My Profile

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🧍‍♂️ My Profile

Your Profile section on PrepBase helps you manage your personal information, exam preferences, and account details. Keeping this section updated ensures a smooth and personalized experience across the platform.

🔹 1. Accessing the Profile Page

To access your profile:

Log in to your PrepBase account.
Click on the right-hand dropdown.

3. Click on “My Profile.”

This will open your Profile, where all your personal details are displayed.

🔹 2. Profile Overview

At the top of your profile page, you’ll see your:

Profile Picture
Name
Email Address
Phone Number

This area helps you confirm that you’re logged into the correct account.

🔹 3. Editing Your Personal Information

You can easily edit your personal details directly from the Profile section.

Click the “Edit Profile” button (usually in the top-right corner).
A form will open where you can update:
- Name
- Email Address
- Phone Number
After making changes, click “Save Changes.”

💡 Tip: Always keep your contact and email details up-to-date so you don’t miss important notifications or course updates.

(Screenshot: Show “Edit Profile” form with editable fields and save button highlighted)

🔹 4. Uploading or Changing Your Profile Picture

Adding a profile picture helps personalize your PrepBase experience and makes it easier for instructors and peers to recognize you.

To change your photo:

Click the camera icon or “Change Picture” option near your profile image.
Choose an image from your device (JPG, PNG, or JPEG format).
Click Upload and wait for the confirmation message.

(Screenshot: Show upload profile picture dialog box)

🔹 6. Changing Your Password

For security purposes, you can update your password anytime directly from this section.

Scroll down to the Change Password area.
Enter your Current Password, then your New Password, and confirm it.
Click Update Password.

✅ Security Tip: Choose a strong password that includes uppercase, lowercase, numbers, and a symbol.

(Screenshot: Show password change fields with “Update Password” button highlighted)

🔹 8. Logging Out

To log out safely:

Click on your profile icon at the top-right corner of the dashboard.
Select Log Out from the dropdown.

💡 Always log out if you’re using a shared or public device for your safety.

✅ Summary

The My Profile page is where you control your PrepBase identity.
Here you can:

Update personal info
Set academic preferences
Change passwords
Upload profile pictures
Review account activity

Keeping this section accurate ensures that your learning experience stays personalized and secure.

Navigating the Dashboard

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🧭 Navigating the Dashboard

Welcome to your PrepBase Dashboard — the central hub where everything you need is organized, from managing classes and sessions to tracking performance and payments.

This guide will walk you through how to navigate your dashboard efficiently, understand its main sections, and make the most of all available tools based on your user role (Admin, Tutor, Student, or Parent).

1. Dashboard Overview

When you log in, you’ll land directly on your personalized Dashboard.
Each dashboard view is designed to show quick insights, shortcuts, and notifications relevant to your role.

The dashboard typically includes:

Top Navigation Bar – Quick access to notifications, messages, and profile settings.
Sidebar Menu – All modules (Students, Tutors, Projects, Reports, etc.) are organized here.
Main Workspace – Displays the content of the module you’re currently viewing.
Quick Stats Cards / Widgets – Show real-time summaries (like active students, sessions, revenue, or pending tasks).

Tip: Each role sees a different dashboard tailored to their needs. Admins see analytics and management tools, while Students see their learning progress and sessions.

2. Administrator Dashboard

The Admin Dashboard provides a bird’s-eye view of all activities within your institution or center.

Key Sections:

Top Stats Overview – Displays metrics like total students, tutors, active sessions, and invoices.
Sidebar Navigation Menu – Links to all modules such as Students Accounts, Tutors & Counselors, Billing & Invoicing, Workflows, Reports, and Settings.
Quick Actions – Buttons to quickly add a student, create a project, or assign a tutor.
Recent Activities Feed – Shows the latest system updates or user actions.
Notifications Center – Alerts about pending payments, new enrollments, or session cancellations.

Access Level: Full access to all modules and management features.

3. Tutor / Counselor Dashboard

Tutors and Counselors have a streamlined view focused on teaching, scheduling, and student management.

Key Sections:

My Schedule / Calendar – Displays upcoming classes and booked sessions.
My Students – List of assigned students with performance summaries.
Resources & Projects – Upload, view, or share materials and track class projects.
Messages / Communication Panel – In-app chat for student or parent communication.
Reports Summary – Quick view of student attendance, grades, and completed lessons.

[Screenshot Placeholder: Tutor dashboard showing calendar and student list section.]

Tip: Tutors can click on a student’s name to open their detailed profile, review progress, and send personalized feedback.

Access Level: Moderate access (only for assigned students, classes, and materials).

4. Student Dashboard

The Student Dashboard is designed for easy learning management and progress tracking.

Key Sections:

Upcoming Sessions – A visual list of scheduled classes with time and tutor details.
Subjects & Courses – Displays all enrolled courses and access to related materials.
Assignments / Projects – Shows current tasks, deadlines, and submission status.
Performance Summary – Reports and progress charts that track grades or learning milestones.
Messages / Announcements – A space for new updates, feedback, and tutor messages.

Tip: Hover over a session or project name to view quick details like class time, tutor name, and session type.

Access Level: Limited (Access only to personal data and assigned sessions).

5. Parent / Guardian Dashboard

Parents have a simplified dashboard designed for monitoring and management, not editing.

Key Sections:

Linked Student Accounts – All children or linked student profiles are displayed here.
Progress Reports – Overview of academic performance, attendance, and assessments.
Billing & Payments – Shows invoices, transactions, and payment status.
Session Calendar – Displays upcoming sessions for all linked students.
Messages – Communicate directly with tutors or the admin team.

[Screenshot Placeholder: Parent dashboard showing child progress and billing summary.]

Tip: Parents can switch between linked students easily using a dropdown above the dashboard header.

Access Level: View-only (Access to student performance and payment data).

6. Sidebar Navigation Menu Explained

The sidebar is your main control panel. Every module or feature in PrepBase can be accessed here.

[Screenshot Placeholder: Sidebar with key sections highlighted (Getting Started, Students, Tutors, Projects, etc.)]

Common Menu Items:

Menu Item	Description
Dashboard	Quick overview and performance summaries.
Students Accounts	Manage or view student profiles and family accounts.
Tutors & Counselors	Assign tutors, set schedules, and manage payroll.
Calendar & Sessions	Schedule sessions, view classes, and manage session types.
Packages & Promos	Customize packages and apply promo codes.
Subjects & Expertise	Add or edit course subjects and curriculums.
Projects	Create and assign group or individual projects.
Billing & Invoicing	Track and manage financial transactions.
Reports	Generate progress, financial, or attendance reports.
Support	Submit tickets or get help from the PrepBase support team.

Tip: You can collapse or pin the sidebar for a larger workspace.

7. Top Navigation Bar

The top navigation bar gives you access to profile management, notifications, and quick links.

[Screenshot Placeholder: Top navbar showing profile, notifications, and settings icons.]

Elements:

Search Bar: Quickly find students, sessions, or invoices.
Notifications Bell: Displays system alerts and reminders.
Messages Icon: Opens in-app chat for communication.
Profile Menu: Access your account settings, switch roles, or log out.

8. Dashboard Widgets & Analytics

Each dashboard view includes widgets (mini-data blocks) that summarize your current performance or tasks.

Examples:

For Admins: “Total Students”, “Pending Invoices”, “Active Projects”
For Tutors: “Upcoming Sessions”, “Assigned Students”, “Hours Taught”
For Students: “Next Class”, “Assignments Due”, “Progress Score”
For Parents: “Last Payment”, “Child’s Attendance”, “Upcoming Session”

[Screenshot Placeholder: Example of widgets/cards displayed on dashboard top section.]

Click on a widget to go directly to its related module for detailed data.

9. Notifications & Activity Feed

Your dashboard keeps you updated in real-time about all activities that matter.

You’ll see:

New session bookings or cancellations.
Payment and invoice alerts.
New resource uploads or assignments.
Feedback or messages from Tutors/Admins.

Tip: You can filter notifications by category (e.g., Sessions, Billing, Communication).

10. Role-Based Dashboard Differences (Summary)

Role	Dashboard Focus	Example Widgets	Access Level
Admin	Management & Analytics	Total Students, Payroll Summary	Full
Tutor	Sessions & Student Progress	Upcoming Sessions, Assigned Students	Moderate
Student	Learning & Performance	Next Class, Progress Chart	Limited
Parent	Monitoring & Billing	Child Performance, Billing Summary	View-only

11. Best Practices for Efficient Navigation

Use the Search Bar to jump directly to what you need.
Pin your favorite modules in the sidebar for quick access.
Check notifications daily for updates or feedback.
Log out after each session for account safety.
Bookmark the Help Center for instant guidance.

Next Step

Now that you know how to navigate your dashboard, move on to:

Getting Started → Setting Up Your Profile
to learn how to personalize your PrepBase experience.

Logging In & User Access

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🔐 Logging In & User Access

Welcome to PrepBase!
This page will guide you through everything you need to know about logging into your account, accessing your dashboard, and understanding how access levels work for different user roles.

Whether you’re logging in for the first time or switching between multiple accounts (like a parent and student profile), this guide will walk you through every step with clarity.

🧭 1. Where to Log In

You can access the PrepBase login page through the main portal link:
https://mbrize.admin.prep-base.com/auth/login

On this page, you’ll find:

Email / Username Field – enter your registered email address.
Password Field – type your secure password.
Forgot Password? – click if you need to reset your password.
Log In Button – to enter your account dashboard.

🔑 2. Logging In for the First Time

When your account is created by an Admin (for Students, Tutors, or Parents), you’ll receive an activation email.
This email includes:

Your login credentials (email + temporary password).
A secure activation link to verify your account.

Steps:

Open your welcome or activation email from PrepBase Support.
Click “Activate Account”.
Set your new password when prompted.
Once confirmed, you’ll be redirected to your PrepBase Dashboard.

🔁 3. Resetting Your Password

If you forget your password:

Visit the Login Page.
Click “Forgot Password?” under the password field.
Enter your registered email address.
Check your inbox for a password reset link.
Set a new password and log in again.

💡 Tip: Your new password must include at least 8 characters, one capital letter, one number, and one special character for security.

👥 4. User Access & Dashboard Overview

After logging in, your access level determines which sections of the PrepBase platform you can view and manage.

PrepBase has four main user roles, each with different dashboards and permissions.

🧑‍💼 1. Administrator Access

Role Overview:
Administrators have full control over the entire PrepBase platform. They can manage users, create schools, assign tutors, and configure billing, reports, and workflows.

Admin Can:

Add and remove users (Students, Tutors, Parents).
Manage institutions, projects, and class schedules.
Configure billing, payroll, and reports.
Access all settings and modules.

Admin Dashboard Screenshot:

🔒 Access Level: Full Access to all modules.

🧑‍🏫 2. Tutor / Counselor Access

Role Overview:
Tutors and Counselors can view and manage their assigned students, schedule sessions, track progress, and communicate with students or parents.

Tutor Can:

Access Calendar & Sessions.
Manage assigned Students & Projects.
View and upload Resources.
Communicate through the Messages or Announcements section.
View performance Reports (limited to assigned students).

📸

🔒 Access Level: Moderate (Access only to assigned students, sessions, and projects).

🎓 3. Student Access

Role Overview:
Students can log in to view their classes, session schedules, learning resources, and performance reports.

Student Can:

Join or view Scheduled Sessions.
Access Learning Materials / Resources uploaded by Tutors.
Submit assignments or view feedback.
Track Progress Reports.
Communicate with Tutors.

🔒 Access Level: Limited (Access to personal classes, resources, and tutor communications only).

👩‍👧 4. Parent / Guardian Access

Role Overview:
Parents can monitor their child’s academic progress, view payment history, and stay connected with Tutors or Admins.

Parent Can:

View linked Student Accounts.
Track Session History and Performance Reports.
Access Billing & Invoicing details.
Communicate with Tutors and Admins.

📸

🔒 Access Level: View-only (Access limited to linked student data and billing).

🧩 5. Switching Between Accounts

If a user has multiple roles (for example, a Parent who is also a Tutor), PrepBase allows easy role switching without logging out.

Steps to Switch Roles:

Click on your Profile Icon (top-right corner).
Choose “Switch Role” from the dropdown menu.
Select the desired account type (e.g., Tutor or Parent).
The dashboard will refresh according to that role.

📸

💡 Tip: The header color or dashboard layout may slightly change to indicate which role you’re currently using.

🖥️ 6. Logging Out

To safely exit your account:

Click on your Profile Icon.
Select Sign Out.
You’ll be redirected to the Login Page.

🔐 Always log out from shared or public devices to protect your account.

⚠️ 7. Common Login Issues & Troubleshooting

Issue	Possible Cause	Solution
Invalid credentials	Wrong email/password	Reset your password or check spelling
Account not activated	You haven’t verified your email	Check your inbox for the activation link
Access denied	Role permissions not assigned	Contact Admin to review your access
Page not loading	Browser cache issue	Clear cache or switch browser

✅ Quick Summary

User Role	Access Level	Key Areas Accessible
Admin	Full Access	All platform modules
Tutor / Counselor	Moderate	Assigned students, sessions, reports
Student	Limited	Personal sessions, learning materials
Parent	View-only	Child’s progress, billing & reports

💬 Need Help Logging In?

If you’re still unable to log in or access your dashboard:
📧 Email: support@prep-base.com
☎️ Phone: +971 800 2028
💬 Live Chat: Available in the bottom-right corner of your PrepBase portal.

🚀 Next Step

Now that you’ve successfully logged in, move on to:
👉 Getting Started → Navigating the Dashboard
to explore your personalized workspace inside PrepBase.

How to use this guide

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How to use this guide

Welcome to the PrepBase Help Center!
This guide is your central resource for learning, setting up, and managing every part of the PrepBase platform. Whether you’re an Administrator, Tutors & Counselors, Student, or Parent, you’ll find step-by-step explanations to help you navigate confidently.

PrepBase is built to simplify how educational institutions, tutors, and students connect, learn, and grow — and this guide shows you how to get the most out of every feature.

🧭 Purpose of This Guide

The Help Center is divided into key sections, each representing a major feature of the PrepBase platform.
Every article explains:

What the feature does
Who can access it
How to set it up or use it
Best practices and troubleshooting tips

This ensures you never feel lost — and can master the platform at your own pace.

📑 How to Navigate This Guide

Each card on the Help Center homepage represents a dedicated section. Here’s a quick overview of what you’ll find in each:

🚀 Getting Started

Learn the basics — how to create your PrepBase account, set up your profile, and get familiar with the dashboard layout.

Ideal for: All new users (Admins, Tutors & Counselors, Students, Parents)
Includes: Account setup, user roles, navigation, platform overview.

🎓 Students Accounts

Manage student profiles, link them with parent accounts, and track their learning journey.

Ideal for: Admins and Tutors & Counselors
Includes: Adding students, managing family accounts, setting student permissions.

🧑‍🏫 Tutors & Counselors Accounts

Understand how to onboard and manage teaching staff. Learn how payroll works and how to assign students to tutors or counselors.

Ideal for: Admins and HR teams
Includes: Tutors & Counselors setup, payroll overview, student-tutor linking.

🗓️ Calendar & Sessions

Learn how to schedule, edit, and manage classes or sessions — plus how to set up recurring meetings.

Ideal for: Tutors & Counselors, Students, Admins
Includes: Creating session types, scheduling tools, session history.

💼 Packages & Promos

Set up and manage pricing plans, packages, and promo codes to streamline student enrollments and offers.

Ideal for: Admins and Finance Managers
Includes: Custom package setup, discount creation, promo code tracking.

📚 Subjects & Expertise

Add subjects, skill sets, and curriculums that match your institution’s or tutoring service’s offerings.

Ideal for: Admins and Tutors
Includes: Subject creation, topic tagging, curriculum management.

🏫 Schools & Colleges

Set up institutions, assign users, and manage educational entities under one unified system.

Ideal for: Admins managing multiple branches or schools
Includes: Adding schools, connecting departments, monitoring institution data.

⚙️ Workflows

Define your default operational flows (like project approval or class scheduling) and customize them for specific projects.

Ideal for: Admins and Project Managers
Includes: Workflow templates, conditional steps, and automation setup.

🧩 Projects

Learn how to create, manage, and customize educational or organizational projects within PrepBase.

Ideal for: Tutors & Counselors, Admins
Includes: Project creation, assigning members, and tracking progress.

📦 Resource Management

Manage all your uploaded materials — files, lessons, notes, and course content — in one place.

Ideal for: Tutors & Counselors, Students, Admins
Includes: Uploading files, organizing resources, managing categories.

💳 Billing & Invoicing

Handle billing, transactions, and invoices between families, tutors, and institutions.

Ideal for: Admins, Finance Managers, Parents
Includes: Generating invoices, tracking payments, and managing billing cycles.

🧾 Payroll

Manage and automate tutor and counselor payrolls efficiently.

Ideal for: Admins
Includes: Payment setup, Tutors & Counselors compensation management, payroll reports.

💬 Communication

Learn how to send announcements, chat in-app, and manage messaging templates.

Ideal for: Tutors & Counselors, Students, Admins
Includes: Message templates, announcements, and in-app chat setup.

🛠️ Support

Understand how to use PrepBase’s built-in ticketing and support system.

Ideal for: All users needing help
Includes: Creating support tickets, tracking issues, escalation process.

📊 Reports

Learn how to generate insightful reports on student performance, tutor efficiency, and institutional metrics.

Ideal for: Admins and Tutors & Counselors
Includes: Report customization, analytics dashboard, data export.

👤 Users

Manage user profiles, permissions, and access levels for everyone on the platform.

Ideal for: Admins and Support Staff
Includes: Adding new users, assigning roles, editing privileges.

🔍 Finding What You Need Quickly

Use the search bar at the top of the Help Center — type in a keyword (like sessions, billing, or tutors) and you’ll get instant results.
You can also navigate through the side Table of Contents within each article to jump between topics easily.

💡 Pro Tip: Bookmark pages like Reports, Billing & Invoicing, or Sessions that you use frequently.

💬 Need More Help?

If you ever need assistance beyond the articles:

Contact us via Live Chat in your dashboard.
Email: support@prep-base.com
Phone: +971 800 2028

Our team is always ready to guide you.

✅ Next Step

Now that you understand how to use this Help Center, start with:
👉 Getting Started → Platform Overview to begin your PrepBase journey.

Key features and benefits

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🚀 Key Features and Benefits

PrepBase is a powerful platform built to simplify academic management, enhance communication, and create a transparent learning ecosystem between students, tutors, and administrators.

This page will walk you through the core features of PrepBase, explaining what they do, how they benefit each user role, and what access levels apply to each.

🧩 1. Centralized Dashboard

💡 Feature Overview

PrepBase offers a unified dashboard that displays all essential information — upcoming sessions, pending tasks, announcements, and performance highlights — in one place.

👥 Role-Based Benefits

User Role	Benefits
Administrator	Get a complete overview of institutional performance, including tutor activity, session completion rates, and billing summaries.
Tutors / Counselors	View your teaching schedule, upcoming sessions, and recent student feedback at a glance.
Student	Instantly access upcoming classes, assignments, and learning resources in a distraction-free layout.
Parent	Monitor your child’s schedule, academic progress, and recent communications.
Support Staff	Manage schedules, send reminders, and ensure operational tasks are running smoothly.

🔐 Access Level

Administrator → Full Access
Tutors / Counselors → Restricted Access (own data only)
Student / Parent → Read-Only
Support Staff → Custom (defined by Admin)

📅 2. Smart Scheduling System

💡 Feature Overview

PrepBase’s calendar system allows seamless scheduling, rescheduling, and tracking of all tutoring sessions.
It syncs automatically with tutors’ and students’ dashboards and supports reminders and notifications.

👥 Role-Based Benefits

User Role	Benefits
Administrator	Manage organization-wide schedules, assign tutors, and monitor session attendance.
Tutors / Counselors	Schedule sessions, mark attendance, and sync calendar with Google or Outlook.
Student	View personal session schedule, receive reminders, and request reschedules.
Parent	View student’s session calendar and attendance history.
Support Staff	Handle rescheduling requests, send updates, and manage cancellations.

🔐 Access Level

Administrator → Full
Tutors / Counselors → Partial (own students)
Student → View + Reschedule Request
Parent → View Only
Support Staff → Custom (can manage on behalf of tutors)

📚 3. Learning Resource Library

💡 Feature Overview

A centralized space where tutors and admins can upload, organize, and share study materials, notes, and reference content with students.

👥 Role-Based Benefits

User Role	Benefits
Administrator	Create folders, organize content categories, and manage permissions.
Tutors / Counselors	Upload learning materials and assign them to specific student groups.
Student	Access assigned learning materials, past notes, and shared resources.
Parent	View student-accessible materials (read-only).
Support Staff	Help upload and organize resources, if enabled by admin.

🔐 Access Level

Administrator → Full
Tutors / Counselors → Upload + Manage Own Resources
Student → Read-Only
Parent → Read-Only
Support Staff → Custom (optional edit rights)

🗓️ 4. Session Management & Notes

💡 Feature Overview

Tutors can log session details, attendance, student feedback, and progress summaries.
Admins can review all notes for reporting and quality assurance.

👥 Role-Based Benefits

User Role	Benefits
Administrator	Review tutor feedback, monitor student progress, and export reports.
Tutors / Counselors	Add notes after each session, record attendance, and provide academic feedback.
Student	Review tutor notes and self-progress over time.
Parent	Gain insight into what was covered during sessions and view improvement summaries.
Support Staff	Verify that all sessions have been logged and follow up on missing data.

🔐 Access Level

Administrator → Full
Tutors / Counselors → Add/Edit Own Notes
Student → View
Parent → Read-Only
Support Staff → Custom (Verify + Report Only)

💬 5. Communication & Messaging

💡 Feature Overview

A secure in-app messaging system that keeps communication transparent between tutors, students, and parents — while allowing admins to supervise for compliance.

👥 Role-Based Benefits

User Role	Benefits
Administrator	Monitor communication for professionalism and resolve disputes.
Tutors / Counselors	Communicate directly with assigned students or parents.
Student	Send messages to tutors or admins for help and clarification.
Parent	Contact tutors or admin regarding progress and schedule queries.
Support Staff	Handle support messages and general inquiries.

🔐 Access Level

Administrator → Full Monitoring
Tutors / Counselors → Direct Messaging (Assigned Students Only)
Student → Direct Messaging (Assigned Tutor/Admin Only)
Parent → Read + Send Messages
Support Staff → Read + Reply (Support Tickets)

💳 6. Billing & Payments

💡 Feature Overview

PrepBase automates invoicing, tracks payments, and ensures financial transparency for organizations and parents alike.

👥 Role-Based Benefits

User Role	Benefits
Administrator	Manage invoices, monitor revenue, and set up recurring billing plans.
Tutors / Counselors	View earnings summaries and payout reports.
Student	Track due payments and view payment history.
Parent	Pay invoices securely and view transaction history.
Support Staff	Generate invoices and handle billing queries (if permitted).

🔐 Access Level

Administrator → Full
Tutors / Counselors → View Own Earnings
Student / Parent → View + Pay
Support Staff → Custom (Invoice Handling Only)

📊 7. Reports & Analytics

💡 Feature Overview

Real-time insights into academic and operational performance, helping organizations make data-driven decisions.

👥 Role-Based Benefits

User Role	Benefits
Administrator	Generate custom reports on attendance, performance, and financials.
Tutors / Counselors	Review progress of assigned students and track attendance stats.
Student	View personal progress charts and performance metrics.
Parent	Access visual progress summaries of their child’s performance.
Support Staff	Export reports for admin review.

🔐 Access Level

Administrator → Full
Tutors / Counselors → Restricted (Own Students)
Student / Parent → Read-Only
Support Staff → Export + Read

🧠 8. AI-Powered Insights

💡 Feature Overview

PrepBase includes intelligent tools to analyze student performance trends and recommend personalized learning actions.

👥 Role-Based Benefits

User Role	Benefits
Administrator	Identify underperforming students or tutors with data-driven alerts.
Tutors / Counselors	Receive suggestions for personalized student improvement plans.
Student	Get automated feedback and performance improvement tips.
Parent	View AI-generated summaries of academic progress.
Support Staff	Support data collection for AI analytics.

🔐 Access Level

Administrator → Full
Tutors / Counselors → Limited to Own Students
Student → Read-Only
Parent → Read-Only
Support Staff → View Only

🌐 9. Multi-Device Accessibility

💡 Feature Overview

PrepBase works seamlessly across desktop, tablet, and mobile — ensuring users stay connected anytime, anywhere.

👥 Role-Based Benefits

Admins: Manage the system remotely.
Tutors / Counselors: Conduct sessions or check schedules on the go.
Students: Join sessions and access materials from any device.
Parents: Stay updated on progress instantly.
Support Staff: Respond to support requests without delay.

🔐 Access Level

Applies equally to all roles — login-based control ensures secure access.

🎯 Key Benefits at a Glance

Feature	Main Benefit	Who It Helps Most
Centralized Dashboard	One-stop access to everything important	All Users
Smart Scheduling	Streamlined session planning	Tutors & Counselors, Students
Resource Library	Organized learning materials	Tutors & Counselors, Students
Session Notes	Transparent progress tracking	Admins & Parents
Messaging	Simplified communication	All Users
Billing & Payments	Financial clarity	Admins & Parents
Reports & Analytics	Data-driven insights	Admins, Tutors & Counselors
AI Insights	Smart academic recommendations	Tutors & Counselors, Students
Mobile Access	On-the-go management	All Users

User roles and access levels

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User Roles and Access Levels

PrepBase uses a role-based access control system (RBAC) to ensure that every user only sees the information and tools that are relevant to their responsibilities.
This not only enhances security but also helps keep the interface simple and task-focused for each user type.

Understanding these roles is essential for setting up your organization efficiently and ensuring everyone has the right permissions to perform their duties.

🔑 Overview of Roles in PrepBase

Each PrepBase account can include multiple user roles, depending on your institution’s structure.
The main user roles are:

Administrator
Tutor / Counselor
Student
Parent / Family Member
Support Staff (Optional)

Each role has its own unique permissions, dashboards, and level of access to platform features.

1.Administrator

The Administrator role is the highest-level role within the PrepBase ecosystem.
This user typically manages the entire organization — including staff, students, billing, and system configurations.

Core Responsibilities

Configure organization-wide settings (branding, payment, session rules, etc.)
Add or remove users (students, tutors, counselors, and staff)
Assign or modify roles and permissions
Manage all calendars and sessions
Oversee billing, invoices, and payroll
Create and manage workflows, projects, and resources
Access reports and analytics dashboards
Set custom access restrictions for other users

Access Level

✅ Full access to all system areas
✅ Can edit or delete any record
✅ Can impersonate other user accounts for troubleshooting
✅ Can create and manage custom access levels (explained below)

💡 Tip: We recommend having at least two Administrator accounts for redundancy in case one user is unavailable.

2. Tutors & Counselors

The Tutor & Counselor role is designed for educators who deliver sessions and manage student progress.
They have limited administrative permissions but full control over their assigned students, schedules, and reports.

Core Responsibilities

View and manage their assigned student list
Create and update session notes or feedback
Schedule new sessions using the integrated calendar
Track attendance and session completion
Access assigned materials and resources
View their payroll summaries and invoices (if applicable)

Access Level

✅ Access to their own schedule, students, and reports
🚫 No access to global organization settings or billing data
🚫 Cannot create or delete users
✅ Can communicate with assigned students and parents within the system
✅ Can upload lesson materials to shared folders (if permissions enabled by admin)

⚙️ Optional Setting: Admins can enable “Tutors & Counselors Collaboration” mode — allowing tutors to share students and view overlapping schedules.

👨‍🎓 3. Student

The Student role is designed for learners who attend sessions, access course materials, and track their academic progress.

Core Responsibilities

View scheduled sessions and upcoming classes
Join online sessions (if applicable)
Access shared learning materials, notes, and resources
Track attendance and performance progress
Communicate with assigned tutors through secure messaging

Access Level

✅ Access only to their personal dashboard and resources
🚫 Cannot view or edit other students’ data
🚫 No access to organization settings or billing features
✅ Limited access to shared resource folders (as allowed by tutors)

🎯 Goal: The student experience in PrepBase is designed to be distraction-free — everything they see helps them stay focused on learning outcomes.

👨‍👩‍👧 4. Parent / Family Member

The Parent or Family Member role connects guardians to their student’s account.
This role provides visibility into academic progress, financial information, and communication — without editing capabilities.

Core Responsibilities

Monitor student performance and attendance
View session schedules and feedback
Receive important notifications or announcements
Review and manage billing and payments for their family account
Communicate with administrators or assigned tutors

Access Level

✅ Read-only access to student academic progress
✅ Full access to invoices, billing statements, and payment options
🚫 Cannot modify or delete student data
🚫 No access to administrative controls or other users’ data

💡 Tip: Parents can be linked to multiple students if more than one child is enrolled under the same family account.

🧩 5. Support Staff (Optional Role)

The Support Staff role is designed for internal team members who help with operations, scheduling, or communication — but don’t require full admin privileges.

Core Responsibilities

Assist in managing student or tutor data
Update schedules and handle rescheduling requests
Support communication with families and tutors
Generate and export reports as needed

Access Level

✅ Partial access defined by administrator
✅ Can manage assigned modules (Calendar, Communication, etc.)
🚫 Cannot change system settings or billing data
🚫 Cannot add or delete users unless granted temporary permission

⚙️ Admins can customize what modules a Support Staff member can see (for example, giving access only to the Calendar and Reports).

🧱 Understanding Access Levels

PrepBase uses a modular access system where each feature or module (like Calendar, Reports, Billing, etc.) can be turned ON or OFF for each role.

There are three standard access levels across the platform:

Access Level	Description	Example
Full Access	The user can view, edit, and delete all data within the module.	Administrator managing the billing dashboard.
Restricted Access	The user can view and edit only the data assigned to them.	Tutors & Counselors viewing their assigned students only.
Read-Only Access	The user can only view data, without any editing rights.	Parent viewing student progress reports.

In addition, Administrators can create Custom Access Levels, defining exactly what features are visible or editable for any user role.

🔒 Best Practices for Managing Roles

Always assign roles based on responsibilities — not seniority.
Avoid giving Administrator rights to all users; limit it to key staff.
Regularly review access permissions to maintain data security.
Use role duplication when onboarding multiple tutors or staff — it saves setup time.
If a user’s role changes (for example, a tutor becomes an admin), update their access immediately to avoid data conflicts.

🚀 Next Steps

Once you’ve assigned roles and configured access levels:

Move to the next guide — “Setting Up Your Organization” — to learn how to configure PrepBase settings for your institution.
Or review “Managing Users” to see how to invite new members, reset passwords, and deactivate accounts securely.

Overview of the plateform

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Overview of the Plateform

Welcome to the PrepBase Help Center — your complete guide to getting started, mastering features, and maximizing the impact of PrepBase.
Whether you are an administrator setting up your organization, a tutor managing your sessions, or a student accessing your learning resources — this guide will help you navigate every part of the PrepBase experience with confidence.

PrepBase is a comprehensive academic management platform designed to bring structure, automation, and clarity to educational operations.
It empowers schools, tutoring centers, and independent educators to manage students, staff, schedules, communication, and finances — all in one connected system.

At its core, PrepBase helps institutions reduce manual work, improve collaboration, and deliver personalized learning experiences efficiently.

🌟 Who PrepBase Is For

PrepBase was designed with versatility in mind. It supports every type of educational user:

🎓 Administrators — Manage the organization’s overall operations, configure settings, and track performance analytics.
👩‍🏫 Tutors & Counselors — Schedule sessions, manage students, and handle payroll with minimal effort.
👨‍👩‍👧‍👦 Students & Families — Access learning schedules, track academic progress, and manage billing or payments seamlessly.

Whether you manage a small tutoring team or a large institution, PrepBase adapts to your workflows and scales as you grow.

💡 Key Capabilities

PrepBase covers every core area of your institution’s day-to-day operations:

1. Effortless Onboarding

Start quickly with guided setup steps for each user type. Create accounts, assign roles, and configure organization preferences in just a few minutes.

2. Centralized Student Management

Keep every student organized — from enrollment to performance tracking. View learning progress, attendance history, and session reports in one unified dashboard.

3. Tutor & Counselor Administration

Add team members, define their expertise, track their sessions, and manage payroll directly from the platform. Everything is automated, accurate, and transparent.

4. Intelligent Calendar & Scheduling

Plan sessions and events with ease. The dynamic calendar prevents scheduling conflicts, supports multiple time zones, and keeps every participant updated.

5. Simplified Billing & Invoicing

PrepBase automates complex billing processes. Create invoices, apply promo codes, manage family billing, and track payments — all with real-time transparency.

6. Powerful Reporting & Insights

Generate visual reports and analytics to understand trends in student progress, staff performance, and financial metrics. Make data-driven decisions with confidence.

7. Resource Management

Store, organize, and share learning materials in one secure space. Whether it’s documents, videos, or lesson plans — everything stays accessible and categorized.

8. Built-in Communication Tools

Engage with your team and students using PrepBase’s integrated messaging system. Use templates for consistent communication or send announcements directly to groups.

9. Projects & Workflows

Streamline your operational processes with customizable workflows. Define stages, assign tasks, and manage projects with clarity and accountability.

⚙️ Why Choose PrepBase?

PrepBase isn’t just a software tool — it’s a complete ecosystem for academic excellence.

Unlike traditional management systems, PrepBase was built from the ground up with real-world educational challenges in mind.
Every feature is focused on saving time, improving visibility, and enhancing collaboration between administrators, tutors, and students.

Here’s what makes PrepBase stand out:

🧩 Unified platform replacing multiple disconnected tools
⚡ Lightning-fast, modern interface optimized for all devices
🔒 Secure data handling and role-based access control
📊 Real-time analytics for smarter decision-making
🔁 Scalable architecture for growing institutions
💬 Built-in communication and support tools

With PrepBase, you can focus on what matters most — delivering meaningful learning experiences while the platform takes care of everything else.

🚀 How to Get Started

If this is your first time using PrepBase, we recommend starting with the Getting Started section in this Help Center.
It covers:

How to log in and set up your account
How to configure your organization’s basic settings
How to invite other users and assign roles

Once you’re set up, explore the following guides:

Students Accounts — Learn how to add and manage students efficiently.
Tutors & Counselors — Understand how to schedule sessions and manage payroll.
Calendar & Sessions — Explore time management, event creation, and automation.
Billing & Invoicing — Master financial tracking and payment processes.

💬 Need Additional Help?

If you ever get stuck or want to explore advanced features, our team is here to help.
You can reach us directly via the Support section or by submitting a request through the Help Center Contact Form.

We’re constantly updating our documentation and tutorials to ensure you always have the latest information.

✨ In Summary

PrepBase is your all-in-one platform for educational management — designed to simplify administration, enhance collaboration, and deliver measurable results for every role in your organization.

Settings — General

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Settings — General

This is the General settings form which allows any organization to setup basic settings as explained under with examples and screenshots.

Quick Steps Summary

1. Open Prepbase → Click Settings in the left menu → Select General tab.

2. Update any fields (Company Name, Organization Name, Web URL, Country, Address, Email, Phone Number, Time Zone).

3. Click Save.

4. Verify changes in a system page (invoice, profile, or a test notification) and inform your team if needed.

Step-by-step: update your details

Log in as an admin.
From the right click the profile icon then click settings.

3. Edit fields as needed:

Click the Company Name box and type the display name.

Company Name

Company Name is a Short/brand name displayed in UI (use for public-facing label).
Example: Mbrize
Use the name customers recognize. Avoid ALL CAPS — use normal title case.

Enter the Organization Name (legal name) if different.

Organization Name

Organization Name is a Formal/legal name of your entity (use for contracts/invoices).
Example: Mbrize (Pvt) Ltd.
Put full registered name here if different from Company Name.

Web URL

Web URL is a Tenant site assign to your organization by prepbase. This is the URL that your user will use to access the plateform.
Example: https://mbrize.user.prep-base.com

Open Country dropdown, select the country (this also sets phone code).

Country

Select the country that matches your business/legal address.

Enter Address exactly as it should appear on invoices.

Address

Address is a Full mailing/legal address (street, city, postal code, country).
Example: Abu Dhabi, UAE
This address may be used on invoices — enter the legal billing address.

Update Email to your official contact address.

Email

Email is a Primary contact email for system notifications and support messages.
Example: maviz@mindbase.education
It’s better to use an official/shared mailbox (e.g., billing@, support@) rather than a personal account.

Click the phone flag, choose country code, then type the Phone Number (no leading 0).

Phone Number

Phone number is a Primary contact number; country flag selects the country code.
How to enter: Click the flag to choose country code, then type the phone number (omit local trunk zero if country code is used).
Example: Country +971 then enter 3001234567 → shows +971 3001234567.
Use a business number; verify it receives SMS if the platform uses SMS verification.

Select the correct Time Zone from the dropdown.

Time Zone

Time zone is a Time zone used for scheduling, timestamps, and reports.
Choose the accurate time zone to avoid mis-timed notifications or reports.

4. Click Save.

Save button

Click Save to persist changes. Wait for a confirmation (toast or message). If no confirmation appears, verify fields and try again.

5. After saving, open an invoice or profile page and confirm the updated values appear correctly.

6. If your email or phone changed, notify colleagues and update any external integrations (payment provider, accounting, etc.).

🧍‍♂️ My Profile

🔹 1. Accessing the Profile Page

🔹 2. Profile Overview

🔹 3. Editing Your Personal Information

🔹 4. Uploading or Changing Your Profile Picture

🔹 6. Changing Your Password

🔹 8. Logging Out

✅ Summary

IN THIS ARTICLE

🧭 Navigating the Dashboard

1. Dashboard Overview

2. Administrator Dashboard

Key Sections:

3. Tutor / Counselor Dashboard

Key Sections:

4. Student Dashboard

Key Sections:

5. Parent / Guardian Dashboard

Key Sections:

6. Sidebar Navigation Menu Explained

Common Menu Items:

7. Top Navigation Bar

Elements:

8. Dashboard Widgets & Analytics

9. Notifications & Activity Feed

You’ll see:

10. Role-Based Dashboard Differences (Summary)

11. Best Practices for Efficient Navigation

Next Step

IN THIS ARTICLE

🔐 Logging In & User Access

🧭 1. Where to Log In

🔑 2. Logging In for the First Time

Steps:

🔁 3. Resetting Your Password

👥 4. User Access & Dashboard Overview

🧑‍💼 1. Administrator Access

🧑‍🏫 2. Tutor / Counselor Access

🎓 3. Student Access

👩‍👧 4. Parent / Guardian Access

🧩 5. Switching Between Accounts

🖥️ 6. Logging Out

⚠️ 7. Common Login Issues & Troubleshooting

✅ Quick Summary

💬 Need Help Logging In?

🚀 Next Step

IN THIS ARTICLE

How to use this guide

🧭 Purpose of This Guide

📑 How to Navigate This Guide

🚀 Getting Started

🎓 Students Accounts

🧑‍🏫 Tutors & Counselors Accounts

🗓️ Calendar & Sessions

💼 Packages & Promos

📚 Subjects & Expertise

🏫 Schools & Colleges

⚙️ Workflows

🧩 Projects

📦 Resource Management

💳 Billing & Invoicing

🧾 Payroll

💬 Communication

🛠️ Support

📊 Reports

👤 Users

🔍 Finding What You Need Quickly

💬 Need More Help?

✅ Next Step

IN THIS ARTICLE

🚀 Key Features and Benefits

🧩 1. Centralized Dashboard

💡 Feature Overview

👥 Role-Based Benefits

🔐 Access Level

📅 2. Smart Scheduling System

💡 Feature Overview

👥 Role-Based Benefits

🔐 Access Level

📚 3. Learning Resource Library