Author:

Assigning and Updating Instructors

Posted on by

Assigning and Updating Instructors

The Assigned Instructors tab enables Admins to assign tutors and counselors to individual students for academic support, learning sessions, or career guidance.
This section helps maintain clear visibility of who is mentoring or teaching the student, along with default session details and subjects assigned.

1. Accessing the Assigned Instructors Tab

  1. Navigate to Students → Student Profiles.

  2. Click on the student’s name to open their detailed profile.

  3. Select the Assigned Instructors tab from the top navigation bar.

The screen is divided into two sections:

  • Assigned Tutors – Displays all academic tutors linked to the student.

  • Assigned Counselors – Lists all mentors or counselors managing the student’s academic or career guidance.

2. Assigning a Tutor

To assign a student to a tutor:

  1. Go to the Assigned Tutors section.

  2. Click the ➕ Add button in the top-right corner.

  3. A popup window titled Assigned Tutor will appear.

Steps to Assign

  1. From the Instructor dropdown, select the tutor’s name.
    (You can search by name or email for quick selection.)

  2. Choose the Default Session Category — e.g., Online Session, In-Center Workshop, Essay Editing, Group Workshop, etc.

  3. Set the Default Session Duration — e.g., 30m, 1h, 1h 30m, 2h, etc.

  4. Click Save to finalize the assignment.

Once saved, the tutor appears in the Assigned Tutors list with details like:

  • Instructor Name and Email

  • Default Session Category

  • Default Session Duration

  • Subject(s)

  • Chat Status (enabled/disabled)

3. Assigning a Counselor

To assign a student to an academic or career counselor:

  1. Switch to the Assigned Counselors tab.

  2. Click the ➕ Add button.

  3. A similar popup titled Assigned Counselor will appear.

  4. Select the counselor’s name, session category, and duration.

  5. Click Save.

The assigned counselor will now appear in the list with:

  • Counselor Name and Contact Email

  • Default Session Category (e.g., Online Session)

  • Default Session Duration

  • Subject or Area of Counseling

  • Chat Status (for direct student communication)

4. Editing or Updating Assignments

Admins can modify the instructor’s session settings anytime.

  1. Click the three-dot menu (⋮) next to the tutor or counselor’s name.

  2. Select Edit.

  3. Update session category, duration, or other details.

  4. Click Save to confirm changes.

5. Unassigning a Tutor or Counselor

If a student no longer needs a particular instructor:

  1. Click the three-dot menu (⋮) beside the tutor or counselor’s record.

  2. Select Unassign.

The selected instructor will be removed from the list immediately, but past session history remains stored under the Sessions tab.

6. Viewing Chat Status

The Chat Status toggle allows Admins to enable or disable communication between the student and their assigned instructor.
When activated (✅), the student can directly chat with the tutor or counselor through the PrepBase portal.

IN THIS ARTICLE

Tracking Package Usage

Posted on by

Tracking Package Usage

The Packages tab in each student’s profile helps Admins track how tutoring or counseling hours are being utilized over time.
It provides a complete overview of all assigned packages, their total hours, remaining balance, and current status — ensuring transparent session and billing management for every student.

1. Accessing Package Information

  1. Go to Students → Student Profiles.

  2. Click the student’s name to open their full profile.

  3. Select the Packages tab from the top navigation.

Here, you’ll see all packages currently assigned to that student, along with details such as:

  • Package Name

  • Package Type (One-Time / Recurring)

  • Start Date

  • Total Hours

  • Remaining Hours

  • Package Service (Tutoring / Counseling)

  • Status

2. Understanding Package Usage

Each time a tutoring or counseling session is completed, the corresponding hours are automatically deducted from the student’s package balance.
This helps both Admins and Counselors monitor real-time usage and ensure students are making steady progress.

ColumnDescription
Total HrsThe total number of hours included in the assigned package.
Remaining HrsThe unused hours left in the package after sessions are completed.
Package ServiceIndicates whether the package is for Tutoring or Counseling.
StatusShows whether the package is Active or Inactive.

3. Tracking Package usage

PrepBase intelligently tracks package hours based on session activity.

  • When a session is completed: the system automatically deducts that session’s duration from the package’s total hours.

  • When a session is cancelled: no hours are deducted from the student’s package.

  • When a new session is scheduled: it appears under “upcoming Sessions,” but hours are only reduced after completion.

Example:
If a student has a 24-hour Growth Package and completes a 3.5-hour tutoring session, the Remaining Hours will update to 20.5 hours.

4. Package Status Management

You can easily check which packages are currently active:

Each package has a toggle switch that reflects whether it’s Active or Inactive.

  • Active: Package is currently in use and hours are being consumed.

  • Inactive: Package has expired, been unassigned, or paused.

5. When to Assign or Renew Packages

If a student’s Remaining Hours reach zero or near depletion:

  • Notify the family or student.

  • Assign a new package using the ➕ Add Package button.

  • Set the appropriate Package Type to continue tracking seamlessly.

6. Why Tracking Packages Matters

Accurate package tracking ensures:

  • Transparent usage monitoring for Admins, Tutors, and Families.

  • Automatic synchronization with billing and scheduling modules.

  • Improved academic planning and time allocation.

  • Data-driven insights into student engagement levels.

IN THIS ARTICLE

Assigning Learning and Counseling Packages

Posted on by

Assigning Learning and Counseling Packages

The Packages tab allows Admins to assign, manage, and monitor tutoring or counseling packages linked to each student.
This feature ensures every student has access to the correct learning or counseling plan, with clear tracking of hours, progress, and package type.

1. Accessing Student Packages

  1. Navigate to Students → Student Profiles.

  2. Select the student whose packages you want to manage.

  3. Open the Packages tab within the student’s profile.

Here, you’ll find a table listing all assigned packages, including:

  • Package Name

  • Package Type (e.g., One-Time, Monthly)

  • Start Date

  • Total Hours

  • Remaining Hours

  • Package Service (Tutoring or Counseling)

  • Status

2. Assigning a New Package

To assign a new tutoring or counseling package:

  1. Click the ➕ Add button at the top-right corner of the Packages section.

  2. A Manage Package popup window will appear.

  3. Select the appropriate package from the Packages and promos section of your organization’s admin panel as you can view example package names below and in screenshot above.
    The list includes all available packages such as:

    • General Package

    • Learner Package

    • Growth Package

    • Focus Package

    • SAT Growth / Focus Packages

    • Explorer / Starter Packages

  4. Click Save to assign the package to the selected student.

3. Filtering Packages by Type

You can easily filter packages to view only Tutoring or Counseling types.

To focus on a specific service type:

  1. Click the Filter icon beside the Add (+) button.

  2. Choose the package type — Tutoring or Counseling.

  3. Click Apply to filter the list.

4. Monitoring Assigned Packages

Once a package is assigned, you can monitor:

  • Total Hours: The total time allocated in the package.

  • Remaining Hours: Updated automatically as sessions are completed.

  • Service Type: Indicates whether it’s used for Tutoring or Counseling.

  • Status: Shows whether the package is active or inactive.

5. Unassigning a Package

If a package is no longer relevant or was added by mistake, you can unassign it.

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

  2. Select Unassign to remove it from the student’s profile.

Once unassigned, the package will no longer appear in the student’s active list, but session history associated with it remains for record purposes.

IN THIS ARTICLE

Managing Parental Communication

Posted on by

Managing Parental Communication

The Family Details section in PrepBase allows Admins to efficiently manage how parents or guardians communicate and receive updates about their linked students.
This includes storing family contact information, setting notification preferences, leaving notes, managing access permissions, and reviewing activity history — ensuring transparent and well-organized communication between your institution and families.

1. Accessing Family Communication Settings

  1. Navigate to Students → Student Profiles.

  2. Select a student to open their Student Details view.

  3. Click on the Family Details tab.

Here, you can view or update:

  • Parent/Guardian Contact Information

  • Notification Preferences (Email & SMS)

  • Communication Notes

  • Access Permissions

  • Activity Logs

2. Updating Family Contact Information

The Personal Details sub-tab displays key contact information for parents or guardians.

Each family record includes:

  • Parent/Guardian Name

  • Phone Number & Email Address

  • Relationship to Student

  • Address

  • Emergency Contact (Optional)

  • Notification Preferences

3. Setting Notification Preferences

Admins can control how parents receive updates directly from the system.
Notification settings are managed from the Family Contact Form when adding or editing a guardian.

Available Options:
PreferenceDescription
Receive Email NotificationsSends automatic updates such as schedule confirmations, invoices, and progress summaries to the parent’s registered email.
Receive SMS NotificationsSends short alerts for session reminders, cancellations, or important notices via SMS.

Best Practice: Enable email notifications for academic updates and use SMS notifications for urgent or time-sensitive communication.

4. Adding Communication Notes

The Notes sub-tab is designed for internal use by Admins to document communication with parents — such as feedback, meeting outcomes, or follow-up reminders.

How to Add a Note:

  1. Go to Family Details → Notes.

  2. Click the ➕ Add button.

  3. Enter a Title and the Note Description.

  4. Click Save to log it.

Each note shows:

  • Title & Message

  • Added By (Admin)

  • Created Date

5. Managing Parent Permissions

 

From the Permissions sub-tab, you can define what actions a parent can perform in their linked account.

Permission GroupDescription
SchedulingAllows parents to search for tutors, schedule, or cancel sessions on behalf of the student.
ProfileEnables parents to edit family or student information.
ProgressLets parents view or update student progress details, applications, or scores.

IN THIS ARTICLE

Linking parents to students

Posted on by

Linking Parents to Students

The Family Details section allows Admins to connect students with their parents or guardians inside their organization.
By linking a parent or family account, you can centralize communication, share progress updates, manage billing information, and track login activity — all from one place.

1. Accessing Family Details

  1. Go to Students → Student Profiles.

  2. Click on a student’s name to open their detailed profile.

  3. Select the Family Details tab from the top navigation.

Within the Family Details view, you’ll find four key sub-sections:

  • Personal Details

  • Notes

  • Permissions

  • Activity Logs

2. Viewing Family Personal Details

The Personal Details sub-tab displays the parent or guardian’s contact information linked to the student.

Displayed Information

  • Parent/Guardian Name

  • Phone Number

  • Email Address

  • Emergency Contact (optional)

  • Relationship (e.g., Father, Mother, Guardian)

  • Address

  • Onboard Date

  • Notification Preferences (Email or SMS)

If no parent is currently linked, you can use the Add (+) or Change Family button to associate the student with a new or existing family account.

3. Adding a New Parent or Guardian

  1. Click the ➕ Add button in the top-right corner of the Family Details tab.

  2. A Family Contact form will appear.

  3. Fill out the form with the parent or guardian’s information:

FieldDescriptionRequired
Parent/Guardian NameFull name of the parent or guardian✅
Phone NumberContact number with country code✅
Emergency ContactAlternate contact number (optional)❌
Email AddressParent’s or guardian’s email address✅
RelationshipDefine the relationship to the student (Father, Mother, Guardian, etc.)✅
AddressResidential address❌
PreferencesChoose whether the parent receives Email and/or SMS notifications❌

     4. Click Save to create the connection.
Once saved, the family contact appears under Personal Details.

4. Changing or Linking to an Existing Family Account

If the student already has a parent account created in the system, you can quickly link it using the Change Family button.

  1. Click Change Family.

  2. In the dropdown, search or select an existing family record.

  3. Click Change to finalize the link.

5. Adding Family Notes

The Notes sub-tab allows Admins to record important comments related to the parent or guardian — for example, communication preferences, feedback, or meeting records.

Each note displays:

  • Title & Description

  • Created By (User)

  • Created Date

Click the ➕ Add button to create a new note and record updates securely.

6. Family Permissions

Similar to student permissions, Admins can manage what family members can access or modify within their linked accounts.

Permission GroupDescription
SchedulingEnable or restrict parents from viewing tutors, scheduling, or canceling sessions.
ProfileControl whether parents can edit their personal or family details.
ProgressAllow parents to view or update specific progress data like applications or scores.

7. Viewing Family Activity Logs

The Activity Logs sub-tab tracks every action taken by the parent or guardian, such as portal logins or updates to student information.

Each entry includes:

  • Activity Type (e.g., Login, Update)

  • Date & Time of the event

  • Activity Category (e.g., Profile, Portal)

8. Why Linking Parents Matters

Connecting family members to student profiles ensures:

  • Centralized communication between counselors, students, and guardians

  • Accurate billing and shared payment access

  • Real-time academic visibility for parents

  • Streamlined record management for multi-student families

This feature helps maintain transparency and collaboration throughout the student’s learning journey.

IN THIS ARTICLE

Managing Student Permissions

Posted on by

Managing Student Permissions

The Permissions tab allows Admins to control what each student can view or edit within their account.
From scheduling sessions to editing personal details or updating progress milestones, these settings define the level of access available to each student inside their PrepBase portal.

By managing permissions effectively, Admins can ensure students have the right tools and visibility — while maintaining system security and workflow accuracy.

1. Accessing the Permissions Tab

  1. Navigate to Students → Student Profiles.

  2. Open any student record by clicking on their name.

  3. Inside the Student Details page, select the Permissions tab.

The screen will display grouped permission categories with toggle switches that can be enabled or disabled as required.

2. Understanding Permission Categories

Permissions are grouped into three main sections to make management simple and clear.

Scheduling

Controls how students interact with their tutoring and counseling sessions.

  • Searching for Tutors/Counselors — allows the student to browse available tutors or counselors.

  • Scheduling Sessions — lets the student book new sessions based on their packages or availability.

  • Cancelling Sessions — grants permission to cancel scheduled sessions if needed.

Tip: Disable this option if session bookings are managed only by instructors or administrators.

Profile

Manages access to the student’s personal and family information.

  • Editing Personal Details — allows the student to update contact details and preferences.

  • Editing Family Details — enables changes to linked parent or guardian information.

  • Editing Academic Details — allows editing academic data like curriculum, major, or study level.

Recommendation: Keep these permissions active to ensure student data remains accurate and current.

Progress

Controls how students interact with their academic planners and performance tracking.

  • Add/Edit College List — enables students to maintain their college application list.

  • Add/Edit Applications — allows them to track and update their application progress.

  • Add/Edit Roadmap (Stages) — provides access to plan future admission stages.

  • Add/Edit Scores — lets students enter or modify their test and exam results.

Note: These permissions are often restricted for counselor-managed accounts.

3. Enabling or Disabling Permissions

To update a student’s permissions:

  1. Click the toggle switch beside each option to enable (✅) or disable (🚫) the permission.

  2. After making all changes, click the Save button at the bottom of the page.

Pro Tip: The system automatically updates student access in real time once saved — no need to refresh.

4. Why Permissions Matter

Configuring permissions ensures:

  • Data privacy for sensitive student or family information.

  • Proper control over scheduling and progress editing.

  • Efficient collaboration between students, instructors, and counselors.

When permissions are set correctly, students can focus on their studies while administrators maintain full oversight.

IN THIS ARTICLE

Checking student activity logs

Posted on by

Checking Student Activity Logs

Monitoring a student’s activity history helps you stay informed about everything happening in their account — from booked sessions to progress updates.
The Activity Logs tab in PrepBase gives a transparent record of each student’s interactions within the platform.

1. Accessing Activity Logs

To view the full history of a student’s actions:

  1. Navigate to Students Accounts → Student Profiles.

  2. Select the desired student from the list.

  3. Open the Student Details page.

  4. Click the Activity Logs tab at the top of the profile.

You’ll now see a detailed list of every action associated with that student — such as booked sessions, completed activities, and changes made to their profile.

2. Understanding the Activity Log Table

The Activity Log is organized into three main columns for easy tracking:

ColumnDescription
ActivityDescribes the action taken (e.g., Session booked, Profile updated).
Date & TimeShows when the action occurred, including timestamp.
TypeSpecifies the category of activity (e.g., Session, Profile, Note).

3. Using Filters and Date Range

PrepBase makes it easy to filter logs and focus on what matters most:

By Date Range

  • Click the calendar icon in the top right corner of the Activity Logs table.

  • Select a specific start and end date to view logs for that time period.

By Activity Type

  • Use the filter icon next to the date selector.

  • Filter results by Profile, Session, Action_Plan, User, Course, Package, Support ticket, task and File_Folder.

Note: Filters are especially useful when tracking large datasets for active students.

4. Interpreting Log Entries

Each log entry provides valuable insight into student actions:

Common Activity Types Include:

  • Session Booked: The student (or instructor) scheduled a new session.

  • Session Completed: The student attended and completed a session.

  • Profile Updated: Personal or academic details were modified.

  • File Uploaded: A new document or assignment was added.

  • Project Submission: The student submitted a project milestone.

Reviewing these logs helps tutors and counselors identify recent interactions and ensure accountability across the platform.

IN THIS ARTICLE

Monitoring student progress

Posted on by

Monitoring Student Progress

Tracking student performance is key to understanding their learning journey and ensuring consistent academic growth.
The Progress tab in PrepBase provides a complete overview of a student’s activities, session performance, and engagement levels — all in one place.

1. Accessing the Progress Tab

To monitor a student’s progress:

  1. Go to Students Accounts → Student Profiles.

  2. Select the student you wish to view.

  3. On the Student Details page, click the Progress tab.

This section automatically updates as students complete tutoring or counseling sessions, making it easy to track their overall activity.

2. Understanding Progress Overview

At the top of the Progress tab, you’ll find key summary cards showing quick insights:

MetricDescription
Sessions ScheduledTotal number of sessions planned for the student.
Sessions CompletedNumber of sessions successfully attended and completed.
Tutoring HoursTotal and recent (30-day) tutoring time.
Counseling HoursTotal and recent (30-day) counseling duration.

 

3. Custom Scoring Fields

Displays key highlights of the student’s learning performance, including Attendance, Comprehension, and Engagement scores.

  • Attendance is recorded manually after each class.

  • Comprehension, Engagement, or any other custom performance fields are dynamically defined per session category and scored by the instructor or counselor during the post-session action plan process.

  • These fields automatically adjust based on the type of session conducted — for example, academic classes, counseling sessions, or even extracurricular lessons such as swimming — ensuring that progress tracking aligns with the unique goals of each session type.

4. Activity Chart

The Activities section visualizes student performance and participation trends using an interactive bar chart.
Each bar represents the performance metrics of a specific subject — helping Admins and Tutors quickly identify subjects needing attention.

The chart may include:

  • Subjects on the X-axis

  • Performance ratio or frequency on the Y-axis

  • Real-time updates from instructor input

IN THIS ARTICLE

Updating student academic & personal information

Posted on by

Updating student academic & personal information

Keeping student records accurate and up to date is essential for maintaining smooth communication, progress tracking, and reporting in PrepBase.
This guide explains how to update a student’s personal and academic information from the Student Details page.

1. Accessing the Student Profile

To edit a student’s record, you first need to open their detailed profile.

Steps

  1. Navigate to the Students module from the left-hand sidebar.

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

  3. To open the student profile:

    • Option 1: Click the student’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 Student Details page with all profile and activity tabs.

2. Editing Personal Details

The Personal Details tab contains the student’s basic information such as name, contact details, and nationality.
To make changes:

  1. Click the ✏️ Edit icon in the top-right corner of the Personal Details box.

  2. An editable form will appear.

  3. Update the required fields and click Update to save.

Fields Overview
FieldDescriptionRequired
First Name / Last NameStudent’s full name✅
Email AddressPrimary email used for communication✅
Phone NumberContact number (select country code)✅
Country / CityCountry and city of residence✅
Residential AddressDetailed address for records✅
Date of BirthUsed for identification and reporting✅
GenderSelect Male / Female / Other✅
NationalityStudent’s nationality✅
Private NoteAdditional note visible to internal users only❌
Send Email Lesson RemindersToggle to enable or disable email reminders❌
Send SMS Lesson RemindersToggle to enable or disable SMS reminders❌

3. Editing Academic Details

The Academic Details tab contains education-related information such as grade level, curriculum, subjects, and university interests.

  1. Click the ✏️ Edit icon in the Academic Details box.

  2. An editable window will appear where you can update all academic-related data.

  3. Once done, click Update to save the changes.

Fields Overview
FieldDescriptionRequired
Are You Attending?Select School or University✅
GradeCurrent grade or year (e.g., Grades 9–12)✅
CurriculumSelect academic board or system (e.g., UAE MoE, IB, CBSE)✅
School or UniversityEnter the institution name✅
University of InterestAdd university preferences for admissions tracking❌
Career of InterestSpecify intended career path or field (e.g., Computer Science)❌
SubjectsChoose one or more major subjects✅
Test PrepSelect applicable test preparation programs (e.g., SAT, IELTS)❌
LanguagesLanguages the student speaks or studies❌
Special NeedsMention any learning or physical support requirements❌
Counseling Services InterestIndicate services the student is interested in (e.g., Admission Guidance, Career Counseling)❌
Hobbies and InterestsAdd extracurricular interests for better student profiling❌

IN THIS ARTICLE

Student Profiles

Posted on by

Student Profiles

Manage every student account in one place—add new students, filter/search, group students, run bulk actions (assign tutors/counselors/packages, add notes/files/to-dos/projects), and send bulk Email/SMS. All results update instantly across the platform.

Admins Only — This Article is available exclusively for PrepBase Administrators.
It provides full control to manage all student accounts, including adding new students, grouping them, performing bulk actions, sending communications, and managing imports or exports.

1. Navigation

From the left sidebar, go to Students → Student Profiles.
You’ll land on the main student list view that displays all registered student accounts.

2. Interface Overview

 
ColumnWhat it shows
DetailsStudent name + email + phone. (Click name to open the record.)
Parent DetailsLinked parent/guardian name + contact.
GenderStudent gender.
SubjectsEnrolled or interested subjects.
NoteThis can only be added by admin and this is a private note visible to admin only.
Group NameGroup Tag (if any).
Tutor DetailsAssigned tutor name + email.
Counselor DetailsAssigned counselor (if any).
Onboard StatusCurrent status (Active/In active/Lead/Trial).
Onboard DateDate the student was onboarded.
⋮ (three dots)Row actions (View, Delete).

3. Toolbar Actions

 
ActionsDescription
Email / SMSSend bulk Email or bulk SMS to selected students.
Settings (Bulk Actions)Assign tutor/counselor/package, add file/note/to-do, assign to project (for selected students).
FiltersFilter by Status, Instructor, Group.
CalendarFilter by onboarding date range.
Add new StudentAdd New student or Import CSV.
Export CSVExport the current list (respecting filters).

4. Adding a New Student

You’ll see the Add Student Wizard, divided into three sections:

1. Personal Details

 
FieldDescription
Upload ImageProfile photo (optional).
First Name / Last NameStudent’s full name.
Email AddressLogin/primary contact email (unique).
Phone NumberOptional student phone.
Country / CityLocation selectors.
Residential AddressAddress for records.
Date of Birth / Gender / NationalityIdentity and reporting fields.
Add Private NoteInternal admin-only note.
PreferencesToggle Send email lesson reminders / Send SMS lesson reminders.
 
2. Family Details
 
FieldDescription
Parent/Guardian NameFull name of parent/guardian.
Phone NumberPrimary parent phone.
Emergency Contact (Optional)Secondary phone for emergencies.
Email AddressParent email address.
RelationshipMother, Father, Guardian, etc.
AddressParent address.
 
3. Academic Details

 

FieldDescription
Are You Attending? (School / University)Select whether the student is currently studying in a school or a university. This selection also helps tailor the fields and services relevant to their academic stage.
GradeChoose the student’s current grade or year level in school. This helps match them with suitable tutors and academic programs.
CurriculumSelect the curriculum the student is following (e.g., British, American, IB, CBSE, etc.).
School or UniversityEnter the name of the school or university the student is currently attending.
University of InterestSpecify universities the student is aiming for in the future. Useful for admission counseling and long-term planning.
Career of InterestEnter the career paths the student is interested in pursuing (e.g., Engineering, Medicine, Business, etc.).
Hobbies and InterestsSelect extracurricular interests (e.g., music, sports, arts). Helps in personalized profile development.
SubjectChoose the subjects the student wants tutoring or academic help with.
Test PrepSelect the standardized tests the student wants help preparing for (e.g., SAT, ACT, IELTS, TOEFL).
LanguagesSelect the languages the student is interested in learning or improving.
Special NeedsIdentify any learning needs or conditions that require special academic attention.
Counselling Services InterestSelect the types of counseling services the student is interested in (e.g., academic counseling, career guidance).
SaveClick to save all entered academic details to the student’s profile.

5. Importing Student Profiles

Admins can bulk-upload multiple student records using the Import option.

    1. Click ➕ → Import CSV.

    2. Download the sample CSV template.

    3. Fill the file with student data following the template headers.

    4. Upload the completed file and review the preview table.

    5. Submit to finalize the import.

    Template Guidelines
    ColumnDescriptionRequired
    First NameStudent’s given name✅
    Last NameStudent’s surname✅
    EmailPrimary contact email✅
    CountryCountry of residence✅
    NationalityCountry of citizenship✅
    GenderMale or Female✅
    DOBEnter date of birth✅

    Once imported, open each profile to verify details and complete any missing optional information.

6. Performing Bulk Actions

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

ActionDescription
Assign TutorAssigns the same tutor to all selected students. Opens a popup, select the tutor, click Save, and a success message confirms the update. Tutor details will appear under the Tutor Details section.
Assign CounselorAssigns a counselor to the selected students. Opens a popup, choose the counselor, click Save, and a success message confirms the update.
Add PackageAdds a tutoring/counseling package to each selected student. Opens a popup, choose the package, click Save, and a success message appears. An invoice is automatically sent to each student for the added package. Remaining hours are updated in the Packages tab.
Upload FileUploads a file (such as syllabus or notes) for all selected students. Opens a popup, choose file and set visibility, click Save, and a success message confirms the upload. The file appears under each student’s Files tab.
Add To-DoCreates a task for the selected students. Opens a popup, add title, due date, and priority, click Save, and a success message appears. The task shows under the To-Do tab.
Add NoteAdds a note to all selected students. Opens a popup, enter note text, select visibility, click Save, and a success message confirms completion. The note appears based on the visibility chosen — it is not admin-only by default.
Assign to a ProjectEnrolls all selected students into a specific project. Opens a popup, choose the project, click Save, and a success message confirms the assignment. The project appears under the Projects tab.

Steps for any Bulk Action

  1. Select students using the checkboxes.

  2. Click ⚙️ Settings → choose the required action.

  3. Complete the confirmation popup (pick tutor/counselor/package/file/note/to-do/project).

  4. Click Save → wait for the success toast.

  5. Verify changes in the relevant column/tab.

7. Using Group Tags

The Group Tags feature helps organize students into logical categories for easy management, progress tracking, and reporting.
Admins can create tags for batches, classes, or interest groups — for example, “Physics 12th,” “IELTS Prep,” or “Fall 2025 Intake.”
Each tag can include one or more students and display their assigned tutors or counselors, helping the admin quickly identify groups and their participants.

Accessing Group Tags

  1. Navigate to Students → Group Tags tab.

  2. Here, you’ll see a list of all existing tags, including:

    • Name of the group

    • Number of Students under it

    • Assigned Tutor or Counselor

    • Created Date

If no tags exist, the page will display a “No Data Found” message with a ➕ Add button.

Creating a New Group Tag

To create a new group tag:

  1. Click the ➕ icon at the top-right corner of the Group Tags page.

  2. A popup window titled “Group Tag” will appear.

  3. Fill in the following details:

FieldDescription
Group NameEnter the name of the group (e.g., Physics 12th)
Group Name in ArabicOptional – Arabic version of the group name
DescriptionAdd details about the group’s purpose (e.g., “Students enrolled in 12th Grade Physics classes.”)
Description (AR)Optional Arabic translation of the description
ColorChoose a tag color to easily identify groups in the list
Select StudentsStart typing to search and select students to include in this group

4. Click Save to create the group.
Once saved, the new tag will appear in the Group Tag list along with its associated students and tutors or counselors.

Managing Group Tags

After creation, you can:

  • View Students: Click on the tag name (e.g., Physics 12th) to see all students assigned to that tag.

  • Edit Tag Details: Use the action menu (three dots) to update the name, description, or student assignments.

  • Delete Tag: Remove a tag if it’s no longer needed.

Group Tags are an efficient way to segment students for easier communication, tutor or counselor tracking, and performance monitoring across batches or interests.

8. Student Status & Onboarding

Each student in the system is assigned an Onboard Status, which represents their current state.
This helps Admins, Counselors, and Tutors quickly identify the account status of every student.

Understanding Status Types

StatusDescriptionColor Indicator
ActiveThe student is fully onboarded. This is the default state for enrolled students.🟩 Green
InactiveThe student is no longer active in the system.  Admins can reactivate them anytime.🟥 Red
LeadRepresents a potential or prospective student whose information was added but who has not yet joined any program or package. Useful for tracking new inquiries and follow-ups.🟩 Light Green
TrialThe student is in a trial or demo stage (for example, attending trial sessions or initial counseling before full enrollment).🟧 Yellow
Changing a Student’s Status

Admins and authorized users can easily update the onboarding status directly from the Student Profiles list:

  1. Locate the student in the list view.

  2. Click the current Status button (e.g., Active).

  3. A dropdown menu will appear with available status options.

  4. Select the desired status — changes are saved instantly and reflected across the platform.

9. Sending Bulk Email or SMS

Bulk Email

Steps

  1. After selecting students, click ✉️ → Email.

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

  3. Click Send Email → success message appears.

Bulk SMS

Steps

  1. After selecting students, click ✉️ → SMS.

  2. Type your Message (plain text).

  3. Click Send SMS → success message appears.

10. Exporting Data

Steps

  1. Apply any filters you need (optional).

  2. Click ⬇️ Export CSV.

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

11. Filtering & Sorting

Steps

  1. Click 🔽 Filters.

  2. Select Status, Instructor, and/or Group.

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

  4. For date range, click 📅 Calendar, pick dates, then Apply.

Click Apply to update results or Reset to clear filters.

12. ⋮ Three-Dot Menu (Per Student)

Steps

  • View: Click ⋮ → View to open full Student Details (tabs for Personal, Family, Academic, Packages, Instructors, Sessions, Files, Notes, To-Do, Projects, etc.).

  • Delete: Click ⋮ → Delete → confirm prompt to permanently remove the record.

IN THIS ARTICLE