Managing Students

Students are the clients who use Matchpal to find tutoring and advising services. This guide covers how to manage student records throughout their lifecycle.

Viewing the Student List

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

  • Name - Student's full name
  • Email - Contact email address
  • Status - Current account status
  • Service Type - Tutoring, Advising, or both
  • Created - When the account was created
  • Last Activity - Most recent platform interaction

Filtering Students

Use filters to narrow the list:

  • Status - Active, Staged, Suspended, Deleted
  • Service Type - Tutoring, Advising, or All
  • Has Grant - Students with active grants
  • Has Relationship - Currently matched students

Searching

The search bar finds students by:

  • Name (partial match)
  • Email address
  • Phone number

Student Profile Fields

Each student profile contains:

Basic Information

  • Full name
  • Email address
  • Phone number
  • Preferred contact method
  • Timezone

Academic Information

  • Current institution
  • Program or specialty
  • Year/level of study
  • Target exam (for tutoring)

Service Preferences

  • Service type requested (tutoring/advising)
  • Scheduling preferences
  • Communication preferences
  • Special requirements or accommodations

Intake Questionnaires

Students complete an intake questionnaire during onboarding that captures detailed information for matching.

Questionnaire Contents

For Tutoring:

  • Target exam (MCAT, USMLE Step 1, etc.)
  • Current preparation status
  • Weak areas to focus on
  • Study timeline
  • Previous tutoring experience

For Advising:

  • Career goals
  • Areas seeking guidance
  • Current challenges
  • Timeline for decisions
  • Previous advising experience

Reviewing Questionnaires

  1. Navigate to the student's profile
  2. Click "View Questionnaire" to see responses
  3. Use this information to understand matching needs
  4. Note any special considerations for providers

Student Statuses

Students move through several statuses:

Staged

  • Initial state after registration
  • Awaiting admin review
  • Cannot be matched yet

Active

  • Fully onboarded and verified
  • Eligible for matching
  • Can work with providers

Suspended

  • Temporarily disabled
  • Cannot be matched or continue services
  • Data retained for potential reactivation

Deleted

  • Soft-deleted from active use
  • Historical data preserved
  • Cannot be reactivated

Common Admin Actions

Activating a Student

  1. Review the student's profile and questionnaire
  2. Verify information is complete
  3. Change status from "Staged" to "Active"
  4. Assign appropriate grant/package if not already done
  5. Trigger matching process if applicable

Editing Student Information

  1. Open the student profile
  2. Click "Edit" on the relevant section
  3. Make necessary changes
  4. Save updates
  5. Note: Some fields may trigger re-matching

Assigning Grants

  1. Open the student profile
  2. Navigate to "Grants" section
  3. Click "Add Grant"
  4. Select package type and quantity
  5. Confirm assignment

See Billing for detailed grant management.

Viewing Relationships

  1. Open the student profile
  2. Navigate to "Relationships" tab
  3. See current and past provider matches
  4. Click any relationship for details

Contacting a Student

  1. Open the student profile
  2. Click "Send Email"
  3. Select or compose a message
  4. Send directly or schedule

Bulk Operations

For multiple students:

  1. Use checkboxes to select students
  2. Choose action from "Bulk Actions" menu:
    • Change status
    • Send email
    • Export data
    • Assign to provider

Data Export

Export student data for reporting:

  1. Apply desired filters
  2. Click "Export"
  3. Choose format (CSV, Excel)
  4. Select fields to include
  5. Download file

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