Introduction
This article will cover the general events process flow for students and providers, as well as admin responsibilities and event management.
If you would like to learn more about how students use and how providers support Events, you can find more information in these articles, respectively:
Event Process for Students
Like appointments, students will be able to register (join) an event from their Learn screen. The basic process is outlined below.
- Navigate to the Learn Screen, which could be labeled something different in your community. This view will be the student's main tab on Penji.
- Click on the event button label
- Optional: Filter by course/topic
- Select an available Event.
- Review the event details and select “Join Event”
Once the student clicks on “Join Event,” they will be registered for the Event, and receive and email and calendar notification. Additionally, each instance of the event will be listed on the student's home screen, see below.
Event Process for Providers
Once you create an event from the admin side, and add a provider, they will receive an email and calendar notification about the event. The basic flow for a provider hosting an event is outlined below.
- Events will show up on a provider’s Teach screen. Tap within a specific event to see details.
- As students join this event, they will show up under “view students”
- Providers are to meet their students at the event location (online or in person), and host the event.
- During/after, providers are encouraged to log attendance (just like for an appointment, but with more attendees)
- Note that if this event is weekly, the system will list all of the events for the series as separate session placeholder cards on the provider's screen. Compared to sections/weekly appointments, the next instance in the series is not dependent on the provider submitting the session log.
Once the provider submits their event feedback log, the session placeholder card will be removed from their Teach screen.
Event Details, Notifications, and Calendar Invites
Events Details:
When an event is live, the event will be visible on the student Learn Screen and provider Teach Screen. From there, students or providers can tap into the event to open Event Details.
In event details, Students can:
- See event details (date, time, location, tutors)
- Open the calendar link (if a virtual location) or view the calendar location (if in-person)
- Leave the event
- Report a problem
While Providers can:
- See event details (date, time, location, tutors)
- View Students
- Open kiosk (if enabled)
- Report a problem
Email Notifications
Email Notifications are sent to both provider and student throughout the process, including a 30-minute reminder before the event.
After joining an event, students and providers will receive calendar invites via email in .ics format. Calendar invites will include the details below.
The title of the calendar invite will read as, "[Event Name] - [Event Location]".
The event description will include
- Date and Time
- Course
- Tutor
- Location (or location URL)
See the screenshot below for a sample email notification for Providers
Admin Responsibilities and Feedback
When an admin creates an event, it goes to the "Events" tab within the admin panel. This data can be viewed there or exported to a CSV.
Once the event is over, the chosen provider/s for the event will complete their "feedback log". Completing the feedback log will update the event data fields like Total Students Students Present, Attendees, Feedback, etc.
Note, the feedback left by the provider can be found by:
- Going to the “Logs” section under the “Events” tab
- Select the eye icon next to the event you want to view
- Check the feedback from the event provider under the Feedback tab
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