  1. Click the three-dot menu on the desired major.

  2. Select Delete.

  3. Confirm the deletion in the prompt that appears.

⚠️ Important:
Deleting a major may affect student profiles or other sections where the major was used. Proceed carefully.

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Managing available curriculums

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Managing available curriculums

Defining curriculums allows your organization to assign students or instructors to the correct academic framework, and ensure all teaching content aligns with recognized educational standards.

Curriculums added in the system are used in the following modules: 

1- During student registration to select their curriculum of interest and that will be saved under their profile

2- During tutor registration to select the curriculum(s) they can teach and that is also saved under their profile 


This article provides a complete, guide to adding, editing, viewing, activating/deactivating, and deleting curriculums in the PrepBase Admin Portal.

1. Where to Manage Curriculums

Navigate to:

Subjects & Expertise → Curriculums

Here you can add the full list of curriculums your institution supports (e.g., IB, British, American, CBSE, Canadian, Homeschool, etc.).


Each curriculum row displays:

  • Curriculum Name

  • Created On Date

  • Status (Active / Inactive toggle)

  • Action Menu (View / Edit / Delete)

2. Adding a New Curriculum

 

Click the Add New button on the top-right corner of the page.


A form titled Add Curriculum appears.

Fields Included
FieldDescription
Curriculum NameThe English name of the curriculum. Example: International Baccalaureate (IB)
Curriculum Name (Arabic)Optional Arabic equivalent for bilingual organizations.
Save ButtonStores the new curriculum in your system.

 

After saving, the curriculum is added to the list and automatically activated.

3. Two Ways to View Curriculum Details

PrepBase provides two convenient methods to open detailed curriculum information:

 
1. Clicking the Curriculum Name (direct open)

Simply click on the curriculum name (e.g., Canadian Curriculum) to open the View Curriculum form.

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

Open the action menu beside the curriculum and select View.

View Form Includes:

  • Curriculum Name (English)

  • Curriculum Name (Arabic)

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

4. Editing an Existing Curriculum

To modify curriculum information:

 

  1. Click ⋮ Three-Dot Menu

  2. Select Edit

The Edit Curriculum form appears, containing:

FieldEditable?Notes
Curriculum Name✔️Update English name anytime
Curriculum Name (Arabic)✔️Optional bilingual support

 

Click Save to apply changes.
The updates reflect instantly across all modules referencing this curriculum.

5. Activating or Deactivating a Curriculum

Each curriculum has a Status Toggle in the list view.

 
Active (blue tick)

Curriculum is visible and selectable throughout the system.

Inactive (grey toggle)

Curriculum is hidden from selection menus but remains stored for historical data consistency.

This feature is especially useful when a curriculum becomes obsolete or is temporarily unavailable.

6. Deleting a Curriculum

To remove a curriculum:

  1. Click ⋮ Three-Dot Menu

  2. Select Delete

  3. Confirm the deletion in the prompt

 
Important Notes

  • Deleted curriculums cannot be assigned further.

  • Existing records linked to deleted curriculums remain intact for reporting and audit purposes.

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Configuring different study levels

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Configuring Different Study Levels

Defining Study Levels such as Elementary, Middle School, University Years, or Postgraduate levels is also an important part of setting up the system. These labels help categorize students accurately and ensure instructors are assigned to the correct academic tiers.

The study levels is used in the following modules:

1- During student registration under their profile. Based on the student selection if they are attending school or university, the corresponding defined levels will appear for them to choose their level

2- During tutor or counselor registration to select which academic levels they can support 

Therefore, when creating new study levels in PrepBase, the admin has a choice of creating study levels for students, and these could be for school or university levels, or creating study levels for tutors referring to the study levels of the subjects they can teach.

In PrepBase, admins can add, edit, view, activate/deactivate, and delete study levels for both Tutor and Student roles. This article explains how to manage them effectively.

1. Where to Manage Study Levels

Navigate to:

 

Subjects & Expertise → Study Levels

Here you will see a complete list of study levels along with:

  • Study Level Name

  • Assigned Role (created for Tutor or Student profile)

  • Created On date

  • Status Toggle (Active / Inactive)

  • Actions Menu (View, Edit, Delete)

2. Adding a New Study Level

 

Click the Add New button (top-right corner) to open the form.

Fields Required
FieldDescription
Name of Study Level (In English)Enter the academic level title (e.g., “High School (Grades 10–12)”).
Name of Study Level (In Arabic)Optional — Arabic translation for bilingual environments.
Select RoleChoose whether this level applies to Tutor or Student accounts. If student is selected then the admin can choose if this level will be used for school levels or university levels.

 

Click Save to add the new study level.

3. Viewing a Study Level

 

There are two methods to open the details of a study level:

Method 1: Through the Three-Dot Menu

  1. Click the three dots on the right side of any study level.

  2. Select View.

Method 2: By Clicking the Study Level Name

Simply click the name of the study level directly in the table.
This will open the same View screen.

What You Can See

  • English & Arabic names

  • Assigned role

  • Read-only view of all details

This is useful when you need to verify configurations without modifying them.

4. Editing an Existing Study Level

 

To update a study level:

  1. Click the three-dot menu beside any entry.

  2. Select Edit.

You can modify:

  • English & Arabic names

  • Assigned role

Click Save to apply updates.

5. Activating or Deactivating a Study Level

 

Use the status toggle to switch a study level ON or OFF.

  • Activated (blue checkmark): The level is available for use.

  • Deactivated (grey): The level is hidden from selection but not deleted.

This is helpful when:

  • A grade level is being phased out

  • Certain academic tiers are seasonal

  • Temporary suspension of a specific level is required

6. Deleting a Study Level

To remove a study level permanently:

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

  2. Select Delete.

  3. Confirm the action.

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Managing counseling expertise categories

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Managing Counseling Expertise Categories

Defining counseling expertise into clear categories and sub-categories is a critical part of the system setup since these will be used in multiple ways.

1- During student registration as they select their counseling services of interest

2- During counselor registration as they select the expertise they can support the students with within the counseling services

3- While scheduling counseling sessions to select the expertise covered for the session based on the expertise under the counselor’s profile

The Subjects & Expertise module allows admins to define expertise under the predefined categories and to keep counseling expertise offerings structured.

The predefined counseling expertise categories in the system include:

1- Mentorship

2- Counseling

3- University

4- Scholarships

5- Admissions

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

 

NOTE: Tutoring Subjects are used for Tutors and Counseling Expertise are used for Counselors

1. Navigating to Counseling Expertise

To manage counseling expertise categories:

 

  1. Go to Subjects & Expertise from the left-side menu.

  2. Click Counseling Expertise.

 

You will see a list of predefined expertise including:

  • Mentorship

  • Counseling

  • University

  • Scholarships

  • Admissions

 

Each row displays:

  • Expertise Area Name

  • Number of Sub-Expertise Items

  • Created On date

2. Viewing Expertise Entries

 

To see the detailed sub-expertise under any category:

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

  2. Select View.

A popup opens displaying:

  • Expertise Name

  • Expertise Name In (Arabic)

  • Show In

3. Viewing Sub-Expertise Entries

 

 

To see the detailed sub-expertise under any category:

  1. Click the expertise area name.

  2. You will be redirected to sub-expertise detail page.

4. Adding New Sub-Expertise

 

 

To introduce a new specialization within a counseling expertise area:

  1. Click the + (Add Sub-Expertise) button on the top-right.

  2. Fill out the form:

    • Sub-Expertise Name (English)

    • Sub-Expertise Name (Arabic)

  3. Click Save.

Typical sub-expertise examples include:

  • Professional Skills

  • Public Speaking

  • CV Building

  • Scholarship Guidance

  • Career Transition Support

This keeps counselor sessions structured and searchable.

5. Editing an Existing Sub-Expertise

 

If you need to update or correct a sub-expertise name:

  1. Open the three-dot menu beside the sub-expertise entry.

  2. Select Edit.

  3. Modify the English or Arabic name as needed.

  4. Click Save to apply changes.

6. Deleting Sub-Expertise

You can remove outdated or unused sub-expertise entries:

 

  1. Click the three-dot menu beside the sub-expertise.

  2. Select Delete.

  3. Confirm the action.

7. Exporting Sub-Expertise Data

Admins can download all sub-expertise into a CSV file for reporting or planning purposes.

 

  1. Click the Export (Download CSV) button.

  2. A file containing all sub-expertise details will download to your device.

This is ideal for:

  • Internal audits

  • Counselor performance reviews

  • Training content planning

IN THIS ARTICLE

Defining tutoring subjects

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Tutoring Subjects Setup

Defining tutoring subjects into clear categories and sub-categories is a critical part of the system setup since these will be used in multiple ways.

1- During student registration as they select their subjects of interest

2- During tutor registration as they select the subjects they can teach

3- While scheduling tutoring sessions to select the subject of the session based on the tutor profile and the subjects they teach

The Subjects & Expertise module allows admins to define subjects under the predefined categories and to keep subject offerings structured.

The predefined tutoring subjects categories in the system include:

1- Subjects

2- Languages

3- Special Needs

4- Test Prep

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

NOTE: Tutoring Subjects are used for Tutors and Counseling Expertise are used for Counselors

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 predefined categories including Subjects, Languages, Special Needs, and Test Prep, 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:

  • Icon

  • 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.

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Applying and managing promotional offers

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Applying and Managing Promotional Offers

Promotional offers play a key role in driving enrollment and in PrepBase, the Promos module allows admins to create, activate, edit, and retire promo codes that can be applied to tutoring or counseling 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 promo codes with details including:

  • Promo Name

  • Promo Type (Percentage or Fixed amount)

  • Discount Value

  • Promo Code

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

2. Creating a New Promot Code

To add a new promo code:

  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/parents will enter 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 creating or editing a tutoring or counseling package from the admin panel:

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

  • Students can redeem any active promo code that meets your internal rules while purchasing a package

  • 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
  • Avoid overlapping promos unless you want stackable offers

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