Category: Students Accounts

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.
Tutoring HoursTotal and recent (30-day) tutoring time.
Counseling HoursTotal and recent (30-day) counseling duration.

 

3. Custom Scoring Fields

Displays key highlights of the student’s learning performance, including Attendance, Comprehension, and Engagement scores.

  • Attendance is recorded manually after each class.

  • Comprehension, Engagement, or any other custom performance fields are dynamically defined per session category and scored by the instructor or counselor during the post-session action plan process.

  • These fields automatically adjust based on the type of session conducted — for example, academic classes, counseling sessions, or even extracurricular lessons such as swimming — ensuring that progress tracking aligns with the unique goals of each session type.

4. Activity Chart

The Activities section visualizes student performance and participation trends using an interactive bar chart.
Each bar represents the performance metrics of a specific subject — helping Admins and Tutors quickly identify subjects needing attention.

The chart may include:

  • Subjects on the X-axis

  • Performance ratio or frequency on the Y-axis

  • Real-time updates from instructor input

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Updating student academic & personal information

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Updating student academic & personal information

Keeping student records accurate and up to date is essential for maintaining smooth communication, progress tracking, and reporting in PrepBase.
This guide explains how to update a student’s personal and academic information from the Student Details page.

1. Accessing the Student Profile

To edit a student’s record, you first need to open their detailed profile.

Steps

  1. Navigate to the Students module from the left-hand sidebar.

  2. Locate the student in the list using the search bar or scrolling.

  3. To open the student profile:

    • Option 1: Click the student’s name under the Details column.

    • Option 2: Click the ⋮ (three-dot) icon at the end of the row and select View.

  4. The system loads the Student Details page with all profile and activity tabs.

2. Editing Personal Details

The Personal Details tab contains the student’s basic information such as name, contact details, and nationality.
To make changes:

  1. Click the ✏️ Edit icon in the top-right corner of the Personal Details box.

  2. An editable form will appear.

  3. Update the required fields and click Update to save.

Fields Overview
FieldDescriptionRequired
First Name / Last NameStudent’s full name✅
Email AddressPrimary email used for communication✅
Phone NumberContact number (select country code)✅
Country / CityCountry and city of residence✅
Residential AddressDetailed address for records✅
Date of BirthUsed for identification and reporting✅
GenderSelect Male / Female / Other✅
NationalityStudent’s nationality✅
Private NoteAdditional note visible to internal users only❌
Send Email Lesson RemindersToggle to enable or disable email reminders❌
Send SMS Lesson RemindersToggle to enable or disable SMS reminders❌

3. Editing Academic Details

The Academic Details tab contains education-related information such as grade level, curriculum, subjects, and university interests.

  1. Click the ✏️ Edit icon in the Academic Details box.

  2. An editable window will appear where you can update all academic-related data.

  3. Once done, click Update to save the changes.

Fields Overview
FieldDescriptionRequired
Are You Attending?Select School or University✅
GradeCurrent grade or year (e.g., Grades 9–12)✅
CurriculumSelect academic board or system (e.g., UAE MoE, IB, CBSE)✅
School or UniversityEnter the institution name✅
University of InterestAdd university preferences for admissions tracking❌
Career of InterestSpecify intended career path or field (e.g., Computer Science)❌
SubjectsChoose one or more major subjects✅
Test PrepSelect applicable test preparation programs (e.g., SAT, IELTS)❌
LanguagesLanguages the student speaks or studies❌
Special NeedsMention any learning or physical support requirements❌
Counseling Services InterestIndicate services the student is interested in (e.g., Admission Guidance, Career Counseling)❌
Hobbies and InterestsAdd extracurricular interests for better student profiling❌

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Student Profiles

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Student Profiles

Manage every student account in one place—add new students, filter/search, group students, run bulk actions (assign tutors/counselors/packages, add notes/files/to-dos/projects), and send bulk Email/SMS. All results update instantly across the platform.

Admins Only — This Article is available exclusively for PrepBase Administrators.
It provides full control to manage all student accounts, including adding new students, grouping them, performing bulk actions, sending communications, and managing imports or exports.

1. Navigation

From the left sidebar, go to Students → Student Profiles.
You’ll land on the main student list view that displays all registered student accounts.

2. Interface Overview

 
ColumnWhat it shows
DetailsStudent name + email + phone. (Click name to open the record.)
Parent DetailsLinked parent/guardian name + contact.
GenderStudent gender.
SubjectsEnrolled or interested subjects.
NoteThis can only be added by admin and this is a private note visible to admin only.
Group NameGroup Tag (if any).
Tutor DetailsAssigned tutor name + email.
Counselor DetailsAssigned counselor (if any).
Onboard StatusCurrent status (Active/In active/Lead/Trial).
Onboard DateDate the student was onboarded.
⋮ (three dots)Row actions (View, Delete).

3. Toolbar Actions

 
ActionsDescription
Email / SMSSend bulk Email or bulk SMS to selected students.
Settings (Bulk Actions)Assign tutor/counselor/package, add file/note/to-do, assign to project (for selected students).
FiltersFilter by Status, Instructor, Group.
CalendarFilter by onboarding date range.
Add new StudentAdd New student or Import CSV.
Export CSVExport the current list (respecting filters).

4. Adding a New Student

You’ll see the Add Student Wizard, divided into three sections:

1. Personal Details

 
FieldDescription
Upload ImageProfile photo (optional).
First Name / Last NameStudent’s full name.
Email AddressLogin/primary contact email (unique).
Phone NumberOptional student phone.
Country / CityLocation selectors.
Residential AddressAddress for records.
Date of Birth / Gender / NationalityIdentity and reporting fields.
Add Private NoteInternal admin-only note.
PreferencesToggle Send email lesson reminders / Send SMS lesson reminders.
 
2. Family Details
 
FieldDescription
Parent/Guardian NameFull name of parent/guardian.
Phone NumberPrimary parent phone.
Emergency Contact (Optional)Secondary phone for emergencies.
Email AddressParent email address.
RelationshipMother, Father, Guardian, etc.
AddressParent address.
 
3. Academic Details

 

FieldDescription
Are You Attending? (School / University)Select whether the student is currently studying in a school or a university. This selection also helps tailor the fields and services relevant to their academic stage.
GradeChoose the student’s current grade or year level in school. This helps match them with suitable tutors and academic programs.
CurriculumSelect the curriculum the student is following (e.g., British, American, IB, CBSE, etc.).
School or UniversityEnter the name of the school or university the student is currently attending.
University of InterestSpecify universities the student is aiming for in the future. Useful for admission counseling and long-term planning.
Career of InterestEnter the career paths the student is interested in pursuing (e.g., Engineering, Medicine, Business, etc.).
Hobbies and InterestsSelect extracurricular interests (e.g., music, sports, arts). Helps in personalized profile development.
SubjectChoose the subjects the student wants tutoring or academic help with.
Test PrepSelect the standardized tests the student wants help preparing for (e.g., SAT, ACT, IELTS, TOEFL).
LanguagesSelect the languages the student is interested in learning or improving.
Special NeedsIdentify any learning needs or conditions that require special academic attention.
Counselling Services InterestSelect the types of counseling services the student is interested in (e.g., academic counseling, career guidance).
SaveClick to save all entered academic details to the student’s profile.

5. Importing Student Profiles

Admins can bulk-upload multiple student records using the Import option.

    1. Click ➕ → Import CSV.

    2. Download the sample CSV template.

    3. Fill the file with student data following the template headers.

    4. Upload the completed file and review the preview table.

    5. Submit to finalize the import.

    Template Guidelines
    ColumnDescriptionRequired
    First NameStudent’s given name✅
    Last NameStudent’s surname✅
    EmailPrimary contact email✅
    CountryCountry of residence✅
    NationalityCountry of citizenship✅
    GenderMale or Female✅
    DOBEnter date of birth✅

    Once imported, open each profile to verify details and complete any missing optional information.

6. Performing Bulk Actions

Important: All bulk actions require you to select students via checkboxes first.

ActionDescription
Assign TutorAssigns the same tutor to all selected students. Opens a popup, select the tutor, click Save, and a success message confirms the update. Tutor details will appear under the Tutor Details section.
Assign CounselorAssigns a counselor to the selected students. Opens a popup, choose the counselor, click Save, and a success message confirms the update.
Add PackageAdds a tutoring/counseling package to each selected student. Opens a popup, choose the package, click Save, and a success message appears. An invoice is automatically sent to each student for the added package. Remaining hours are updated in the Packages tab.
Upload FileUploads a file (such as syllabus or notes) for all selected students. Opens a popup, choose file and set visibility, click Save, and a success message confirms the upload. The file appears under each student’s Files tab.
Add To-DoCreates a task for the selected students. Opens a popup, add title, due date, and priority, click Save, and a success message appears. The task shows under the To-Do tab.
Add NoteAdds a note to all selected students. Opens a popup, enter note text, select visibility, click Save, and a success message confirms completion. The note appears based on the visibility chosen — it is not admin-only by default.
Assign to a ProjectEnrolls all selected students into a specific project. Opens a popup, choose the project, click Save, and a success message confirms the assignment. The project appears under the Projects tab.

Steps for any Bulk Action

  1. Select students using the checkboxes.

  2. Click ⚙️ Settings → choose the required action.

  3. Complete the confirmation popup (pick tutor/counselor/package/file/note/to-do/project).

  4. Click Save → wait for the success toast.

  5. Verify changes in the relevant column/tab.

7. Using Group Tags

The Group Tags feature helps organize students into logical categories for easy management, progress tracking, and reporting.
Admins can create tags for batches, classes, or interest groups — for example, “Physics 12th,” “IELTS Prep,” or “Fall 2025 Intake.”
Each tag can include one or more students and display their assigned tutors or counselors, helping the admin quickly identify groups and their participants.

Accessing Group Tags

  1. Navigate to Students → Group Tags tab.

  2. Here, you’ll see a list of all existing tags, including:

    • Name of the group

    • Number of Students under it

    • Assigned Tutor or Counselor

    • Created Date

If no tags exist, the page will display a “No Data Found” message with a ➕ Add button.

Creating a New Group Tag

To create a new group tag:

  1. Click the ➕ icon at the top-right corner of the Group Tags page.

  2. A popup window titled “Group Tag” will appear.

  3. Fill in the following details:

FieldDescription
Group NameEnter the name of the group (e.g., Physics 12th)
Group Name in ArabicOptional – Arabic version of the group name
DescriptionAdd details about the group’s purpose (e.g., “Students enrolled in 12th Grade Physics classes.”)
Description (AR)Optional Arabic translation of the description
ColorChoose a tag color to easily identify groups in the list
Select StudentsStart typing to search and select students to include in this group

4. Click Save to create the group.
Once saved, the new tag will appear in the Group Tag list along with its associated students and tutors or counselors.

Managing Group Tags

After creation, you can:

  • View Students: Click on the tag name (e.g., Physics 12th) to see all students assigned to that tag.

  • Edit Tag Details: Use the action menu (three dots) to update the name, description, or student assignments.

  • Delete Tag: Remove a tag if it’s no longer needed.

Group Tags are an efficient way to segment students for easier communication, tutor or counselor tracking, and performance monitoring across batches or interests.

8. Student Status & Onboarding

Each student in the system is assigned an Onboard Status, which represents their current state.
This helps Admins, Counselors, and Tutors quickly identify the account status of every student.

Understanding Status Types

StatusDescriptionColor Indicator
ActiveThe student is fully onboarded. This is the default state for enrolled students.🟩 Green
InactiveThe student is no longer active in the system.  Admins can reactivate them anytime.🟥 Red
LeadRepresents a potential or prospective student whose information was added but who has not yet joined any program or package. Useful for tracking new inquiries and follow-ups.🟩 Light Green
TrialThe student is in a trial or demo stage (for example, attending trial sessions or initial counseling before full enrollment).🟧 Yellow
Changing a Student’s Status

Admins and authorized users can easily update the onboarding status directly from the Student Profiles list:

  1. Locate the student in the list view.

  2. Click the current Status button (e.g., Active).

  3. A dropdown menu will appear with available status options.

  4. Select the desired status — changes are saved instantly and reflected across the platform.

9. Sending Bulk Email or SMS

Bulk Email

Steps

  1. After selecting students, click ✉️ → Email.

  2. Enter Subject and Message (rich text editor).

  3. Click Send Email → success message appears.

Bulk SMS

Steps

  1. After selecting students, click ✉️ → SMS.

  2. Type your Message (plain text).

  3. Click Send SMS → success message appears.

10. Exporting Data

Steps

  1. Apply any filters you need (optional).

  2. Click ⬇️ Export CSV.

  3. The system downloads the current view as a CSV file.

11. Filtering & Sorting

Steps

  1. Click 🔽 Filters.

  2. Select Status, Instructor, and/or Group.

  3. Click Apply to update the list (use Reset to clear).

  4. For date range, click 📅 Calendar, pick dates, then Apply.

Click Apply to update results or Reset to clear filters.

12. ⋮ Three-Dot Menu (Per Student)

Steps

  • View: Click ⋮ → View to open full Student Details (tabs for Personal, Family, Academic, Packages, Instructors, Sessions, Files, Notes, To-Do, Projects, etc.).

  • Delete: Click ⋮ → Delete → confirm prompt to permanently remove the record.

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Viewing individual student details

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Viewing Individual Student Details

The Student Details section allows administrators to view, manage, and update all information related to a single student in PrepBase.
It consolidates progress analytics, personal and academic records, portal permissions, and linked billing details — giving admins a complete picture of each learner.

1. Accessing Student Profile

Description
Administrators can access a student’s full profile using either of two options — directly clicking the student’s name or selecting View from the ⋮ (three-dot) action menu.
Both open the same Student Details page where all tabs (Progress, Personal Details, Academic Details, Permissions, Portal, and Family Account) are visible.

Steps

  1. Navigate to the Students module from the left-hand sidebar.

  2. Locate the student in the list using the search bar or scrolling.

  3. To open the student profile:

    • Option 1: Click the student’s name under the Details column.

    • Option 2: Click the ⋮ (three-dot) icon at the end of the row and select View.

  4. The system loads the Student Details page with all profile and activity tabs.

2. Student Name Dropdown

This dropdown allows admins to instantly switch between different student profiles without returning to the main Students List. It is especially useful when reviewing siblings, multiple leads from the same family, or when quickly navigating through several profiles during audits or admin reviews. Selecting another student from this dropdown loads their entire profile, including overview details, sessions, packages, and linked information.

3. Status Tag

The status tag highlights the student’s current lifecycle stage inside PrepBase. It can display Active, Pending, Inactive, Lead, or Trial. Each status helps admins instantly understand the student’s engagement level: • Active – Currently enrolled and using services. • Pending – Awaiting onboarding steps. • Inactive – No ongoing activity or expired packages. • Lead – A potential student not yet enrolled. • Trial – Student is on a trial package or session plan. This tag helps tutors, counselors, and admins decide which follow-ups or actions are needed.

4. Notes Section

A dedicated area for storing internal notes related to the student. These notes are visible only to admins and help teams keep track of important information such as behavior notes, follow-up reminders, academic concerns, or special requirements. Notes can be added at any time and serve as a historical log that supports tutoring and counseling decisions.

5. View Family Account

This button links directly to the parent or guardian’s Billing & Invoices Section. From there, admins can view and manage invoices, subscriptions, payment history, saved cards, promotions, or family-linked student profiles. This quick link is extremely helpful during billing inquiries, package renewals, or when resolving payment-related issues.

6. Email / SMS

These quick communication shortcuts allow admins to message the student directly from the profile. Clicking Email or SMS opens the corresponding sending interface where the admin can draft a message, send important updates, reminders, payment notifications, or any other communication. This ensures fast, centralized communication without switching to another platform.

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