Author:

Uploading and managing instructor files

Posted on by

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.

IN THIS ARTICLE

Viewing and tracking instructor-led sessions

Posted on by

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.

IN THIS ARTICLE

Managing student-instructor relationships

Posted on by

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.

IN THIS ARTICLE

Viewing assigned students

Posted on by

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.

IN THIS ARTICLE

Managing invoices and payouts

Posted on by

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

Posted on by

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.

IN THIS ARTICLE

Updating availability

Posted on by

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.

IN THIS ARTICLE

Managing personal & professional details

Posted on by

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

Tracking course completion

Posted on by

Tracking Course Completion

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

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

1. Accessing Course Progress

  1. Open the student’s profile

  2. Click the Courses tab

  3. Open a course using View

2. Understanding Course Progress

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

1. Overall Progress (0–100%)

Shows how much of the course the student has completed.

2. Overall Score

Displays the total score earned from graded mini quizes if added by admin between video lessons.

3. Lesson-by-Lesson Breakdown

Each lesson shows:

  • Title

  • Duration

  • Status (Pending, In Progress, Completed)

  • *Progress %

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

3. Tracking Progress Over Time

Admins can use this data to:

  • Identify students who are falling behind

  • Encourage completion before exams or milestones

  • Evaluate skill mastery

  • Recommend follow-up tasks or sessions

  • Adjust learning plans if needed

4. Managing Course Status

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

  1. Click the three-dot menu (⋮)

  2. Select Delete

This is typically done when:

  • A course was assigned incorrectly

  • A student changes programs

  • Duplicate enrollments exist

IN THIS ARTICLE

Enrolling students in courses

Posted on by

Enrolling Students in Courses

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

1. Accessing the Courses Tab

  1. Go to Students → Student Profiles

  2. Select a student

  3. Click the Courses tab in the top navigation

Here you will see:

  • Course Title

  • Category / Sub-Category

  • Progress (%)

  • Price

  • Purchased Date

  • Action menu (View / Delete)

2. Enrolling a Student in a Course

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

Step 1 — Click “+ Add Course”

Step 2 — Select the Course

The Add Course pop-up will appear with a dropdown list.

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

Step 3 — Assign the Course

Click Assign.

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

  • Purchase date

  • Progress = 0% (initially)

  • Course fee

3. Viewing Course Details

Admins can inspect detailed course information using the action menu or clicking on the course title.

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

  2. Select View

You will be redirected to the Course Detail page.

4. Course Detail Page Overview

The page includes:

Header

  • Course Price

  • Purchased Date

  • Progress (%)

Overview Cards

  • Overall Progress
    (for video lessons completion)

  • Overall Score
    (for mini quizes completion)

Lesson Breakdown

A table listing:

  • Video Lesson Title

  • Duration

  • Status (e.g., Pending, Completed)

  • Progress %

These values update automatically based on student activity.

5. Removing a Course from a Student

If a course was assigned by mistake:

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

  2. Select Delete

IN THIS ARTICLE