Managing Providers

Providers are the tutors and advisors who deliver services through Matchpal. This guide covers how to manage provider records and ensure they're properly configured for matching.

Onboarding New Providers

To add a new provider to the platform:

  1. Log in to the Matchpal Dashboard
  2. Navigate to the Providers tab
  3. Click the + icon to create a new provider
  4. Fill in the provider's information

All fields on the provider creation form are currently mandatory.

This creates a profile for the provider, but there is no account linked to it yet—the provider cannot log in at this point.

Sending the Invite Email

When you're ready for the provider to complete their onboarding:

  1. Locate the new provider in the table
  2. Click the ... icon on their row
  3. Select Send Invite Email

The provider will receive an email with instructions to complete their account setup. Once they finish onboarding, their status will automatically change from Staged to Active.

Elevating to Admin

You can elevate a provider to admin at any point during this process:

  • Before they're active: If elevated before completing onboarding, they will not be required to create a full provider profile
  • After they're active: Their provider profile data remains, but they operate as an admin going forward

Viewing the Provider List

Access the provider list from the main navigation. The list displays:

  • Name - Provider's full name
  • Email - Contact email address
  • Status - Current account status
  • Service Types - Tutoring, Advising, or both
  • Active Clients - Current relationship count
  • Capacity - Available slots

Filtering Providers

Use filters to narrow the list:

  • Status - Active, Inactive, Suspended
  • Service Type - Tutoring, Advising, or All
  • Has Capacity - Providers with available slots
  • Region - Geographic location
  • Specialty - Specific expertise areas

Searching

The search bar finds providers by:

  • Name (partial match)
  • Email address
  • Specialty codes

Provider Profile Fields

Each provider profile contains:

Basic Information

  • Full name
  • Email address
  • Phone number
  • Location/Region
  • Timezone

Professional Information

  • Credentials and certifications
  • Years of experience
  • Education background
  • Professional bio

Service Configuration

  • Service types offered (tutoring/advising)
  • Maximum client capacity
  • Current availability status
  • Preferred session types

Provider Capabilities

Capabilities define what a provider can offer and are critical for matching.

Tutoring Capabilities

Exam Codes: Providers are tagged with the exams they can tutor:

  • MCAT
  • USMLE Step 1
  • USMLE Step 2 CK
  • COMLEX
  • And others

Subject Areas: Within each exam, providers may specialize in:

  • Content review
  • Test-taking strategies
  • Practice problem review
  • Full-length practice tests

Advising Capabilities

Specialty Codes: Providers are tagged with advising specialties:

  • Medical school applications
  • Residency matching
  • Career planning
  • Research opportunities
  • And others

Setting Capabilities

  1. Open the provider profile
  2. Navigate to "Capabilities" tab
  3. Add or remove exam/specialty codes
  4. Set proficiency levels if applicable
  5. Save changes

Capability changes affect future matching but don't change existing relationships.

Availability Management

Provider availability determines their capacity for new clients.

Capacity Settings

  • Maximum Clients - Total clients the provider can handle
  • Current Clients - Active relationships
  • Available Slots - Capacity minus current

Availability Status

  • Available - Accepting new clients
  • Limited - Few slots remaining
  • Full - At capacity
  • Unavailable - Not accepting clients (vacation, leave, etc.)

Updating Availability

  1. Open the provider profile
  2. Navigate to "Availability" section
  3. Adjust maximum capacity
  4. Toggle availability status
  5. Save changes

Region Configuration

Regions affect matching scores for location-based preferences.

Setting Regions

  1. Open the provider profile
  2. Navigate to "Location" section
  3. Select primary region
  4. Add secondary regions if applicable
  5. Save changes

Regions are used by the Matching Algorithm to prefer local matches when students have regional preferences.

Provider Statuses

Active

  • Fully onboarded
  • Eligible for matching
  • Can receive new clients

Inactive

  • Not currently accepting clients
  • Existing relationships continue
  • Won't receive new proposals

Suspended

  • Account temporarily disabled
  • Cannot continue any services
  • Requires admin review to restore

Common Admin Actions

Onboarding a New Provider

  1. Create provider account
  2. Complete profile information
  3. Configure capabilities
  4. Set initial availability
  5. Change status to "Active"
  6. Provider will appear in matching

Reviewing Provider Performance

  1. Open the provider profile
  2. Navigate to "Activity" tab
  3. View session completion rates
  4. Review client feedback if available
  5. Check response times to proposals

Adjusting Capacity

  1. Open the provider profile
  2. Navigate to "Availability"
  3. Increase or decrease maximum clients
  4. Consider current workload
  5. Save changes

Temporarily Deactivating

  1. Open the provider profile
  2. Change status to "Inactive"
  3. Set expected return date (optional)
  4. Existing relationships continue
  5. No new proposals will be sent

Bulk Operations

For multiple providers:

  1. Use checkboxes to select providers
  2. Choose action from "Bulk Actions" menu:
    • Change status
    • Update availability
    • Send communication
    • Export data

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