Admins: Understanding the Student Appointment Booking Flow

This article is specifically School Admins.

Penji Recommendation: We recommend practicing booking an appointment like a student would within your community, with someone else as the provider, before moving on. If you book an appointment with yourself, the platform will not work as well when you try to submit feedback. 

Overview

This article explains how students book appointments in Penji. This is typically used to help admins understand the student experience and properly configure their community.

Important

⚠️ Important: Admins should test the booking flow using separate student and provider accounts. Booking a session with yourself may prevent proper feedback submission.

When to Use This

Use this if:

• You are setting up or testing Appointments mode
• You want to understand the student booking experience
• You need to troubleshoot booking or availability issues

Steps to Set Up

1. Go to Student Portal > web.penjiapp.com or open the Penji mobile app
2. Log in as a student
3. Select an Appointment Type (e.g., 30-minute 1:1 session)
4. Choose a Course/Topic
5. Select a Time from available provider schedules
6. Choose a Provider (if multiple are available)
7. Select a Location (if applicable)
8. Complete the Agenda Questions
9. Click Confirm to book the session

How It Works

• Students follow a guided booking flow to find and schedule support
• Availability is driven by providers:
  • Only times from CERTIFIED providers for the selected course/topic will appear
  • Students can filter by provider or location to narrow results
• Provider selection:
  • If multiple providers are available, students can view profiles before choosing
  • This step may be skipped if filters already limit results to one provider
• Location selection:
  • Locations depend on how providers set their availability
  • This step may be skipped if a provider or location is pre-selected
• Agenda Questions:
  • Configured in the Admin Panel
  • Collect details about what the student needs help with
• After booking:
  • The session appears on the student’s home screen
  • Students attend the session and can submit feedback afterward

Best Practices

• Test the full booking flow before launch using separate test accounts
• Ensure providers are properly assigned to courses/topics
• Review Agenda Questions to make sure they collect useful information
• Check provider availability and location setup to avoid gaps