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Viewing past and upcoming sessions

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Viewing Past and Upcoming Sessions

The Sessions tab within each student’s profile allows Admins to view, manage, and track all scheduled, ongoing, and completed sessions in one place.
This feature provides a detailed timeline of a student’s learning activities — helping you monitor attendance, progress, and instructor engagement effectively.

1. Accessing the Sessions Tab

  1. Navigate to Students → Student Profiles.

  2. Select a student from the list.

  3. Open the Sessions tab from the top navigation menu.

You’ll see a structured list of all past and upcoming sessions linked to that student. Each record shows:

  • Date and Time

  • Session Type

  • Session Location

  • Session Location Type and Type Value
  • Session Category

  • Assigned Tutor or Counselor

  • Participating Student(s)
  • Session Duration

  • Subject or Expertise

  • Creation Date

  • Status (Upcoming, Completed, or Cancelled)

  • Attendance Status (for Completed Sessions)

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

2. Viewing Past Sessions

The Past Sessions section lists all completed or cancelled sessions associated with the student.

Each record includes:

  • Completion Date

  • Instructor Name

  • Session Category

  • Actual Duration

  • Status (Completed, Pending, or Cancelled)

3. Viewing Upcoming Sessions

Upcoming sessions display all lessons, workshops, or counseling appointments scheduled for future dates.

Each upcoming session entry includes:

  • Session Date & Time

  • Instructor Name

  • Session Type (Tutoring or Counseling)

  • Duration (e.g., 1h, 1h 30m)

Benefits of Tracking Upcoming Sessions

  • Ensure students are consistently engaged.

  • Manage instructor workload efficiently.

  • Identify scheduling conflicts early.

  • Maintain accountability for booked hours.

NOTE: Pending Sessions are those scheduled by the instructors or admins and not yet accepted by the students. To learn more about session statuses, please visit the Calendar & Sessions section.

4. Filtering Sessions

To easily find specific sessions:

  1. Use the Filter icon on the top-right corner of the session list.

  2. Apply filters such as:

    • Date Range

    • Instructor Name

    • Session Type (tutoring or counseling)

    • Session Category (created by admin)

  3. Click Apply to view results.

5. Session Status Overview

StatusDescription
UpcomingScheduled by the students/parents or scheduled by instructors/admins and accepted by the student/parent.
CompletedConducted successfully; Action plan completed by the tutor or counselor and attendance is taken.
CancelledSession was cancelled by the student/parent, tutor/counselor, or admin.
PendingSessions scheduled by instructors or admins and not yet accepted by the students or parents.

 

Statuses are automatically updated based on attendance taken within the action plan completed by tutors or counselors.

6. Using Session Data for Progress Tracking

Session records provide insight into a student’s overall engagement and learning consistency.
Admins and counselors can use this data to:

  • Review session frequency and duration trends.

  • Identify students who need follow-ups or rescheduling.

  • Generate reports for academic progress or billing reconciliation.

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Managing student-instructor relationships

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Managing Student–Instructor Relationships

The Assigned Instructors tab under the student profile allows Admins to effectively assign instructors (tutors or  counselors) to the students.

1. Overview of Assigned–Instructor tab

To view all current instructors linked to a student:

  1. Go to Students Accounts → Student Profiles.

  2. Select the desired student.

  3. Click the Assigned Instructors tab.

  4. You’ll see two subtabs:

  • Assigned Tutors

  • Assigned Counselors

Each tab lists the instructor’s name, contact info, default session duration, and category.

  • Instructor Detail – Who the instructor is (name, email, avatar).

  • Default Session Category – Which session category they use by default (e.g., Online Session, In Center Workshop).

  • Default Session Duration – The standard length of their sessions (e.g., 1h, 1h 30m).

  • Subject – The subject this instructor is teaching for this specific student (e.g., English, Physics).

  • Chat Status – Whether chat between the student and this instructor is On or Off.

NOTE: these default settings will only help in prepopulating the details whenever a session is being scheduled between this tutor and the student and can be changed manually while shceduling the session. 

2. Editing or Updating Instructor Relationships

If a tutor or counselor changes, you can update the relationship easily:

  1. Open the Assigned Instructors tab.

  2. Click the ⋮ (three-dot menu) beside the instructor’s name.

  3. Choose Edit to change the instructor, session duration, or category.

  4. Click Save to apply changes instantly.

 

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Assigning and Updating Instructors

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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.

NOTE: these default settings will only help in prepopulating the details whenever a session is being scheduled between this tutor and the student and can be changed manually while shceduling the session. 

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)

NOTE: these default settings will only help in prepopulating the details whenever a session is being scheduled between this tutor and the student and can be changed manually while shceduling the session. 

4. Editing or Updating Assignments

Admins can modify the instructor’s default 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.

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Tracking Package Usage

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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 new session is scheduled by student or parent: it appears under “Upcoming Sessions,” and the hours are deducted from the package automatically for any scheduled or upcoming sessions.
  • When a new session is scheduled by tutor or counselor: it appears under “Pending Sessions,” and the hours are only  deducted from the package once the student or parent accepts the session.
  • When a session is cancelled: no hours are deducted from the student’s package and any deducted hours for upcoming sessions will be added back to the relevant package.

  • When a session is completed: the package hours will not be affected since they were already deducted upon schedling the session and the system will lock the ability to cancel the session if it is marked completed. A session is marked complete once the action plan is submitted by the tutor or counselor and attendance is taken. 

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 and will not appear to the students or parents on their dashboard.

 

5. When to Assign or Renew Packages

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

  • Notify the family or student. They will be able to purchase new packages from their dashboard if you have activated your online payments under the Setting tab.

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

  • 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.

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Assigning Learning and Counseling Packages

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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 & 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 that you have created 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.

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Managing Parental Communication

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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 and counselors, schedule or cancel sessions on behalf of the student.
ProfileEnables parents to edit family or student information.
ProgressLets parents update student progress details, applications, or scores.

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Linking parents to students

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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. These notes are only visibile to Admis. 

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 and counselors, scheduling or canceling sessions.
ProfileControl whether parents can edit their personal or family details.
ProgressAllow parents to 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.

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Managing Student Permissions

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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. If this permission is disabled, then the students will only have the option to submit a service request through a pre-populated form. 

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

  • 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 search colleges and add them to their list. The full system college list can be managed under the Schools & Colleges tab in the admin panel. 

  • Add/Edit Applications — allows students to edit the college application screen after adding colleges to their list. The college application screen fileds can be managed under the College Application subtab within the Workflow tab in the admin panel.  

  • Add/Edit Roadmap (Stages) — provides access to change the statuses of the planner stages under the students Counseling tab on their dashboard. The planner stages and statuses can be managed from the Stages & Scores subtab within the Workflow tab in the admin panel. 

  • Add/Edit Scores — lets students enter or modify their scores within the Planner screen under the Counseling tab on their dashboard. The Score boxes for the Planner can be managed from the Stages & Scores subtab within the Workflow tab in the admin panel. 

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.

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Checking student activity logs

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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 completed a project task.

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

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Monitoring student progress

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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. Sessions will be marked complete once the action plan has been completed by the tutor or counselor and the attendance is taken.
Tutoring HoursTotal and recent (30-day) tutoring hours completed.
Counseling HoursTotal and recent (30-day) counseling hours completed.

 

3. Custom Scoring Fields

Displays key highlights of the student’s learning performance. 

  • Attendance is the only default metric that is recorded and tracked automatically in the system once the action plans are completed by the tutors or counselors based on the attendance taken.

  • Comprehension and Engagement are examples of custom performance scores that are manually defined by admin per session category from the Scores & Ratings tab in the admin panel, and scored by the tutor or counselor during the post-session action plan process.

  • These fields automatically populate the scores entered by the tutors or counselors in the action plan based on the scores required and defined by admin for each session category that is conducted.

  • Attendance and custom scores can all be viewed by subject based on the sessions conducted or by service (tutoring or counseling).

4. Activity Chart

The Activities section keeps track of the total session hours completed per subject for the student.

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