Admins: Understanding the Event Flow for Providers

This article is specifically for School Admins.

Key Takeaways: Understand how a provider would host and lead an event.

Penji Recommendation: We recommend practicing using the events mode as a provider would, within your community, before moving on. 

Overview

This article explains how providers host and manage events in Penji, including viewing assigned events, recording attendance, and submitting feedback. This is typically used to help admins understand the provider experience and ensure events run smoothly.

Important

⚠️ Important:

• Providers can only record attendance within 15 minutes before the event start time
• Providers will only see the attendee list for the next upcoming instance of a recurring event
• Attendance can be recorded either manually in Penji or through the Kiosk

When to Use This

Use this if:

• You are setting up Events mode
• You want to understand how providers host events
• You need to troubleshoot attendance or event management issues

Steps to Set Up

Provider Hosting Flow

1. Go to web.penjiapp.com or open the mobile app
2. Log in as a provider
3. Go to the Provider tab
4. Select an Event you are assigned to
5. Click Record Attendance (available 15 minutes before start)
   
6. Choose how to record attendance:
   • Manual check-in within Penji
   • Kiosk check-in (students check themselves in)
7. Click Submit Attendance
   
8. Complete any feedback fields
9. Click Submit

How It Works

• Event Assignment:
  • As an admin, you will create events for the students to join and assign a provider as the leader of the event. 
  • Once you create an event and assign a provider, your provider will see this on their Penji screen. Providers are responsible for hosting the event and submitting the event log (attendance and feedback). 
  • Recurring events appear as separate instances
• Attendance Tracking:
  • Providers can begin attendance tracking 15 minutes before the event
  • Two methods:
    • Manual: Provider checks students in directly
    • Kiosk: Students check themselves in via QR code or shared device
• Attendance Submission:
  • Providers review checked-in students
  • Click “Submit n Present” to confirm attendance
  • “n” represents the number of students marked present
• Feedback Submission:
  • After attendance, providers can complete feedback fields
  • This updates event records for reporting

Best Practices

• Ensure providers understand when attendance becomes available (15-minute window)
• Use Kiosk check-in for larger events to streamline attendance
• Test both manual and Kiosk workflows before launch
• Remind providers to always submit attendance and feedback

Limitations

• Missing attendance submission may result in incomplete data