Admin Controls Over Appointments

This article is specifically School Admins.

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. 

Overview

This article explains how admins manage appointments in Penji, including editing provider hours, setting unavailable times, viewing session data, and using admin-level controls. This is typically used after initial setup to monitor and maintain appointment operations.

Important

⚠️ Important: Admin changes to provider availability only affect future bookings. Existing appointments will not be automatically canceled or adjusted.

When to Use This

Use this if:

• You need to adjust provider availability
• You want to manage or review appointment data
• You need to edit, reschedule, or create sessions as an admin

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

Steps to Set Up

Provider Availability

1. Go to Admin Panel > Providers
2. Select a Provider
3. Click Edit > Edit Appointment Availability
4. Configure the following:
   • Days/Times: Add, remove, or adjust availability
   • Appointment Type: Set to “Any” or “Specific” (if enabled)
   • Location: Assign available locations
5. Click Save

Provider Unavailable Time

1. Go to Admin Panel > Providers
2. Select a Provider
3. Click Add Unavailable Time
4. Select the time block
5. Click Save

Managing Appointments 

1. Go to Admin Panel > Sessions
2. View or search for specific appointments
3. Click into a session to:
   • Edit session details
   • Reschedule
   • Change provider or location
   • Update attendance
   • Cancel the session

How It Works

• Provider Availability:
  • Admins can directly adjust provider schedules from the Admin Panel
  • Changes impact what students can book moving forward
• Unavailable Time:
  • Blocks future bookings during selected times
  • Does not cancel existing appointments
  • Also affects drop-in availability
• Sessions Tab:
  • Acts as the central record of all appointment activity
  • Each row represents a student interaction
  • Data updates after session logs (feedback) are submitted
• Editing Sessions:
  • Admins can update session details depending on the session status
  • Includes rescheduling, attendance updates, and cancellations
• Admin-Created Sessions:
  • Can be used to manually schedule or log sessions
  • Override option allows booking even if constraints exist (e.g., provider already booked)
• Appointment Type Preferences (Optional Feature):
  • Can be enabled in Admin Panel > Settings > Sessions
  • Allows admins to control which appointment types providers support during specific hours

Best Practices

• Regularly review provider schedules to ensure availability is accurate
• Use unavailable times instead of deleting availability when possible
• Double-check details before using override to avoid scheduling conflicts
• Monitor the Sessions tab to ensure logs and attendance are being completed

Limitations

• Existing appointments are not affected by availability changes
• Override bookings can create conflicts if not carefully managed
• Editing options may vary depending on session status
• Appointment type preference feature is disabled by default