Category: Tutors & Counselors Accounts

Instructors Profiles

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Instructor Profiles

The Instructors module in PrepBase allows Admins to efficiently manage all tutor and counselor information—from personal data and professional background to permissions, portal access, and real-time activity logs.

Keeping instructor information accurate ensures:

  • Proper student–tutor matching

  • Smooth scheduling

  • Accurate billing and payroll

  • Secure account access

  • Transparent reporting

  • Better academic delivery across the platform

1. Accessing the Instructors Module

Go to:

Left Sidebar → Instructors

The Instructors listing page includes:

  • Instructor Name

  • Email

  • Service Type (Tutoring / Counselling)

  • Subjects & Expertise

  • Assigned Students

  • Default Session Duration / Category

  • Default Rate

  • Payroll Balance

  • Onboard Date

  • Onboard Status

  • Active / Inactive Status

  • Action Menu (View / Delete)

2. Adding a New Tutor / Counselor

Admins can add new instructors by navigating to the Instructors module and selecting Add New Tutor/Counselor (+).
This form is used to create instructor profiles for tutors and counselors who will later be assigned to students, sessions, and academic workflows.

The Add Instructor process is completed in three structured steps:

  1. Personal Details

  2. Professional Details

  3. Expertise

Each step captures specific information required to configure the instructor correctly within the system.

Step 1: Personal Details

This section captures the instructor’s core identity and contact information.

Field Name Description
Profile Image Upload a profile photo for the instructor. This field is optional, but recommended for easier identification across the platform.
Full Name The instructor’s complete legal name as it should appear across the system. Required.
Email Address A unique email address used for login credentials and system communication. Required.
Phone Number Instructor’s contact number including country code. Optional.
Country The instructor’s country of residence. Required.
City City selected within the chosen country. Required.
Residential Address Current residential address of the instructor. Optional.
Date of Birth Used for internal records and verification purposes. Optional.
Nationality Instructor’s nationality. Optional.
Instructor Type Defines whether the profile is created as a Tutor or a Counselor. This selection controls how the instructor is assigned within PrepBase. Required.
Gender Instructor’s gender selection for profile records. Required.
Step 2: Professional Details

This section defines the instructor’s background, experience, and professional profile.

Field Name Description
Experience Details A short summary of the instructor’s teaching or counseling background. Required.
Years of Experience Total number of professional experience years. Numeric input only. Required.
Native Language The instructor’s primary language of communication. Optional.
Other Languages Additional languages the instructor can communicate in. Optional.
Employment Specifies the instructor’s employment type (e.g., Full-Time, Part-Time, Contract). Required.
Qualification Academic or professional qualifications. Multiple entries can be added using Add New. Optional.
Bio A professional biography visible within the instructor profile. This helps admins and students understand the instructor’s background. Required.
Upload Resume Upload the instructor’s CV or resume for internal reference. Optional, but recommended for record completeness.
Step 3: Expertise

This section defines the academic scope and specialization of the instructor.

Field Name Description
Curriculums of Interest Curriculums the instructor is available to teach (e.g., IB, A-Levels, SAT). Optional.
Levels of Interest Education levels supported by the instructor (e.g., Middle School, High School, Undergraduate). Optional.
Subject of Interest Subjects in which the instructor has expertise and can be assigned sessions. Optional.

  • The Save button becomes available once all required fields are completed.

  • After saving, the instructor profile:

    • Appears in the Instructors list

    • Can be assigned to students, sessions, and academic workflows

    • Is available for scheduling and communication

    • Can be updated or edited at any time

3. Deleting a Tutor / Counselor

To delete:

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

  2. Select Delete.

4. Sending Bulk Email or SMS

Sends the same email to all selected instructors. Opens the email composer with selected instructors as recipients.

Bulk Email

Steps:

  1. click ✉️ → Email.

  2. After selecting Tutor or Counselor.

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

  4. Click Send Email → success message appears.

Sends a text message to all selected instructors using the phone numbers saved in their profiles.

Bulk SMS

Steps:

  1. click ✉️ → SMS.

  2. After selecting Tutor or Counselor.

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

  4. Click Send SMS → success message appears.

5. Performing Bulk Actions

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

ActionDescription
Add To-DoCreates a task for all selected instructors. Opens a popup where admins enter the task title, due date, and priority. Click Save, and a success message confirms completion. The to-do appears under each instructor’s To-Do section.
Assign to a ProjectAssigns selected instructors to a specific project. Opens a popup to select the project, then click Save. A success message confirms the assignment, and the project becomes visible under each instructor’s Projects section.
Steps for Any Instructor Bulk Action

  1. Select one or more instructors using the checkboxes.

  2. Click the Bulk Actions / Settings icon.

  3. Choose the required action (e.g., Add To-Do, Assign to Project).

  4. Complete the popup details and click Save.

  5. Wait for the success confirmation message.

  6. Verify the update in the relevant instructor section.

6. Filtering & Sorting

Filters the instructor list by role (Tutor / Counselor) and status. This helps narrow down the list before applying bulk actions and ensures actions are applied only to relevant profiles.

Steps

  1. Click Filters.

  2. Select the criteria to filter by Role or Status.

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

7. Filter By Calender

Filters instructors based on a selected date range using the calendar picker. Useful for targeting instructors created or updated within a specific timeframe.

Steps:

  1. For date range, click Calendar, pick dates, then Apply.

Click Apply to update results or Reset to clear filters.

8. Exporting Data

Exports the current instructor list into a CSV file. The export respects applied filters and selections, allowing admins to download only the relevant instructor data for reporting or external use.

Steps:

  1. Apply any filters you need (optional).

  2. Click ⬇️ Export CSV.

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

9. Accessing an Instructor Profile

Steps:

  1. Navigate to the Instructor’s module from the left-hand sidebar.

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

  3. To open the Instructor profile:

    • Option 1: Click the instructor’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 Instructor Details page with all profile and activity tabs.

10. Instructor Name Dropdown

The Instructor Name Dropdown allows admins to quickly switch between different instructor profiles without returning to the main list.

How it helps

  • Enables fast navigation across instructor profiles

  • Useful when reviewing or updating multiple instructors consecutively

  • Loads the selected instructor’s full profile instantly

11. Instructor Rating

The Instructor Rating displays the current performance rating of the instructor.

What this shows

  • Displays the average rating calculated from student feedback submitted after session completion.

  • Helps admins quickly assess instructor performance

  • Used for internal reference and quality monitoring

If no rating data is available, the rating appears as 0.00 by default.

12. Email / SMS

The Email / SMS shortcuts allow admins to communicate directly with the instructor from their profile.

What this enables

  • Send emails without leaving the Instructor Details page

  • Send SMS messages for quick or urgent communication

  • Ensures centralized and consistent communication

All messages are sent using the contact details stored in the instructor’s profile.

13. Managing Default Instructor Settings

Every instructor can have preset default values for:

  • Default Session Category

  • Default Session Duration

  • Time Zone

  • Virtual Meeting Link (Optional)

Steps:

     1. Click Change Default Settings:

      2. Update values in the form:

      3. Click Save.

14. Notes Section

The Notes section is a dedicated area for storing internal notes related to the instructor.

Key details

  • Notes are visible only to admins

  • Used to record important observations, follow-ups, or internal remarks

  • Supports long-term tracking of instructor-related information

Admins can add or edit notes at any time using the Edit (✎) icon.

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Managing instructor involvement in courses

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Managing Instructor Courses

The Courses tab inside an instructor’s profile allows Admins to assign, review, and manage all course enrollments linked to that instructor. This helps you track instructor participation in PrepBase courses, understand their progress, and maintain accurate academic records.

1. Accessing the Instructor’s Courses Tab

  1. Go to Instructors from the left sidebar.

  2. Open any instructor profile.

  3. Navigate to the Courses tab.

Here, you will see a complete list of all courses associated with the instructor, including:

  • Course Title

  • Category & Sub-Category (defined by Admin from the Categories subtab within the Resource Management main tab in the admin panel)

  • Progress %

  • Price

  • Purchased Date

  • Three-dot menu (View / Delete)

2. Assigning a New Course to an Instructor

To enroll an instructor in a new course:

  1. Click the ➕ Add Course button on the top-right.

  2. A form titled Add Course will appear.

  3. Select the desired course from the dropdown.

  4. Click Assign to complete enrollment.

Once assigned, the newly added course appears instantly in the list with all relevant information.

3. Viewing Course Details & Progress

To see the instructor’s progress within a course:

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

  2. Select View.

The Course Detail page displays:

Course Overview

  • Overall Progress (0–100%)

  • Overall Score (if quizzes are added)

  • Course Price

  • Purchase Date

Module-Level Information

Each module or lesson shows:

  • Title

  • Duration

  • Status (Pending / Completed)

  • Progress score

This helps you understand how far along the instructor is within the course.

4. Removing a Course From an Instructor

If a course was assigned by mistake or the instructor should no longer be associated with it:

  1. Click the three-dot menu (⋮) on the course row.

  2. Choose Delete.

The course is removed instantly and will no longer appear in the instructor’s course list.

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Managing instructor-led projects

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Managing instructor-led projects

Instructor-led projects are customized Project that can be defined by admin where instructors and students can collaborate to help structure long-term academic work, portfolios, or specialized tasks assigned to students. The Projects tab inside an instructor’s profile allows Admins to easily review and manage these projects.

This guide explains how to access instructor projects and manage existing ones using the PrepBase Admin Portal.

1. Accessing the Instructor’s Projects Tab

To manage projects for any instructor:

  1. Go to Instructors from the left sidebar.

  2. Select the instructor whose projects you want to manage.

  3. Click the Projects tab on the top navigation bar.

The page will display a list of all projects linked to the selected instructor. Admin users can link instrcutors to a project from the main Projects tab in the admin panel.

2. Understanding the Instructor Projects List

The project table includes:

  • Project Name

  • Assigned Students

  • Assigned School

  • Assigned Admin

Clicking any project name (e.g., Waleed Test Project) opens the Project Detail Page, where additional project components appear such as:

  • Tasks

  • Custom Reports

  • Tier Reports

If no data exists, you will see placeholders indicating No Data Found.

 

To learn more about setting up Projects, please visit the Projects section of the guide. 

3. Viewing the Full Project Detail Page

Once assigned, click any project from the list to open its detail page.

Here you can view:

4.1 Instructor Project Tasks

Project tasks associated with the project that are assigned by the instructor for the their students.

  • If empty, it shows No Data Found.

  • The Admin can add tasks from the Projects main tab in the admin panel and the instructors can also do so from their project dashboard.

4.2 Custom Reports

Custom reports defined by Admin for the project and submitted by this instructor will appear here.

  • Any submitted reports will be highlighted and pending the Admin review to accept or reject the submission.

  • Admin can also filter by the status of the report or date range.

4.3 Tier Reports

Custom reports defined by Admin for the project and submitted by this instructor will appear here.

  • Any submitted reports will be highlighted and pending the Admin review to accept or reject the submission.
  • Admin can also filter by the status of the report or date range.

 

To learn more about adding project tasks and creating project reports, please visit the Projects part of the guide.

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Assigning and tracking instructor tasks

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Assigning and Tracking Instructor Tasks

The To-Do tab inside an instructor’s profile allows Admins to assign or manage tasks and track completion statuses efficiently. This section centralizes all instructor-related task activities, ensuring smooth coordination and clear visibility across the PrepBase platform.

This guide explains how to:

  • Add / assign new tasks to instructors

  • Edit an existing task

  • Delete a task

  • Track task progress & completion

  • Filter and organize tasks for better workflow

1. Accessing the Instructor’s To-Do Tab

  1. Go to Instructors from the left navigation menu.

  2. Open any instructor’s profile.

  3. Click the To-Do tab in the top submenu.

Here, you will see the complete list of tasks assigned to that instructor, including:

  • Image (if added)

  • Title

  • Description

  • Due Date

  • Priority Level (low/medium/high)

  • Added For (admin, self, student)

  • Added By (instructor or admin)

  • To D0 Status (pending or completed)

  • Status (enabled or disabled)

  • Action Menu (Edit/Delete)

2. Assigning a New Task

To add a new To-Do item:

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

  2. The Manage To-Do form will open.

Fields in the Add Task Form

FieldDescription
CategoryChoose the task category (e.g., Tutoring, Counselling).
TitleA short title summarizing the task.
DescriptionProvide task instructions or important details.
Due Date (Optional)Specify a deadline when applicable.
Priority LevelChoose Low, Medium, or High.
Upload Image (Optional)Attach a reference image, material, or screenshot.

 

  1. After filling in the form, click Save.

The task will now appear in the instructor’s To-Do list instantly.

3. Editing an Existing Task

To update task details:

  1. Click the three-dots menu (⋮) beside any task.

  2. Select Edit.

  3. Update any field such as:

    • Title

    • Description

    • Category

    • Due Date

    • Priority

    • Uploaded Image

  4. Click Save to apply changes.

4. Deleting a Task

If you need to remove a task:

  1. Open the three-dots menu (⋮) next to the task.

  2. Click Delete.

  3. Confirm the action.

The task will be permanently removed from the instructor’s To-Do list.

5. Tracking Task Completion Status

Each task has a status toggle beside it:

  • Checked (blue) = Task completed

  • Unchecked (grey) = Task pending

Instructors may mark tasks as complete from their portal, or Admins may update the status manually.

This helps track progress at a glance.

6. Filtering Instructor Tasks

To quickly locate or review tasks:

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

      2. A filter panel will appear.

    Available Filters
    FilterPurpose
    Priority LevelView tasks by urgency (Low/Medium/High).
    Filter by NameTask added for Self, for Student ,or by Admin.
    Filter ForTask added for Tutoring or Counseling.

    1. Click Apply to run the filter.

    2. Click Reset to restore the full task list.

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Adding and reviewing notes for instructors

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Adding and Reviewing Notes for Instructors

The Notes section inside an instructor’s profile allows Admins to record, track, and manage important internal information or communication related to performance, students, updates, or administrative actions. These notes help maintain transparency and support effective staff management across the PrepBase ecosystem.

This article explains how to add new notes, edit or delete existing notes, and filter or review notes for any instructor.

1. Accessing the Instructor Notes Tab

  1. Navigate to Instructors from the left-side menu.

  2. Open any instructor’s profile.

  3. Click the Notes tab from the top navigation inside the profile.

Here, you will see a table listing all notes with:

  • Title

  • Note text

  • Type (Admin note / Instructor note / Student or Parent note)

  • Users (who the note applies to)

  • Added By

  • Created Date

  • Actions (Edit, Delete)

2. Adding a New Note

To add a new note:

  1. Click the ➕ Add Note button on the right side of the Notes tab.

  1. A modal titled “Note” will open.

  2. Fill in the required fields:

Fields Explained
FieldDescription
Visible ForSelect who can view this note (Admin, Instructor, Student,Parent and Both students and parents)
TitleA short title summarizing the note.
NoteThe full note description with all relevant details.

 

  1. Click Save to add the note to the instructor profile.

 

NOTE: any note that is visible to students or both students and parents are also automatically visible to the instructor.

3. Editing an Existing Note

To update details or correct information:

  1. Locate the note from the list.

  2. Click the three-dots menu (⋮) on the right.

  3. Select Edit.

  1. The note form opens with existing data pre-filled.

  2. Modify the Visible For, Title, or Note body as needed.

  3. Click Save to update.

4. Deleting a Note

If a note is no longer required or was added by mistake:

  1. Open the ⋮ actions menu next to the note.

  2. Click Delete.

  3. Confirm the deletion.

Note: Deleted notes are permanently removed and cannot be recovered.

5. Filtering Instructor Notes

Use the Filter button to refine the list of notes.

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

  2. You can filter notes by:

    • Note Type – who it is added for (Admin, Instructor, student, Parent and Both etc.)

  3. Click Apply to see filtered results, or Reset to clear all filters.

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Uploading and managing instructor files

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Managing Instructor Files

The Files tab inside an instructor’s profile allows administrators to manage all documents, folders, resources, and materials associated with that instructor.
This section helps streamline file organization, ensure documentation accuracy, and maintain easy access to teaching materials and records.

This guide explains how to edit, filter, download, and delete instructor files in PrepBase.

 

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

1. Where to Find Instructor Files

  1. Navigate to Instructors from the left menu.

  2. Open any instructor’s profile.

  3. Select the Files tab from the top navigation bar.

You will see a file repository table showing all files and folders linked to the instructor account.

2. Understanding the Files Table

Each file or folder is displayed with the following details:

ColumnDescription
NameFile or folder name
CategoryFile category list as defined by admin from the Categories subtab within the Resource Management main tab in the admin panel
Sub-CategoryAs defined by admin for the above categories
TypeFile or Folder
Added ByThe Admin/Instructor/Student who uploaded the file
Created OnUpload date
VisibilityPublic or Private (visible to student or instructor or admin only)
StatusActive status toggle

 

This structured format makes it easy to track and manage uploaded resources.

3. Editing Existing Files

To update an instructor file:

  1. Click the three-dot menu beside the file name.

  2. Select Edit.

  3. The Edit File form will open.

🔧 Editable Fields Include:

  • File Name

  • Category (as defined by admin)

  • Sub-Category (Optional)

  • Visibility (Public/Private)

  • Accessibility (All, Instructor-only, etc.)

  • Students, Tutor, Counselor access control

  • Associated Group or Student Groups

  • Upload File (to replace the existing one)

Click Save to update the file.

To learn more about adding a file and assigning accessability to users, please visit the Files section of the guide under Resource Management.

4. Downloading Files

Admins can download instructor files directly:

  1. Open the three-dot menu beside the file.

  2. Click Download.

This allows quick access for offline review, printing, or archiving.

5. Deleting Files

To remove a file or folder:

  1. Click the three-dot menu beside the item.

  2. Select Delete.

  3. Confirm removal.

Deleted items are permanently removed from the instructor’s repository.

6. Searching & Filtering Instructor Files

Large file libraries are easy to manage using built-in search and filter tools.

🔎 Search Bar

Search files by:

  • File name

  • Category

  • Created date

  • Uploader

🧩 Filter Options

Click the filter icon to open detailed filters:

  • Category

  • Sub-Category

  • Added By

  • Visibility

Click Apply to refine results.
Click Clear to reset filters.

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Viewing and tracking instructor-led sessions

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Viewing & Tracking Instructor-Led Sessions

The Sessions tab inside each instructor’s profile gives administrators a complete overview of all sessions linked to that instructor — whether they are pending, upcoming, completed, or cancelled.
This section is essential for monitoring workload, attendance trends, session outcomes, and student engagement.

This guide explains how to view, filter, and track different types of instructor-led sessions in PrepBase.

1. Where to Find Instructor Sessions

  1. Navigate to Instructors in the left-hand menu.

  2. Open any instructor’s profile.

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

You will see four main categories:

  • Pending (Sessions scheduled by instructors or admins and not yet accepted by the students or parents)

  • Upcoming (Scheduled by the students/parents or scheduled by instructors/admins and accepted by the student/parent)

  • Completed (Conducted successfully; Action plan completed by the tutor or counselor and attendance is taken)

  • Cancelled (Session was cancelled by the student/parent, tutor/counselor, or admin) 

Each category presents a structured table showing all relevant sessions.

2. Viewing Pending Sessions

The Pending tab displays all sessions that are scheduled but not yet accepted by the student or parent.

Information displayed in the Pending list

Each row shows:

  • Date & Time

  • Session Type (Tutoring or Counseling)

  • Location

  • Location Type (Specify Address, Online, etc.)

  • Location Value

  • Category (as defined by admin in the Sessions Cateogries subtab within the Calendar & Sessions main tab in the admin panel)

  • Assigned Instructor

  • Student(s)

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

 
Search & Filter Tools

You can narrow results using:

  • Search bar to find sessions by time, student name, or category.

  • Filter panel with:

    • Attendance Status (only for completed sessions)

    • Session Category

    • Date Range

✔ Click Apply to filter results
✔ Click Reset to clear filters

3. Understanding Session Table Columns

Across all session categories, the table includes:

ColumnDescription
Date/TimeExact schedule of the session
TypeTutoring or Counseling
LocationThe place or address tagged with the session, which is created by admin from the Locations subtab within the Calendar & Sessions main tab in the admin panel
Location TypeThe type of the location as set by admin while creating the session category from the Sessions Category subtab within the Calendar & Sessions main tab in the admin panel
Location ValueEditable or fixed value depending on location type set by admin
CategoryAs defined by admin in the Sessions Cateogries subtab within the Calendar & Sessions main tab in the admin panel ( eg. Online / In-Home Session / Group Session)
Assigned ToInstructor assigned to lead the session
StudentsStudents participating in the session

 

This standardized layout makes it easy to analyze patterns and track instructor performance.

4. Viewing Upcoming Sessions

The Upcoming tab shows all future confirmed sessions for the instructor.
This area is useful for understanding the instructor’s current teaching schedule and planning workload.

What you see in Upcoming sessions

  • Full list of future dates

  • Session type, location, location type, and category 

  • Student name(s)

  • Exact time range

  • Assigned instructor details

Sessions appear in chronological order for quick planning and supervision.

5. Viewing Completed Sessions

The Completed tab displays all sessions the instructor has successfully delivered.

This table includes:

  • Date & Time

  • Session Type

  • Location and Location Type

  • Category

  • Instructor assigned

  • Students who attended

Completed sessions are useful for:

  • Performance reviews

  • Session count validation

  • Payroll verification

  • Attendance tracking

6. Viewing Cancelled Sessions

The Cancelled tab lists all sessions that were cancelled, regardless of reason.

This table includes:

  • Date & Time

  • Session Category

  • Location and Location Type

  • Category

  • Instructor assigned

  • Student name(s)

If no sessions are cancelled, you will see:
“No Data Found”

Cancelled sessions help administrators track patterns such as:

  • Last-minute cancellations

  • Student no-shows

  • Instructor schedule conflicts

7. Using Session Filters & Search

Across each tab, PrepBase provides robust filtering tools:

Search Bar

Search by:

  • Student name

  • Session type

  • Date

  • Category

  • Location

Filter Panel

Open the filter icon to sort sessions by:

  • Attendance status (for completed sessions only)

  • Session Category

These tools make it easy to quickly locate specific sessions or review activity within specific timeframes.

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Managing student-instructor relationships

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Managing Student–Instructor Relationships

Assigning and Unassigning Students Effectively

To maintain smooth academic operations, administrators must be able to add, remove, and manage student–instructor relationships easily. PrepBase provides a simplified workflow for this inside each instructor’s profile.

Once a student is assigned to an instructor, they will be able to see that instructors on their dashboard under “My Tutors” and “My Counselors” sections within the Tutoring and Counseling main tabs. 

 

NOTE: if a student or parent is given permission to book sessions directly with an instrcutor, once they book at least one session they will automatically be assigned to that instructor and they will appear on the assigned students list. 

1. Assigning New Students to an Instructor

Steps to Assign Students

  1. Go to Instructor Details → Students tab.

  2. Click the blue (+) Add button at the top right.

  3. The Assign Students modal will appear.

  4. Use the dropdown field to select one or multiple students.

  5. Click Save.

The system will instantly link the selected students to that instructor and display them in the list along with the Assigned Date.

2. Unassigning Students

  1. Open the Students tab.

  2. Click the three-dot menu beside the student’s name.

  3. Select Unassign.

The student disappears from the instructor’s list immediately.

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Viewing assigned students

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Viewing Assigned Students

The Students tab inside each instructor’s profile provides a clear overview of all students currently assigned to the instructor. This section helps admins ensure that each instructor’s learner list is always up-to-date and accurate.

1. Where to Find Assigned Students

 

  1. Go to Instructors from the left-side main menu.

  2. Open any instructor to access the Instructor Details page.

  3. Click on the Students tab located in the top navigation bar.

 

Here you will see the list of all assigned students including:

  • Student Name (clickable to view student profile)

  • Assigned Date

  • A three-dot menu (⋮) for actions such as View and Unassign

2. Searching for a Student

 

Use the Search Here… bar to quickly filter through long student lists by typing a name or keyword.

3. Viewing Student Details

Each assigned student can be viewed directly from the instructor profile.

 
How to View

  1. Click the three-dot menu next to the student’s name.

  2. Select View.

This opens full student details including notes, sessions, packages, to-dos, planner information, projects, and more.

 
Key Benefits

  • Always know which students an instructor is responsible for.

  • Fully transparent assignment timeline.

  • Quick access to complete student records via the View button.

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Managing invoices and payouts

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Managing invoices and payouts

Track Instructor Earnings, Adjust Balances & Record Payouts

The Balance Owing section of the Payroll tab gives you full visibility into instructor earnings, pending payouts, and financial adjustments.

This article explains how to manage payments, adjust balances, add manual amounts, and handle deductions.

 

There are three different way that would create entries or transactions in this ledger table:

  1. Automatic: once a session is done and the action plan is completed, the instructor payroll will automatically be calculated and added here based on their hourly rate and the session category if category payroll is defined. If the payroll is set monthly then a monthly fixed amount will be added. 
  2. By Admin: admin users can add a transaction manually using the + button as Amount or Payment or Deduction to adjust the entries.
  3. By Instructors: instructors can also add time manually from their Earnings & Payroll dashboard and mark it as billable or non billable. Any manual entry by the instructors will be highlighted here in the table for Admin to review and then approve or reject. 

1. Understanding the Balance Owing Table

The table displays a chronological record of all financial entries related to the instructor:

ColumnDescription
Date & TimeWhen the amount was logged
Session CategoryCategory of the session as defined by admin in the admin panel
DurationNumber of hours
AmountAmount earned
PaymentAmount paid out
BalanceRunning outstanding amount
NotesAdditional remarks
AttachmentUploaded files (if any)
StudentAssociated student (if provided)
SourceUsually “System,” for automatic entries created by completed sessions, unless manually added as a transaction by admin or instructors
StatusBillable / Non-Billable (used when instructors are adding time manually from their Earning & Payroll dashboard)

You will also see the total balance at the top:
Balance Owing: X as of [selected date]

2. Filtering Ledger Entries

Click the Filter icon to filter by:

  • Status (added by System, Admin, or User Instructor)

  • Student (filter by entries for particular students)

Click Reset to clear all filters.

3. Adding Amounts, Payments, or Deductions

Financial adjustments can be made using the + button in the Balance Owing section.

How to Add a New Entry

 

  1. Click the + button next to Balance Owing.

  2. Choose the type:

    • Add Amount (adds earnings)

    • Add Payment (records payout to the instructor)

    • Add Deduction (subtracts from the instructor’s balance)

  3. Fill in the form:

    • Date

    • Amount

    • Student (optional)

    • Session Category (optional)

    • Notes (optional)

    • Attachment (optional)

  4. Click Save.

The entry will immediately appear in the ledger.

4. Editing an Existing Entry

 

NOTE: only manual entries by Admin users or Instructors can be edited. 

  • Click the three-dot menu next to an entry.

  • Select Edit.

  • Adjust any field (amount, category, notes, etc.).

  • Save the update.

IN THIS ARTICLE