Admin Controls Over Appointments

Key Takeaways: Understand how to edit provider hours, view your appointment data, and know what controls are available as an admin. 

Penji Recommendation: Once you have practiced the appointment mode as both a student and a provider, we recommend testing out the different admin controls over appointments before moving on. 

Video contents:

• Start - 4:00 minutes: Adding hours for providers and adjusting them
• 4:01 - 5:00 minutes: Provider Unavailable Times
• 5:01 - 7:24 minutes: Editing Session Details
• 7:25 - End: Admin-Created sessions

NOTE as of 1.3.24, a new feature was added where admin can specify the appointment type that providers are available for during certain hours. This feature works the same as location preferences, where admin can adjust the availability for "Any" appointment type or "Specific" appointment types. This feature is off by default and not described in the above video. If you would like to enable this, you will want to navigate to settings > sessions > find "Provider availability appointment type preferences", and change this to enabled.

Provider Appointment Hours

From the admin panel > providers tab, you can see the provider's appointment availability and make certain adjustments. Once you click into a specific provider's view, you can adjust their hours or add unavailable times. 

Adding/Adjusting

You can add/adjust provider hours from the admin website. You will navigate to the provider's tab > select a specific provider > edit > edit appointment availability. You have the ability to add, remove, change, or update the location and appointment type for the provider's hours.  

Provider Unavailable Times

To add provider unavailable time, you will navigate to the provider's tab > select a specific provider > add the unavailable time. If an appointment is already scheduled, adding a provider unavailable time will not cancel the appointment. Provider Unavailable Times will only block future appointments from being scheduled.

Note that adding provider unavailable times will also affect drop-in hours. 

Sessions Tab

When an appointment is requested by a student, it goes to your "Sessions" tab within your admin panel. This data can be viewed there or exported to a CSV. 

Once the appointment is over, the student and provider will complete their "feedback log". Completing the feedback log will update the appointment data fields like status, student attendance, submitted duration, feedback, etc.

Editing Session Details

Within your session details, you can edit certain fields based on the appointment status. To edit a data field, select the appointment you would like to edit from the session tab > select edit > select the field you would like to edit.

Note that you can reschedule the appointment, change the provider, change the location, cancel the appointment,  or update the student attendance.

Admin Created Sessions 

As an admin, you can create appointments for students, or record them retroactively. This is done on the Sessions tab > Create Session. Admin-created appointments can either go through a standard or override flow.  With override, you can "force" an appointment no matter the situation (the location is full or not open at that time, the provider is already booked, etc.). So, ensure that your selections work for all parties.