Setting up Appointment Locations

Key Takeaways: Know how to adjust and add locations.

Step 1: Download Your Location Template

1. Go to Admin Panel > Sessions > Locations
   

2. Click the Manage tab

3. Select “Download Template CSV”
   (If you’ve uploaded before, Download the most recent import under "Recent Imports" to get your latest version.)

Step 2: Fill up the CSV

In the CSV file, edit the bottom rows in exactly the same format as the sample row

Room: Enter the room number where the appointment will be held

Building: Enter the building name where the appointment will be held.
Note: Penji displays locations in the “Building - Room” format. For example,

• • Building: Student Success Center
  • Room: 100
• This will be displayed as “Student Success Center - 100”
  
  
  • Building: Zoom Meeting
  • Room: Online
• This will be displayed as “Zoom Meeting - Online

Kind: Supported kinds are listed in the Template CSV.

• • • Physical: These are for in-person locations. 
    • Online Locations: Zoom, GoBoard, Webex, Teams, Provider Link, and Link are described below. 
      • Zoom/GoBoard/Webex/Teams: Penji will automatically generate links based on the providers’ settings configured within Penji. 
        • For GoBoard, you are required to have a GoBoard account/domain for your school, which you must send over to Penji, email [e-mail], to get set up. 
        • Teams Locations are specific to sessions and are not included within the Drop-In mode. 
      • Provider Link: Providers will be asked to input a specific link or phone number (tel:) within their settings. This location is specific to the provider, like in Zoom/GoBoard/Webex/Teams.
        • Google Meet links are supported here.
        • Provider Link locations can be used in both sessions and Drop-In mode. 
        • To enter a phone number, providers will go to their settings and input their phone number with the prefix "tel:". For example, "tel:[phone]", be sure to include the country code! If students/providers are using the app, they can directly call a phone number by selecting "open". See the below image as an example. 
          
          
      • Link: This is a singular link for every session at that location, regardless of the provider.
        
        • There can be as many links as you would like.
        • Link locations are only available in appointments and are not available in Drop-In mode.

Capacity: The maximum number of groups at an appointment location (even if a group is only a student and tutor).  

• If online, the capacity should be set to 999999.
• If in-person, the capacity will depend on your room size. If your room is only able to hold 3 appointments at a time, enter 3. After 3 sessions are booked at that location, we will no longer show that location as available for that time slot.
• Note: a provider and one or more students are considered a single session regardless of group size.

Available hours: 1-hour time blocks of when your center is open

• Enter the scheduled times for each location in HH:MM 24-hour format.  
• Use 24-hour format, separated by |
  • Example: If open 10am–4pm with a lunch break 11am–12pm, enter: 10:00|12:00|13:00|14:00|15:00

  • Note: If your center closes at 4:00pm, the final hour listed in your CSV should be 15:00— not 16:00. This is because each time block represents the start of a one-hour slot. So 15:00 covers the time from 3:00pm to 4:00pm.

    If you include 16:00, you’d be showing availability until 5:00pm, which could cause confusion or unwanted bookings.

Step 3: Re-Upload the File

1. Return to the Manage tab

2. Click Choose File and select your edited CSV

3. Click Import CSV to save the changes

Tips:

• If you run multiple locations, each row in the CSV should reflect its unique hours

• Set the capacity to limit how many sessions can happen at once in that location