Category: Tutors & Counselors Accounts

Managing instructor involvement in courses

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Managing Instructor Involvement in 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

  • 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 enabled)

  • 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 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.

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.

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

Tracks tasks associated with the project.

  • If empty, it shows No Data Found.

  • The Admin or project manager can later add tasks from relevant modules.

4.2 Custom Reports

Custom reports designed for the project appear here.

  • Includes search and filtering.

  • If empty, No Data Found placeholders are displayed.

4.3 Tier Reports

Tier Reports reflect performance tiers or internal grading metrics.

  • All tiers are grouped under this section.

  • If empty, placeholders appear.

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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 tasks, manage deadlines, upload resources, 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:

  • Title

  • Description

  • Due Date

  • Priority Level

  • Added For

  • Added By

  • Status

  • 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 NameSearch by task title.
    Filter ForFilter tasks based on who they were assigned for.

    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 related to performance, communication, 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 / Instructor / Other)

  • 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 etc.)
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.

The note will immediately appear in the notes table.

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 (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.

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 type category (e.g., File, Folder)
Sub-CategoryOptional classification
TypeFile or Folder
Added ByThe Admin/Instructor who uploaded the file
Created OnUpload date
VisibilityPublic or Private
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 (File, Folder, etc.)

  • 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.

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

  • Upcoming

  • Completed

  • Cancelled

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 completed or started.

Information displayed in the Pending list

Each row shows:

  • Date & Time

  • Session Type (Tutoring, Workshop, etc.)

  • Location

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

  • Location Value

  • Category

  • Assigned Instructor

  • Student(s)

Search & Filter Tools

You can narrow results using:

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

  • Filter panel with:

    • Attendance Status

    • Category

✔ 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, counseling, workshop, etc.
LocationThe place or address tagged with the session
Location TypeOnline, Specify Address, In-Center, etc.
Location ValueEditable or fixed value depending on type
CategoryOnline / 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 category (Online, In-Home, etc.)

  • 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

  • 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

  • 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

  • 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.

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.

You will now see:

  • 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.

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 CategoryType of session
DurationNumber of hours
AmountAmount earned
PaymentAmount paid out
BalanceRunning outstanding amount
NotesAdditional remarks
AttachmentUploaded files (if any)
StudentAssociated student (if provided)
SourceUsually “System,” unless manually added
StatusBillable / Non-Billable

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

  • Student

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

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

  • Select Edit.

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

  • Save the update.

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Setting up instructor compensation

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Setting Up Instructor Compensation

A Complete Guide for Admins

Instructor compensation in PrepBase is centralized under the Payroll section of each instructor’s profile. This area allows admins to configure hourly rates, assign session category pricing, and manage bank account details for payout processing.

This guide walks you through each part of the compensation workflow with full clarity.

1. Accessing the Payroll Tab

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

  2. Select an instructor and open their Instructor Details page.

  3. Click the Payroll tab from the top navigation bar.

You will now see three major sections:

  • Default Rate

  • Session Category Rate

  • Bank Account Details

2. Setting the Default Rate

The default rate is the primary compensation value for the instructor—used when a session does not fall under a special category.

How to Set or Update the Default Rate

  1. Under Set Default Rate, choose the payment model:

    • Hourly

    • Fixed Per Month

  2. Enter the Amount.

  3. Click Save.

This updates the instructor’s base compensation across all their sessions.

3. Setting Session Category Rates

Session category pricing allows you to define custom compensation for different types of sessions (e.g., Online, In-Home, Workshop, etc.).

Add a New Session Category Rate

  1. In the Set Session Category Rate section, click the + button on the right.

  2. A form will open where you can:

    • Select a Session Category

    • Enter the Amount

  3. Click Save.

The new category rate will now appear in the list.

Edit an Existing Rate

  1. Click the three-dot menu next to a rate.

  2. Select Edit.

  3. Update the amount and save.

Delete a Rate

  1. Click the three-dot menu.

  2. Select Delete to remove the category from compensation rules.

4. Adding Bank Account Details

Bank details are required for processing instructor payouts.

How to Add Bank Account Information

  1. Scroll to Bank Account Details.

  2. Click the + button on the right.

  3. Fill in the form:

    • Beneficiary Name

    • Bank Name

    • Bank Account Number

    • IBAN

    • Swift Code (Optional)

  4. Click Save.

The bank account will be listed for future payouts.

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