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Assigning and tracking instructor tasks

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Assigning and Tracking Instructor Tasks

The To-Do tab inside an instructor’s profile allows Admins to assign or manage tasks and track completion statuses efficiently. This section centralizes all instructor-related task activities, ensuring smooth coordination and clear visibility across the PrepBase platform.

This guide explains how to:

  • Add / assign new tasks to instructors

  • Edit an existing task

  • Delete a task

  • Track task progress & completion

  • Filter and organize tasks for better workflow

1. Accessing the Instructor’s To-Do Tab

  1. Go to Instructors from the left navigation menu.

  2. Open any instructor’s profile.

  3. Click the To-Do tab in the top submenu.

Here, you will see the complete list of tasks assigned to that instructor, including:

  • Image (if added)

  • Title

  • Description

  • Due Date

  • Priority Level (low/medium/high)

  • Added For (admin, self, student)

  • Added By (instructor or admin)

  • To D0 Status (pending or completed)

  • Status (enabled or disabled)

  • Action Menu (Edit/Delete)

2. Assigning a New Task

To add a new To-Do item:

  1. Click the ➕ Add button located at the top-right of the To-Do list.

  2. The Manage To-Do form will open.

Fields in the Add Task Form

FieldDescription
CategoryChoose the task category (e.g., Tutoring, Counselling).
TitleA short title summarizing the task.
DescriptionProvide task instructions or important details.
Due Date (Optional)Specify a deadline when applicable.
Priority LevelChoose Low, Medium, or High.
Upload Image (Optional)Attach a reference image, material, or screenshot.

 

  1. After filling in the form, click Save.

The task will now appear in the instructor’s To-Do list instantly.

3. Editing an Existing Task

To update task details:

  1. Click the three-dots menu (⋮) beside any task.

  2. Select Edit.

  3. Update any field such as:

    • Title

    • Description

    • Category

    • Due Date

    • Priority

    • Uploaded Image

  4. Click Save to apply changes.

4. Deleting a Task

If you need to remove a task:

  1. Open the three-dots menu (⋮) next to the task.

  2. Click Delete.

  3. Confirm the action.

The task will be permanently removed from the instructor’s To-Do list.

5. Tracking Task Completion Status

Each task has a status toggle beside it:

  • Checked (blue) = Task completed

  • Unchecked (grey) = Task pending

Instructors may mark tasks as complete from their portal, or Admins may update the status manually.

This helps track progress at a glance.

6. Filtering Instructor Tasks

To quickly locate or review tasks:

      1. Click the Filter icon next to the Add button.

      2. A filter panel will appear.

    Available Filters
    FilterPurpose
    Priority LevelView tasks by urgency (Low/Medium/High).
    Filter by NameTask added for Self, for Student ,or by Admin.
    Filter ForTask added for Tutoring or Counseling.

    1. Click Apply to run the filter.

    2. Click Reset to restore the full task list.

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Adding and reviewing notes for instructors

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Adding and Reviewing Notes for Instructors

The Notes section inside an instructor’s profile allows Admins to record, track, and manage important internal information or communication related to performance, students, updates, or administrative actions. These notes help maintain transparency and support effective staff management across the PrepBase ecosystem.

This article explains how to add new notes, edit or delete existing notes, and filter or review notes for any instructor.

1. Accessing the Instructor Notes Tab

  1. Navigate to Instructors from the left-side menu.

  2. Open any instructor’s profile.

  3. Click the Notes tab from the top navigation inside the profile.

Here, you will see a table listing all notes with:

  • Title

  • Note text

  • Type (Admin note / Instructor note / Student or Parent note)

  • Users (who the note applies to)

  • Added By

  • Created Date

  • Actions (Edit, Delete)

2. Adding a New Note

To add a new note:

  1. Click the ➕ Add Note button on the right side of the Notes tab.

  1. A modal titled “Note” will open.

  2. Fill in the required fields:

Fields Explained
FieldDescription
Visible ForSelect who can view this note (Admin, Instructor, Student,Parent and Both students and parents)
TitleA short title summarizing the note.
NoteThe full note description with all relevant details.

 

  1. Click Save to add the note to the instructor profile.

 

NOTE: any note that is visible to students or both students and parents are also automatically visible to the instructor.

3. Editing an Existing Note

To update details or correct information:

  1. Locate the note from the list.

  2. Click the three-dots menu (⋮) on the right.

  3. Select Edit.

  1. The note form opens with existing data pre-filled.

  2. Modify the Visible For, Title, or Note body as needed.

  3. Click Save to update.

4. Deleting a Note

If a note is no longer required or was added by mistake:

  1. Open the ⋮ actions menu next to the note.

  2. Click Delete.

  3. Confirm the deletion.

Note: Deleted notes are permanently removed and cannot be recovered.

5. Filtering Instructor Notes

Use the Filter button to refine the list of notes.

  1. Click the Filter icon next to the Add Note button.

  2. You can filter notes by:

    • Note Type – who it is added for (Admin, Instructor, student, Parent and Both etc.)

  3. Click Apply to see filtered results, or Reset to clear all filters.

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Uploading and managing instructor files

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Managing Instructor Files

The Files tab inside an instructor’s profile allows administrators to manage all documents, folders, resources, and materials associated with that instructor.
This section helps streamline file organization, ensure documentation accuracy, and maintain easy access to teaching materials and records.

This guide explains how to edit, filter, download, and delete instructor files in PrepBase.

 

NOTE: to add files, admin users can do so from the Files subtab within the Resource Management main tab in the admin panel.

1. Where to Find Instructor Files

  1. Navigate to Instructors from the left menu.

  2. Open any instructor’s profile.

  3. Select the Files tab from the top navigation bar.

You will see a file repository table showing all files and folders linked to the instructor account.

2. Understanding the Files Table

Each file or folder is displayed with the following details:

ColumnDescription
NameFile or folder name
CategoryFile category list as defined by admin from the Categories subtab within the Resource Management main tab in the admin panel
Sub-CategoryAs defined by admin for the above categories
TypeFile or Folder
Added ByThe Admin/Instructor/Student who uploaded the file
Created OnUpload date
VisibilityPublic or Private (visible to student or instructor or admin only)
StatusActive status toggle

 

This structured format makes it easy to track and manage uploaded resources.

3. Editing Existing Files

To update an instructor file:

  1. Click the three-dot menu beside the file name.

  2. Select Edit.

  3. The Edit File form will open.

🔧 Editable Fields Include:

  • File Name

  • Category (as defined by admin)

  • Sub-Category (Optional)

  • Visibility (Public/Private)

  • Accessibility (All, Instructor-only, etc.)

  • Students, Tutor, Counselor access control

  • Associated Group or Student Groups

  • Upload File (to replace the existing one)

Click Save to update the file.

To learn more about adding a file and assigning accessability to users, please visit the Files section of the guide under Resource Management.

4. Downloading Files

Admins can download instructor files directly:

  1. Open the three-dot menu beside the file.

  2. Click Download.

This allows quick access for offline review, printing, or archiving.

5. Deleting Files

To remove a file or folder:

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

  2. Select Delete.

  3. Confirm removal.

Deleted items are permanently removed from the instructor’s repository.

6. Searching & Filtering Instructor Files

Large file libraries are easy to manage using built-in search and filter tools.

🔎 Search Bar

Search files by:

  • File name

  • Category

  • Created date

  • Uploader

🧩 Filter Options

Click the filter icon to open detailed filters:

  • Category

  • Sub-Category

  • Added By

  • Visibility

Click Apply to refine results.
Click Clear to reset filters.

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Viewing and tracking instructor-led sessions

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Viewing & Tracking Instructor-Led Sessions

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

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

1. Where to Find Instructor Sessions

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

  2. Open any instructor’s profile.

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

You will see four main categories:

  • Pending (Sessions scheduled by instructors or admins and not yet accepted by the students or parents)

  • Upcoming (Scheduled by the students/parents or scheduled by instructors/admins and accepted by the student/parent)

  • Completed (Conducted successfully; Action plan completed by the tutor or counselor and attendance is taken)

  • Cancelled (Session was cancelled by the student/parent, tutor/counselor, or admin) 

Each category presents a structured table showing all relevant sessions.

2. Viewing Pending Sessions

The Pending tab displays all sessions that are scheduled but not yet accepted by the student or parent.

Information displayed in the Pending list

Each row shows:

  • Date & Time

  • Session Type (Tutoring or Counseling)

  • Location

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

  • Location Value

  • Category (as defined by admin in the Sessions Cateogries subtab within the Calendar & Sessions main tab in the admin panel)

  • Assigned Instructor

  • Student(s)

To learn more about session types, categories, locations, and location types, please visit the Calendar & Sessions section

 
Search & Filter Tools

You can narrow results using:

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

  • Filter panel with:

    • Attendance Status (only for completed sessions)

    • Session Category

    • Date Range

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

3. Understanding Session Table Columns

Across all session categories, the table includes:

ColumnDescription
Date/TimeExact schedule of the session
TypeTutoring or Counseling
LocationThe place or address tagged with the session, which is created by admin from the Locations subtab within the Calendar & Sessions main tab in the admin panel
Location TypeThe type of the location as set by admin while creating the session category from the Sessions Category subtab within the Calendar & Sessions main tab in the admin panel
Location ValueEditable or fixed value depending on location type set by admin
CategoryAs defined by admin in the Sessions Cateogries subtab within the Calendar & Sessions main tab in the admin panel ( eg. Online / In-Home Session / Group Session)
Assigned ToInstructor assigned to lead the session
StudentsStudents participating in the session

 

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

4. Viewing Upcoming Sessions

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

What you see in Upcoming sessions

  • Full list of future dates

  • Session type, location, location type, and category 

  • Student name(s)

  • Exact time range

  • Assigned instructor details

Sessions appear in chronological order for quick planning and supervision.

5. Viewing Completed Sessions

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

This table includes:

  • Date & Time

  • Session Type

  • Location and Location Type

  • Category

  • Instructor assigned

  • Students who attended

Completed sessions are useful for:

  • Performance reviews

  • Session count validation

  • Payroll verification

  • Attendance tracking

6. Viewing Cancelled Sessions

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

This table includes:

  • Date & Time

  • Session Category

  • Location and Location Type

  • Category

  • Instructor assigned

  • Student name(s)

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

Cancelled sessions help administrators track patterns such as:

  • Last-minute cancellations

  • Student no-shows

  • Instructor schedule conflicts

7. Using Session Filters & Search

Across each tab, PrepBase provides robust filtering tools:

Search Bar

Search by:

  • Student name

  • Session type

  • Date

  • Category

  • Location

Filter Panel

Open the filter icon to sort sessions by:

  • Attendance status (for completed sessions only)

  • Session Category

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

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Managing student-instructor relationships

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Managing Student–Instructor Relationships

Assigning and Unassigning Students Effectively

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

Once a student is assigned to an instructor, they will be able to see that instructors on their dashboard under “My Tutors” and “My Counselors” sections within the Tutoring and Counseling main tabs. 

 

NOTE: if a student or parent is given permission to book sessions directly with an instrcutor, once they book at least one session they will automatically be assigned to that instructor and they will appear on the assigned students list. 

1. Assigning New Students to an Instructor

Steps to Assign Students

  1. Go to Instructor Details → Students tab.

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

  3. The Assign Students modal will appear.

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

  5. Click Save.

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

2. Unassigning Students

  1. Open the Students tab.

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

  3. Select Unassign.

The student disappears from the instructor’s list immediately.

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Viewing assigned students

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Viewing Assigned Students

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

1. Where to Find Assigned Students

 

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

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

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

 

Here you will see the list of all assigned students including:

  • Student Name (clickable to view student profile)

  • Assigned Date

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

2. Searching for a Student

 

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

3. Viewing Student Details

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

 
How to View

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

  2. Select View.

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

 
Key Benefits

  • Always know which students an instructor is responsible for.

  • Fully transparent assignment timeline.

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

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Managing invoices and payouts

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Managing invoices and payouts

Track Instructor Earnings, Adjust Balances & Record Payouts

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

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

 

There are three different way that would create entries or transactions in this ledger table:

  1. Automatic: once a session is done and the action plan is completed, the instructor payroll will automatically be calculated and added here based on their hourly rate and the session category if category payroll is defined. If the payroll is set monthly then a monthly fixed amount will be added. 
  2. By Admin: admin users can add a transaction manually using the + button as Amount or Payment or Deduction to adjust the entries.
  3. By Instructors: instructors can also add time manually from their Earnings & Payroll dashboard and mark it as billable or non billable. Any manual entry by the instructors will be highlighted here in the table for Admin to review and then approve or reject. 

1. Understanding the Balance Owing Table

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

ColumnDescription
Date & TimeWhen the amount was logged
Session CategoryCategory of the session as defined by admin in the admin panel
DurationNumber of hours
AmountAmount earned
PaymentAmount paid out
BalanceRunning outstanding amount
NotesAdditional remarks
AttachmentUploaded files (if any)
StudentAssociated student (if provided)
SourceUsually “System,” for automatic entries created by completed sessions, unless manually added as a transaction by admin or instructors
StatusBillable / Non-Billable (used when instructors are adding time manually from their Earning & Payroll dashboard)

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

2. Filtering Ledger Entries

Click the Filter icon to filter by:

  • Status (added by System, Admin, or User Instructor)

  • Student (filter by entries for particular students)

Click Reset to clear all filters.

3. Adding Amounts, Payments, or Deductions

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

How to Add a New Entry

 

  1. Click the + button next to Balance Owing.

  2. Choose the type:

    • Add Amount (adds earnings)

    • Add Payment (records payout to the instructor)

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

  3. Fill in the form:

    • Date

    • Amount

    • Student (optional)

    • Session Category (optional)

    • Notes (optional)

    • Attachment (optional)

  4. Click Save.

The entry will immediately appear in the ledger.

4. Editing an Existing Entry

 

NOTE: only manual entries by Admin users or Instructors can be edited. 

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

  • Select Edit.

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

  • Save the update.

IN THIS ARTICLE

Setting up instructor compensation

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Setting Up Instructor Compensation

A Complete Guide for Admins

Instructor compensation in PrepBase is centralized under the Payroll section of each instructor’s profile. This area allows admins to configure hourly or monthly rates and define rates per session category as well. Here you can also keep track of the instructor bank account details for payout processing and manage a ledger for all of their earnings and payments.

This guide walks you through each part of the Payroll module with full clarity.

 

NOTE: if an instructor’s payroll details are not added, then the instructor will not appear on the dashboard or app for the students or parents when they are trying to book any sessions. 

1. Accessing the Payroll Tab

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

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

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

You will now see the following major sections:

  • Default Rate

  • Session Category Rate (if hourly rate is selected)

  • Bank Account Details

  • Balance Owing (transactions ledger)

2. Setting the Default Rate

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

 

NOTE: If only a default rate is added for an instructor, then all the session categories defined in the system will appear in the session category dropdown while booking a session with the instructor.

How to Set or Update the Default Rate

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

    • Hourly (paid per hour)

    • Fixed Per Month (paid a monthly salary)

  2. Enter the Amount.

  3. Click Save.

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

3. Setting Session Category Rates

If the hourly payroll is selected then the session category pricing will be activate and this will allows you to define specific rates for different types of sessions that you have defined in the system under the Sessions Categories subtab within the Calendar & Sessions main tab in the admin panel (e.g., Online, In-Home, Workshop, etc.).

Add a New Session Category Rate

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

  2. A form will open where you can:

    • Select a Session Category

    • Enter the Amount

  3. Click Save.

The new category rate will now appear in the list.

Edit an Existing Rate

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

  2. Select Edit.

  3. Update the amount and save.

Delete a Rate

  1. Click the three-dot menu.

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

4. Adding Bank Account Details

Here you can keep track of the instructor’s Bank details for processing instructor payouts and this is optional.

How to Add Bank Account Information

  1. Scroll to Bank Account Details.

  2. Click the + button on the right.

  3. Fill in the form:

    • Beneficiary Name

    • Bank Name

    • Bank Account Number

    • IBAN

    • Swift Code (Optional)

  4. Click Save.

The bank account will be listed for future payouts.

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Updating availability

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Updating availability

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

Instructors can also manage their own availaility from their dashboard. Based on the set availability of the instructor, the students or parents will be able to book sessions accoridngly for the selected days and time slots from their dashboard if they are given access.

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

NOTE: if an instructor’s availability is not added, then the instructor will not appear on the dashboard or app for the students or parents when they are trying to book any sessions. 

1. Where to Find Instructor Availability

  1. Go to Instructors from the Admin left menu.

  2. Click View on any instructor.

  3. Open the Availability tab.

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

2. Adding New Availability

To create new availability slots:

  1. Click the ➕ Add Availability button.

  2. A form will appear where you can define:

    • Select Day (choose one or multiple days)

    • Start Time

    • End Time

  1. Click Save to add the availability.

3. Editing Existing Availability

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

  1. Locate the availability entry in the list.

  2. Click the ✏️ Edit button.

  3. Update:

    • Selected Day(s)

    • Start Time

    • End Time

  1. Click Save.

4. Deleting Availability

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

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

  2. Confirm deletion.

The slot will be permanently removed from their schedule.

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Managing personal & professional details

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Managing Personal & Professional Details

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

Keeping instructor information accurate ensures:

  • Proper student–tutor matching

  • Smooth scheduling

  • Accurate billing and payroll

  • Secure account access

  • Transparent reporting

  • Better academic delivery across the platform

1. Accessing an Instructor Profile

Steps

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

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

  3. To open the Instructor profile:

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

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

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

2. Instructor Details — Overview

The instructor profile includes multiple tabs:

  • Profile

    • Personal Details

    • Professional Details

    • Expertise

    • Permissions

    • Portal

    • Activity Logs

  • Availability

  • Payroll

  • Students

  • Sessions

  • Files

  • Notes

  • To-Do

  • Projects

  • Courses

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

3. Personal Details

Navigate to:

Instructor Details → Profile → Personal Details

You can manage:

  • Name

  • Email Address

  • Country

  • City

  • Nationality

  • Date of Birth

  • Gender

  • Residential Address

  • Phone Number (optional)

  • Instructor Type (Tutor / Counselor)

  • Profile Photo

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

4. Professional Details

Navigate to:

Profile → Professional Details

This section stores:

  • Experience Summary

  • Years of Experience

  • Native Language

  • Additional Languages

  • Employment Status

  • Qualifications

  • Instructor Bio

  • Resume Upload

Click ✏️ Edit to update and save changes.

5. Expertise Management

Navigate to:

Profile → Expertise

You can configure the instructor’s:

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

  • Levels of Interest (Grade/Year levels)

  • Subjects of Interest

Click ✏️ Edit → Save.

6. Permissions Management

Navigate to:

Profile → Permissions

Permissions define what the instructor can do within their portal.

Permissions include:
Scheduling

  • Schedule Sessions

  • Cancel Sessions

  • Session Approval

  • Billable Sessions

  • Time Tracker

Profile

  • Edit Profile

  • Edit Bank Account

  • Upload Articles

Students

  • View Student Details

  • Student File Upload

  • Student Notes

  • Student To-Do

  • Student Planner

  • Student College List

Projects

  • Tiers Approval

  • Report Approval

  • Edit Stages

  • Edit Student Status

  • Edit Student Academic Status

Use toggles to enable/disable permissions → Click Save.

7. Portal Management

Navigate to:

Profile → Portal

You can manage:

Enable/Disable Instructor Login

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

View As Instructor

Lets administrators preview the instructor’s portal.

Reset Password

You can set a new password manually if needed.

Click Save after applying changes.

8. Activity Logs

Navigate to:

Profile → Activity Logs

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

  • Login times

  • To-Do added

  • Course added

  • Profile updates

  • Permission changes

  • Session updates

Each entry shows:

  • Activity

  • Timestamp

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

IN THIS ARTICLE