Category: Students Accounts

Tracking course completion

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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

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Enrolling students in courses

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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

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Managing deadlines and deliverables

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Managing Deadlines and Deliverables

The Tasks section inside the Project Detail page is where Admins can manage all student deliverables.
Tasks help track deadlines, progress, and uploaded solutions.

1. Accessing Project Tasks

  1. Open Student → Projects

  2. Click View on any project

  3. Scroll to the Tasks section

If no tasks are assigned, you will see a No Data Found message.

2. Adding a New Task

  1. Click the + Add Task button in the Tasks section.

  2. The Add Project – Tasks pop-up opens.

Fields Explained
FieldDescription
Task TitleShort name of the student’s task.
DeadlineDate by which the task must be completed.
Task DetailsComplete instructions or requirements.
Task FeedbackSpace for instructors to give feedback after submission.
Uploaded Solution (Optional)File submitted by student.
Uploaded Attachment (Optional)Additional documents from admin/instructor.

3. Editing a Task

To update an existing task:

  1. Click the three-dot menu (⋮)

  2. Select Edit

  3. Adjust task title, details, feedback, attachments

  4. Click Update

4. Deleting a Task

To delete a task:

  1. Open the three-dot menu (⋮)

  2. Select Delete

  3. Confirm deletion

5. Viewing a Task

You can preview full details by clicking:

  • The View option in the action menu or

  • The Task title

This displays:

  • Task description

  • Deadline

  • Attachments

  • Feedback

6. Using Filters in Tasks

The Tasks section includes filtering tools to help manage multiple deliverables.

You can filter by Status:

  • Active

  • Completed

This makes it easy to track high-priority or overdue items.

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Assigning student projects

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Assigning and Tracking Student Projects

The Projects tab allows Admins to assign and track academic or enrichment projects to students.
Each project includes designated team roles, stages, tasks, reports, and deadlines — offering a comprehensive workflow for structured project-based learning.

1. Accessing the Projects Tab

  1. Go to Students → Student Profiles

  2. Select the student

  3. Open the Projects tab from the top navigation

You will see existing assigned projects with the below details:

  • Student Project ID 
    (can be assigned manually by admin)

  • Project name

  • Assigned Admin / Coordinator / Instructor

  • Student Status & Academic Status
    (can be manually defined by admins under the Statuses subtab within the Workflow main tab on the admin panel)

  • Action menu (View / Edit / Delete)

2. Assigning a New Project

  1. Click Assign Project (+) in the top-right corner.

  2. The Assign to a Project pop-up will open.

Fields Explained
FieldPurpose
ProjectSelect an existing project template created by the Admin team. If you do not have any existing Projects, you can create a new one from the main Projects tab in the admin panel.
CoordinatorChoose the staff member responsible for overseeing the student’s project progress. This can be defined by admin while creating a project.
InstructorTutor or Counselor assigned to support student tasks within this project.
Project AdminAdmin user responsible for project results & approvals.

After selecting all roles, click Assign.

The project now appears in the project table for that student.

3. Viewing Project Details

To open full project details:

  1. Click the Student Project ID or the three-dot menu (⋮) beside the project

  2. Select View

You will be redirected to the Project Detail page.

4. Project Detail Page Overview

The Project Detail view contains everything related to the student’s project:

Sections Included

  • General Details (Student project ID, Project name, Assigned admin and, coordinator, student status and academic status)

  • Stages (Custom stages defined from the Stages & Scores subtab within the Workflows main tab on the admin panel by navigating to the custom list on top. Once the custom stages list has been created, admin can then added to a Project while it is being created.)

  • Tasks (Student deliverables created by admin or instructor)

  • Custom Reports submitted by the students or instructors for the porject
    (can be defined by admin by navigating to the Reports subtab within the Workflow main tab on the admin panel)

  • Tier Reports submitted by instructors for the porject
    (can be defined by admin by navigating to the Tiers subtab within the Workflow main tab on the admin panel)

5. Editing General Project Details

  1. Click the Edit (✏️) icon in the General Details block.

  2. The Edit Project – General Details pop-up will open.

Here, you can update:

  • Student Project ID

  • Assigned Admin

  • Assigned Coordinator

  • Student Status

  • Student Academic Status

Click Update to save changes.

6. Adding Custom Reports

Under Custom Reports, click the + Add button.

Select the report you want to add from the dropdown and this will display the report fields as it is created by admin to be filled out and completed.  

Click Update to save.

Note: reports submitted by students or instructors will be highlighted in red and can be accepted or rejected by admin after review. 

7. Adding Tier Reports

Tier Reports are structured performance review reports that can only be submitted by instructors linked to projects or admins.

  1. Scroll to Tier Reports

  2. Click the + button

The fields for Tier Reports will be:

  • Status

  • Action

  • Feedback

Click Update.

You can also edit or delete existing tier reports using the action menu.

Note:

  • The status and action fields for Tier Reports can be customized and defined by admin by creating a Tiers list from the Tiers subtab within the Workflow main tab in the admin panel, and then attached to a project while creating it.
  • Tier Reports submitted by instructors will be highlighted in red and can be accepted or rejected by admin after review. 

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Managing college admission planner

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Managing the College Admission Planner

The Planner helps administrators guide students through each stage of the university admission journey.
This powerful tool organizes progress into Stages, Scores, College Lists, and Assessments — ensuring no part of the admission process is missed.

Each section updates individually, giving a complete overview of how prepared a student is for university applications.

1. Accessing the College Admission Planner

  1. Go to Students → Student Profiles

  2. Select a student

  3. Click the Planner tab

Inside the Planner, you’ll find four sub-sections:

  • Stages – Tracks key steps in the student’s application timeline
    (can be defined by admin under the Stages & Scores subtab within the Workflow tab in the admin panel)

  • Scores – Stores standardized test results 
    (can be defined by admin under the Stages & Scores subtab within the Workflow tab in the admin panel)

  • College List – Saves colleges the student intends to apply to

  • Assessments – Coming Soon

2. Stages: Tracking Application Milestones

The Stages tab breaks the entire application process into actionable steps.

Typical stages include:

  • Identify Majors

  • Select Region

  • IELTS / SAT prep

  • CV Draft

  • Personal Statement

  • Recommendations

  • University List

  • Submit Application

Note: these stages and the statuses for each can be customized and defined by admins by navigating to the Stages & Scores subtab under the Workflow main tab in the admin panel. 

Updating Stage Status

Each stage has a dropdown with the statuses defined by admin, for example:

  • Not Started

  • In Progress

  • Completed

Simply:

  1. Select the stage

  2. Choose the status

  3. Status saves automatically

3. Scores: Recording Test Scores

The Scores tab displays key academic test results required for admissions or any scores that you want to keep track of for all of your students.

Typical Scores include:

  • CGPA

  • GPA

  • IELTS

  • ACT

  • SAT

Note: these scores can be customized and defined by admins by navigating to the Stages & Scores subtab under the Workflow main tab in the admin panel. 

Updating a Score

  1. Click Update Score next to the test

  2. Enter the score

  3. Save changes

This creates an easy reference sheet for counselors managing applications.

4. College List: Managing Target Universities

The College List sub-tab stores all universities a student is planning to apply to.

➕ Adding a College to the List

  1. Click the ➕ Add College button

  2. A searchable list of all PrepBase colleges appears (these colleges can also be added by admin by navigating to the Schools & Colleges main tab in the admin panle)

  1. Search for the college

  2. Click the name of the college or the three-dot menu (⋮) next to the college

  3. Select Add to List

The college will now appear in the student’s personalized application list.

5. Viewing College Details

To review college information before adding:

  • Click View College Detail from the menu

This shows any available details including:

  • Overview

  • Address

  • Fees

  • Majors

  • Rankings

  • Study levels

6. Assessments: Viewing Admission Readiness Evaluations

The Assessments tab displays all academic or counseling assessments completed by the student.

You can:

  • View the assessment name

  • Check completion date

  • Review the status

  • Open full results via View Full Results

These assessments help administrators measure the student’s preparedness for the application cycle.

7. Why the Admission Planner Matters

The Planner centralizes the entire admissions process, helping:

  • Admins track student readiness

  • Students stay organized

  • Admins maintain accurate records

  • Parents stay informed about progress

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Tracking task completion

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Tracking Task Completion

The To-Do list automatically tracks the status of every student task — allowing Admins to monitor progress in real time.

Each task has a Status toggle in the last column:

  • On (✓) → Completed

  • Off (○) → Incomplete

This simple system makes it easy to see what the student has finished and what still needs attention.

1. Viewing All Tasks

Navigate to:

Students → Student Profiles → To-Do

You will see all tasks assigned to the student, sorted by:

  • Priority

  • Due Date

  • Completion Status

2. Marking a Task as Complete

Admins or assigned instructors can update the status using the Status toggle.

  1. Go to the To-Do list

  2. Locate the task

  3. Click the toggle in the Status column

    • Blue ✓ = Completed

    • Grey ○ = Not Completed

3. Monitoring Progress Over Time

Task completion data helps Admins:

  • Measure engagement between sessions

  • Identify students who need additional support

  • Track preparation before exams or assessments

  • Encourage consistency and accountability

High-priority tasks not completed by the due date can be flagged for follow-up.

4. Updating Task Details for Accuracy

If a student’s circumstances change, you can edit the task at any time:

  1. Use Edit to update due dates or instructions

  2. Use Delete to remove outdated tasks

  3. Use Filters to review tasks by priority, student, or instructor

This ensures the To-Do list always reflects current expectations and priorities.

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Assigning tasks to students

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Assigning Tasks to Students

The To-Do tab allows Admins to assign tasks directly to a student.
Tasks can include homework, study reminders, forms to complete, revision topics, or preparation steps for upcoming sessions.

Each task includes a title, description, priority level, and optional due date — helping students stay organized and on track.

1. Accessing the To-Do Tab

 

  1. Go to Students → Student Profiles

  2. Select the student you want to assign tasks to

  3. Open the To-Do tab in the top navigation.

You will see a table listing:

  • Image (optional task image)

  • Title

  • Description

  • Due Date

  • Priority Level

  • Added For (Student)

  • Added By (Admin / Counselor / Tutor)

  • Status (Active/Inactive)

NOTE: inactive To Dos do not appear to students on their dashboard or to do tab. 

2. Assigning a New Task

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

  2. The Manage To-Do pop-up will open.

Fields in the To-Do Form
FieldDescriptionRequired
CategoryChoose: Tutoring or Counselling✅
TitleShort, clear task name✅
DescriptionDetailed instructions for the student✅
Due DateOptional deadline for task completion❌
Priority LevelSelect Low, Medium, or High✅
Upload ImageAdd optional attachments or supporting images❌


After filling the details, click Save.

3. Editing an Existing Task

If a task must be updated:

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

  2. Select Edit

  3. Update the category, title, description, due date, or priority

Click Save to apply all changes.

4. Deleting a Task

To remove a task:

  1. Click the three-dot menu (⋮)

  2. Select Delete

  3. Confirm deletion

5. Filtering To-Do Tasks

Admins can quickly locate tasks using the built-in filter panel.

  1. Click the Filter icon

  2. Filter by:

    • Select Priority Level (Low / Medium / High)

    • Filter By Name of who added the task (Tutor / Counselor / Admin)

    • Filter For (Tutoring or counselling)

  3. Click Apply

  4. Use Reset to clear filters

6. Why Assign Tasks?

Assigning tasks helps:

  • Improve session preparation

  • Boost accountability

  • Reinforce learning outside sessions

  • Track student progress between sessions

  • Improve communication between counselors, tutors, and students

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Adding and managing notes for tracking student progress

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Adding and Managing Notes for Tracking Student Progress

The Notes tab allows Admins to record important academic, behavioral, or communication-related updates for each student.
Notes help maintain a clear history of interactions, student progress, and decisions made — ensuring that all team members have consistent and accurate information.

Admins can:

  • Add new notes

  • Control who can see the note

  • Edit existing notes

  • Delete notes

  • Filter notes for quick searching

1. Accessing the Notes Tab

 

  1. Navigate to Students → Student Profiles.

  2. Select the student whose notes you want to manage.

  3. Click the Notes tab in the top navigation.

You will see a table showing:

  • Note Title

  • Type (Visibility)

  • Users

  • Added By

  • Created Date

2. Adding a New Note

  1. Click the ➕ Add button on the top-right side of the Notes section.

  2. A Note form will open.

 

Fields in the Add Note Form
FieldDescription
Visible ForSelect who can see the note: Admin, Student, Parent, Both (Student & Parent), or Instructor.
TitleA short label identifying the note.
NoteDetailed explanation, update, or message you want to record.


After filling in all details, click Save.

3. Editing an Existing Note

If a note needs correction or an update:

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

  2. Click Edit.

  3. Update the fields inside the form.

  4. Click Save to apply changes.

You can modify:

  • Visibility

  • Title

  • Note text

4. Deleting a Note

To remove a note:

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

  2. Select Delete.

  3. Confirm your action in the pop-up.

5. Filtering Notes

To quickly find specific notes:

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

  2. Use the filter options:

    • Note Type (Visibility) – Admin, Student, Parent, Both, or Instructor.

  3. Click Apply to show filtered results.

  4. Click Reset to clear all filters.

This helps when managing a large number of notes for long-term students.

6. Why Notes Are Important

Adding notes helps:

  • Track academic or behavioral progress

  • Record communication history with students or parents

  • Provide context for future instructors or counselors

  • Maintain transparency across the counseling and academic teams

Notes create a reliable, centralized record that supports improved decision-making and student success.

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Uploading and managing student-related files

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Uploading and Managing Student-Related Files

The Files tab within the Student Details page allows administrators to view and manage learning materials, session resources, and student documents.
This helps keep all academic content organized and accessible in one place.

 

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

1. Accessing Student Files

  1. Navigate to Students → Student Profiles.

  2. Select the student whose files you want to view.

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

Each file record displays:

  • Name of the file

  • Category and Sub-Category 
    (can be setup by admin under the Resource Management tab in the admin panel)

  • Type (e.g., File, Folder)

  • Added By (Student, Tutor, Counselor, or Admin)

  • Created On date

  • Visibility (Private to student only or Public to others)

  • Status (Active/Inactive)

Note: Files uploaded by students, instructors, or admins automatically appear here once saved on their portals.

2. Viewing Files

Admins can preview file information directly from the list view, including category and visibility settings.
To open or download a file:

  1. Click the name of the file to open it in a new tab.

  2. Click the three-dot menu (⋮) beside the file.

  3. Select Download to open or save it locally.

3. Editing File Details

If an uploaded file needs re-categorization or visibility updates, Admins can edit it from here.

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

  2. Select Edit.

  3. The Edit File pop-up will appear.

Editable Fields
FieldDescription
File NameRename the file for better clarity.
CategoryDefine whether it relates to Tutoring, Counseling, etc.
Sub-CategoryOptionally specify sub-topics such as Subject Tutoring, Academic Planning, etc.
VisibilityChoose Private (visible only to student) or Public (visible to others) or Admin Only.

After editing, click Save to apply changes.

4. Filtering Files

To locate specific files quickly:

  1. Click the Filter icon on the top-right corner of the Files tab.

  2. Use available filters:

    • Category

    • Sub-Category

    • Added By

    • Visibility (Private/Public)

  3. Click Apply to refine the list.

5. Deleting Files

If a file is outdated or uploaded incorrectly, Admins can remove it.

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

  2. Select Delete.

  3. Confirm the action when prompted.

Once deleted, the file is permanently removed from the student’s record and cannot be recovered.

6. Important Notes for Admins

Admins can:

    • View and download any uploaded file.

    • Edit file details like name, category, or visibility.

    • Delete unwanted or duplicate files.

    • Visibility settings help manage what files are accessible to students and which remain internal.

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Editing Session Details

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Editing Session Details

Within the Sessions tab under a student’s profile, admin can easily update or modify details of any scheduled session.
This includes editing session time, duration, assigned tutor, location, or subject — without needing to recreate the session.

1. Accessing the Edit Session Page

  1. Go to Students → Student Profiles.

  2. Select a student to open their detailed record.

  3. Click on the Sessions tab.

  4. Under the list of Upcoming, Completed, or Pending sessions, click on the Session Date & Time to open the full session view.

This will open the Calendar & Session Details page.

2. Viewing Session Information

On the Session Details page, you can review:

  • Session Date & Time

  • Session Type (Tutoring or Counseling)

  • Session Category (Online Session, In Center Workshop, etc. created by admin)

  • Subject / Expertise Area

  • Student Pricing (Default, No Charge, Custom Pricing)
  • Visibility (Public or Private session)
  • Location, Location Type and Location Type Value

  • Tutor Details

  • Student Details

This summary provides a complete overview before making any edits.

NOTE: to learn more about session categories, location types, and student pricing, please visit the Calendar & Sessions section.

3. Editing a Session

To modify an existing session:

  1. Click the ✏️ Edit button on the top-right of the session details page.

  2. The Edit Session form will open.

4. Editing Session Fields

In the Edit Session form, you can modify the following details:

Field Description
Duration Set the updated session duration (e.g., 1h, 1h 30m).
Students Add or remove students participating in the session.
Attachments Upload relevant files or study materials.

Once all changes are made, click Save to confirm updates.
The session record will refresh with the new details immediately.

5. When to Edit a Session

  • The session date/time or duration needs adjustment.

  • Additional materials need to be added post-scheduling.

If any of the other parameters change, you can always cancel the session and schedule a new one with the correct details. 

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