Admins: Creating an Event

This article is specifically for School Admins.

Key Takeaways: Understand how to create events from the admin side. 

Penji Recommendation: We recommend creating at least two events before moving on to practice as a student and provider. In one event you should assign yourself as the provider and in another event you should assign someone else as the provider. 

Overview

This article explains how to create and configure events in Penji from the Admin Panel. This is typically used for workshops, group sessions, or structured programming that students can join.

Important

⚠️ Important: Event visibility and attendance depend on how you configure student eligibility (open to all vs. restricted lists).

When to Use This

Use this if:

• You want to create workshops, group sessions, or special events
• You need to manage event attendance and eligibility
• You are setting up structured programming outside of appointments or drop-ins

Steps to Set Up

1. Login to admin.penjiapp.com and select your community
2. Navigate to the "Events" tab and select "+ Create Event"
3. Fill out the event basics 
   • Name, Location Name, Location URL
   • Location Instructions: use this space to add any details about the event you would like. Students will see this once they join the event. 
   • Providers
   • Courses: you can add as many as you would like
     • Exact Course: If you would like to have a single course/topic related to the event, you'll want to select "Exact Course"
     • Courses starting with: You can attach multiple courses at once, by indicating what the course/topic should start with. For example, if you would like to make a general chemistry event, you can use "CHEM" for the "courses starting with". 
   • Kiosk Check-in: Check this box if you would like students to be able to check in through a Kiosk when they arrive for the event 
4. Fill out the event schedule
5. Fill out the student eligibility/attendance and decide if you would like this event to be open to everyone, or a select list of students 
   • If open to everyone, you've finished setting up eligibility.
   • If the event is only open to a select list of students, determine if you would like to upload your own list of students (use attendance list) or use the course enrollment information we have from IT (use course enrollment list) 
     • If you are using the IT course enrollment file, you've finished setting up eligibility. 
     • If you are uploading your own list of students, determine if you would like to directly add these students to the event (Registered - students will receive a calendar invitation, it will appear on their Penji screen and they will be on the attendance list) or if you would like them to only be included on the attendance list (Roster - students are not notified that they are on the attendance list)
       • Once you've determined registered vs. roster download the "Attendance List" template > fill out the template and upload that back into Penji. 
6. Click Submit to save and create your event 

Best Practices

• Create at least two test events to understand different configurations
• Use Registered lists when you want students notified
• Use Roster lists for manual attendance tracking without notifications
• Double-check schedule and provider assignment before publishing

Limitations

• Students will not be notified if added via Roster
• Event visibility depends entirely on eligibility configuration
• Changes after creation may affect attendance tracking