Admin Controls Over Drop-In

This article is specifically School Admins.

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

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

Overview

This article explains how admins manage Drop-In in Penji, including editing provider hours, viewing check-in data, and using admin-level controls. This is typically used after setup to monitor operations and maintain accurate records.

Important

⚠️ Important:

• Provider Drop-In hours are set per provider and per location
• Adding unavailable time will remove scheduled Drop-In hours for that period
• Drop-In data is stored in the Check-Ins tab, not the Sessions tab

When to Use This

Use this if:

• You need to adjust provider Drop-In availability
• You want to review or export Drop-In data
• You need to edit or manage student check-in records

Provider Drop-In Hours

From the admin panel > provider hours tab, you can see the provider's drop-in availability. There will be a separate row for each provider and location combination. You can add new drop-in hours and adjust drop-in hours (by clicking on a specific provider's view) on this tab. 

Adding/Adjusting

To add new drop-in hours, you will select "+ Add Weekly Hours" near the top of the page. From there, you will select the provider's name and location you would like to add hours. You can also adjust provider hours from this view as well. If you select a provider and location combination that already has hours, you will see this on the calendar of availability and you can make adjustments.

You also can adjust provider hours by selecting a specific provider/location combination > edit > select the blocks of time you would like to edit or add new availability. 

Queue Mode Only: View when a provider "clocked in"

You can view when a provider checks in and out of a Queue Mode location, which is like checking when they have clocked in and out of their shift. You'll navigate to the admin panel > provider hours tab > select "Check-ins" from the middle side menu. There will be a list of each provider check-in, and their check-out time will be listed as well. 

Provider Unavailable Times

To add provider unavailable time, you will navigate to the provider's tab > select a specific provider > add the unavailable time. Provider unavailable times will remove scheduled drop-in hours for that week. Note that adding provider unavailable times will also affect appointment availability. 

Check-Ins Tab

When a student uses drop-in, the interaction is recorded in your "Check-ins" tab within your admin panel. All of the drop-in data can be viewed on the Check-Ins tab or exported to a CSV.

Log Mode:

For Log mode, the status will always be "Check-In". Once the student checks out of the kiosk, the ended at time and duration will update. 

Queue Mode:

For Queue mode, the status will update from "Waiting" to "In Progress" and last, "Completed", as the student moves through the Queue. Other details like provider, ended at time, duration, and feedback will update as well.

Editing Check-In Details

Within your check-in tab, you can edit certain fields based on the drop-in status. To edit a data field, select the drop-in interaction you would like to edit from the check-in tab > select edit > select the field you would like to edit.

Note that you can change the start date, change the duration, change the provider, and delete a check-in.

Best Practices

• Regularly review provider schedules to ensure coverage
• Use unavailable times to manage schedule changes instead of deleting hours
• Monitor Check-Ins data to ensure sessions are being completed properly
• Review provider check-in times to track attendance and staffing

Limitations

• Unavailable time removes Drop-In hours for the selected period
• Changes to availability affect future sessions only
• Editing options may vary depending on check-in status
• Drop-In data is separate from appointment data