Launch Checklist

Preparing for Launch: Final Checklist

Congratulations on completing the initial setup of your Penji Community!

Before you formally launch, we’ve put together a final checklist to help you review your setup and make sure everything is ready for students. This list is optional, but recommended—especially at the start of each term.

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Once You’ve Finished the Course

If you’re participating in Penji’s standard live training program, we recommend scheduling your final Admin Training. This is a great opportunity to review your Community setup and make any final adjustments before launch.

In the meantime, continue testing the platform. The best way to become comfortable with Penji is by using it as both an admin and a student, and exploring each feature in real scenarios.

If you have any questions, you can always reach out to Penji Support at [e-mail].

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Penji Launch Checklist

Use this checklist to confirm that all key settings are in place before welcoming students into your Community.

1. Provider Access & Availability

Make sure your Providers (Tutors, Advisors, or other staff) are fully set up and ready.

• Have all Providers joined the Community?
  → Admin Panel > Providers
• Do Providers have up-to-date availability?
  • Appointment hours
  • Drop-in hours

Penji Tip: Use Admin Panel > Calendar to view all Provider availability in one place.

2. Courses & Course Enrollments

Ensure students can find the correct support based on their courses.

If you are NOT using SFTP Data Imports:

• Confirm all Courses and Course Enrollments are added
  → Admin Panel > Courses > Manage

If you ARE using SFTP Data Imports (with supplemental courses):

• Add any courses not included in registrar data (e.g., Test Prep, General Advising)
  → Admin Panel > Courses > Manage

Penji Tip: Pin non-standard courses for easier access.

3. SFTP Data Imports (If Applicable)

If your school uses automated data imports:

• Enable your preferred integrations
  → Admin Panel > IT Integrations
• Confirm imports are running without errors
  → Check statuses in IT Integrations
• Review your data:
  • Students
  • Courses
  • Course Enrollments

Important Notes:

• The first import may take a few hours. Future imports will run automatically.
• Any manually added (supplemental) data must be re-uploaded once after enabling SFTP. After that, it will continue to be retained automatically.
• The Community Contact (Settings > General) receives daily failure alerts. Additional contacts can be added if needed.

4. Test All Penji Modes

Before launch, test the platform from a student perspective:

• Appointments: Can students successfully book sessions?
• Drop-Ins: Are the correct resources and/or Provider hours visible?
• Events: Can students sign up without issues?

5. Community Visibility & Student Access

Make sure your Community is accessible to the right users.

• Community Visibility:
  → Settings > General > Community Visibility = Visible
• Student Eligibility:
  • Open access → Everyone
  • Restricted access → Use List
• Is your Student List accurate?
  • Uploaded manually (Students > Manage), or
  • Synced via SFTP Data Imports

Penji Tip: Even if you use SFTP, you can manually upload non-student users (e.g., staff or advisors) under Students > Manage.