Category: Resource Management

Creating categories for files, courses, and articles

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Creating Categories for Files, Courses, and Articles

Categories in PrepBase help you organize files, courses, and educational content in a structured and scalable way.

Using categories and sub-categories ensures that admins, students and instructors can easily find relevant resources across the platform.

This guide explains how to create, manage, edit, delete, and export categories and sub-categories for:

  • Files

  • Courses

  • Articles & Guides

1. Where to Find Categories

Navigate to:

Admin Portal → Resource Management → Categories

 

 

2. Categories Module Overview

The Categories screen is divided into three tabs, each managing a different resource type:

TabPurpose
FileDefines the categories and sub-categories for the Files & Folders
CourseDefines the categories and sub-categories for Video Courses
ArticleDefines the categories and sub-categories for the articles, guides, and FAQs

 

Each tab works the same way, but applies to a different resource type.

3. File Categories

File categories are used when uploading files in Resource Management → Files and also inside Projects and User Profiles.

 
Viewing File Categories

  • Click the File tab

  • View category name, number of sub-categories, creation date, and status

 
Adding a New File Category
 

  1. Click the ➕ Add Category button

  2. Enter the Category Name

  3. Click Save

 

Editing a File Category

  1. Click the three-dot menu beside a category

  2. Select Edit

  3. Update the category name

  4. Click Save

 
Deleting a File Category

  1. Click the three-dot menu

  2. Select Delete

  3. Confirm the action

⚠️ Note: Deleting a category does not delete files, but may require reassignment.

 

Exporting File Categories

  • Click the Download (⬇️) icon to export file categories as CSV

 

4. File Sub-Categories

Sub-categories provide additional classification under a main category.

Viewing Sub-Categories
  • Click a category name

 

  • You’ll be redirected to the Sub-Categories page

 

Adding a File Sub-Category
 

  1. Click ➕ Add Sub-Category

  2. Enter the sub-category name

  3. Click Save

 

Editing a File Sub-Category

 

  1. Click the three-dot menu

  2. Select Edit

  3. Update the name and save

 
Deleting a File Sub-Category

  1. Click the three-dot menu

  2. Select Delete

  3. Confirm deletion

 
Exporting File Sub-Categories

  • Use the Download (⬇️) icon to export sub-categories as CSV

 

5. Course Categories

Course categories help organize video courses and learning programs.

Viewing Course Categories

  • Switch to the Course tab

  • View categories and sub-category counts

 

Adding a Course Category
 

  1. Click ➕ Add Category

  2. Enter category name

  3. Save

 
Managing Course Sub-Categories

  • Click a course category name to manage sub-categories

  • Add, edit, delete, or export sub-categories the same way as files

 
Editing & Deleting Course Categories

  • Use the three-dot menu to edit or delete

  • Changes reflect immediately in course creation and filtering

 

Exporting Course Categories & Sub-Categories

  • Use the Download (⬇️) icon for CSV export

 

6. Article Categories

Article categories organize Articles, Guides, and FAQs shown in Articles & Guides.

Viewing Article Categories

  • Switch to the Article tab

  • See categories used for educational content

 

Adding an Article Category
 

  1. Click ➕ Add Category

  2. Enter category name

  3. Save

 
Managing Article Sub-Categories

  • Click a category name to open sub-categories

  • Add or manage sub-categories for content grouping

 

Editing & Deleting Article Categories

  • Use the three-dot menu

  • Select Edit or Delete

 

 

 

Exporting Article Categories

  • Click Download (⬇️) to export article categories and sub-categories

 

IN THIS ARTICLE

Adding and managing educational articles

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Adding and Managing Educational Articles & Guides

PrepBase allows admins to create, manage, and organize educational content through the Articles & Guides module. This section is designed to help teams publish structured knowledge resources such as:

  • Educational Articles

  • Long-form Guides

  • Frequently Asked Questions (FAQs)


This article explains how to add, view, edit, filter, and delete educational articles, guides, and FAQs.

1. Accessing Articles & Guides

  1. Open the Admin Portal

  2. Navigate to Resource Management

  3. Click Articles & Guides

You’ll see two primary sections:

  • Articles

  • Guides (with a nested FAQs tab)

2. Understanding Content Types

Articles

Articles are structured educational posts that would show to students and instructors under their Articles subtab within their Resources main tab. Admin can create new articles by adding: 

  • Title

  • Category & Sub-Category

  • Featured Image

  • Rich-text content

 
Guides

Guides are long-form instructional resources, typically step-by-step or topic-focused that would show to students under their Admissions subtab within the main Counseling tab on their dashboard.

 
FAQs

FAQs are short, question-and-answer entries used for quick reference that would also appear to students on the same Admissions subtab after the Guides.

3. Managing Articles

Viewing Articles
  • Click on an Article Title or View under the three dots menu to open the full article view

 
 
Adding a New Article

  1. In the Articles tab, click ➕ Add

  2. Fill in the following fields:

    • Article Image (optional but recommended)

    • Article Title

    • Category

    • Sub-Category

    • Description (rich-text editor)

  3. Click Save.

 

Editing an Article

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

  2. Select Edit

  3. Update the required fields

  4. Click Save

 
Deleting an Article

  1. Click the three-dot menu (⋮)

  2. Select Delete

  3. Confirm the action

⚠️ Deleted articles are permanently removed and cannot be restored.

 
Filtering Articles

 

Admins can filter articles using:

  • Category

  • Sub-Category

  • Source

  • Created Date (calendar filter)

Click Apply to refine results or Reset to clear filters.

4. Managing Guides

 Viewing Guides

  1. Switch to the Guides tab

  2. Click on any Guide Title or the View under the Three Dots menu to view its full content

 
 
Adding a New Guide

  1. Click ➕ Add in the Guides tab

  2. Provide:

    • Guide Image

    • Guide Title

    • Description (rich-text editor)

  3. Click Save 

 

Editing a Guide

  1. Open the three-dot menu (⋮) next to a guide

  2. Select Edit

  3. Update the content

  4. Click Save

 
Deleting a Guide

  1. Click ⋮ → Delete

  2. Confirm deletion

5. Managing FAQs

 Viewing FAQs

  • Open Guides

  • Switch to the FAQs tab

  • Browse questions and answers in a list format

 

Adding a New FAQ

  1. Click ➕ Add in the FAQs tab

  2. Enter:

    • Question

    • Answer

  3. Click Save

 

Editing an FAQ

  1. Click the three-dot menu (⋮)

  2. Select Edit

  3. Update the question or answer

  4. Click Save

 
Deleting an FAQ

  1. Click ⋮ → Delete

  2. Confirm the action

IN THIS ARTICLE

Uploading and managing video courses

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Uploading and Managing Video Courses

This guide explains how to create, upload, manage, and organize video-based courses in PrepBase. It covers everything from adding a new course to managing lessons, quizzes, filters, and course visibility using the Resource Management → Courses module.

1. Accessing Courses in Resource Management

  1. Open the Admin Portal.

  2. Navigate to Resource Management → Courses.

  3. You’ll see a list of all created courses with key details such as category, price, total lessons, duration, and status.

2. Courses List Overview

Each course row displays:

  • Course Title

  • Category & Sub-Category

  • Total Lessons

  • Price

  • Total Duration

  • Status (Active / Inactive)

  • Created On

  • Actions Menu (⋮)

 
Available Actions
  • To View a Course click on the course title or three dot menu’s view button

 

  • The View Course page will display the course details and lessons

 

 

 

Use Edit  to update course information

 

  • Delete will Permanently remove the course

 

3. Adding a New Course

  1. Click the ➕ Add Course button.

  2. Fill in the course details:

     

    • Course Image (thumbnail)

    • Course Title

    • Category & Sub-Category

    • Price

  3. Add Tutor Details:

    • Tutor Name

    • Designation

    • Bio

  4. Enter:

    • What You Will Learn

    • Course Description

  5. Click Save to create the course.

📌 Once saved, you can start uploading lessons.

4. Viewing Course Details

The Course Detail page shows:

  • Course image and information

  • Tutor information

  • Learning outcomes

  • Description

  • Creation date

  • Uploaded Lessons section

5. Managing Uploaded Lessons

Lessons are managed from the Uploaded Lessons area inside a course.

Uploaded Lessons tab in course detail page

 
Lesson Types Supported

  • Video Lessons

  • Short Quizzes

6. Adding a Video Lesson

  1. Click ➕ Add → Add a Video.

  2. Upload the video file.

  3. Enter a Video Title.

  4. Click Save.

 

 

The system automatically calculates and displays the video duration.

7. Viewing & Managing Video Lessons

From the ⋮ menu next to a video lesson:

  • View Video to opens the video player

 

  • Edit Video allows you to replace or rename the video

 

 

 

  • Delete will remove the video from the course

 

8. Adding a Short Quiz

  1. Click ➕ Add → Add Short Quiz.

  2. Enter a Quiz Title.

  3. Add one or more Questions:

    • Question title

    • Multiple options

    • Mark the correct answer

  4. Click Save.

9. Viewing & Editing Quizzes

Quiz actions include:

 

  • View Quiz to See questions and correct answers

 

 

 

  • Edit Quiz to modify questions or options

 

  • Delete Quiz permanently removes the quiz

10. Filtering and Searching Courses

You can filter courses by:

  • Category

  • Sub-Category

  • Price Range

  • Status

Click Apply to filter or Reset to clear filters.

11. Exporting Course Data

  • Use the Export (CSV) button to download course data.

  • Useful for reporting, audits, or offline review.

IN THIS ARTICLE

Managing student, parent, and instructor files

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Managing Admin, Student and Instructor Files

The Manage Files module in PrepBase allows Admins to centrally organize, manage, and upload files for students and instructors with clear visibility rules and role-based access. This ensures sensitive documents remain secure while public resources are easily accessible to the right audience.

Important to know :

  • The Files module has three tabs: Admin, Student, and Instructor.

  • Add File / Create Folder actions are available only in the Admin tab.

  • Student and Instructor tabs display files that are either visible to Students and Instructors or uploaded by Students or Instructors.

  • Actions like View, Download, Filter, and (where permitted) Edit/Delete work similarly across all tabs.

1. How to Access Manage Files

 

  1. From the left navigation, go to Resource Management → Files.

  2. You’ll land on the Manage Files page with three tabs at the top:

    • Admin

    • Student

    • Instructor

2. Understanding the Three File Tabs

 1) Admin Tab (Primary Control Center)

The Admin tab shows all the files that are uploaded by admin and is where all file and folder management happens.

Admins can:

  • Add new files

  • Create folders

  • Edit file or folder details

  • Set visibility and accessibility

  • Download files

  • Delete files or folders

  • Filter and export file data

Columns you’ll see:

  • Name – File or folder name (clickable)

  • Category / Sub-Category – For structured organization

  • Added For – Admin / Student / Instructor

  • Added By – Who uploaded the file

  • Created On – Upload date

  • Visibility – Admin Only / Private / Public

  • Status – Active / Inactive

2) Student Tab 

The Student tab shows:

  • Files uploaded by Students

  • Files uploaded by admin for Students

Admin can:

  • View files

  • Download files

  • Use filters and search

Admin cannot add or create folders from this tab.

3) Instructor Tab

 

The Instructor tab behaves the same as the Student tab:

  • Displays Files added by instructors or by admin for instructors

  • Supports viewing, downloading, and filtering

  • No add or folder creation permissions

 

3. Adding a New File

Adding a new file

  1. Go to Admin Tab.

  2. Click + Add File.

  3. Fill in the form:

    • File Name

    • Category

    • Sub-Category (optional)

    • Visibility

      • Admin Only → Visible only to Admins

      • Public → Visible to the selected students and instructors linked to their profile and visible to the selected instrcutors and the students linked to their profile.

      • Private → Visible to the selected students and instructors only.

    • Accessibility 

      • All Students / All Tutors / All Counselors

      • Or select specific users

  4. Upload the file.

  5. Click Save.

✅ The file immediately appears in the appropriate tabs based on visibility.

 

NOTE: In the case of students, Public files are visible to the student and all instrcutors linked to their profile. In the case of instructor, public files are visibile to them and all the students linked to their profile. 

4. Creating and Managing Folders

Creating a Folder

  1. Click + Create Folder in the Admin tab.

  2. Enter:

    • Folder Name

    • Visibility (Admin Only / Public)

  3. Save.

 
Folder Actions
  • View Files (open folder)

 

  • View Files page in a folder

 

  • Add New Files inside the folder

 

  • Edit Folder

 

  • Delete Folder

 

5. Viewing and Downloading Files

  • Use the Download option from the three-dot menu to save the file locally.

 

  • Click a file name to open it in a new browser tab.

 

6. Editing Files

Admins can update:

  • File name

  • Category / Sub-category

  • Visibility & accessibility

  • Replace uploaded file

 

7. Deleting Files and Folders

 

  • Use the Delete option from the three-dot menu.

  • Deleting a folder removes all files inside it.

  • This action is permanent.

8. Searching, Filtering, and Calendar View

Search
  • Use the Search bar to quickly locate files or folders.

 
Filters

  • Filter by:

    • Category

    • Sub-Category

    • Visibility

    • Added By

    • Date (via calendar picker)

 
 
Export
  • Admins can export file data to CSV for reporting or audits.

 

IN THIS ARTICLE