Admin Created Appointments (incl. Retroactive)

Admins can create sessions for students and providers, or record one retroactively. This is done on the Sessions tab > Create Session.

There are three options listed in the create session flow, “Standard”, “Retroactive” and “Override”. 

In either flow, an admin can create a session for users who are a part of the school (have an approved school email) or users without a school email (for example have a @gmail.com email).

• When a session is created for users without a school-approved email, they will receive a confirmation email that contains the session details and calendar invite. However, they will not be able to access Penji through the mobile app or website.
• When a session is created for users with an approved school email, they will be able to use the platform as normal. 

Standard Create Session flow

With standard, you can see what the student sees for availability and can see when providers for a specific topic are available. This flow takes into consideration lead times, community/provider unavailable times, calendar connections, booked appointments, availability preferences, and the weeks ahead limit.

Step 1: Basic Details 

During this step, you’ll select the appointment type (or create a custom appointment type), select the topic/course you want to book the appointment for, and input a student’s name. Once you select "Next" you'll move on to Step 2: Time.

Step 2: Time

Here, you will be shown a calendar of availability, based on providers' availability, who match the appointment criteria entered in Step 1: Basic Details. You can filter down to a specific location or provider. To move on to the next step, you will select a time > "Select".

Step 3: Details

If you did not filter in the previous step for a specific provider or location, you will choose a provider and a location here. You will only be shown providers who are available during the selected time and are only shown locations based on the selected provider's preferences. 

Once you have selected a time, provider, and location you can fill out the appointment type's agenda questions. If you created a custom appointment type in Step 1: Basic Details, you can select which appointment-type agenda questions you would like to fill out. Both the provider and student will receive an email notification that an appointment has been scheduled on their behalf. 

Retroactive Create Session flow

For data purposes, you can enter past sessions through the retroactive flow, to ensure all of your data is within Penji. Students and Providers will not get notified when past sessions are added through the retroactive flow. Please note that providers will not be promoted to enter any feedback on retroactive sessions. 

Override Create Session flow

While filling out the session override details, you can input whatever session attributes you want - student name, provider name, course, location, time, etc... but please note, this form overpowers all restrictions that our system would normally impose. You can "force" a session no matter the situation (the location is full or not open at that time, the provider already has a session at that time, the provider is unavailable at that time, etc.). So ensure that your selections work for all parties. 

Like with the standard flow, at the bottom of the form, you can select an appointment format and fill out that format's agenda questions. Both the provider and student will receive an email notification that an appointment has been scheduled on their behalf. 

Recording a Group Session

You can also create group sessions, even if your community only usually supports 1-on-1. Select Group for Kind and make the session with the first student; repeat this process with the same exact attributes (course, provider, location) for the second and more students, and these students/providers will see the session as a group in the platform. You must fill this out for everyone in the group.

Feedback

Retroactive Sessions: Adding a session retroactively is a tool for data collection for the admins to record event details. Right now, students and providers will not be prompted or given the option to leave feedback on retroactively added sessions. However, an admin can add feedback for retroactive sessions when they are creating the retroactive session, see the below image. You will see the same feedback questions that your providers are asked to fill out. 

Future Sessions (Standard and Override): When the session is created from the admin panel, it operates the same as a session booked through web.penjiapp.com - providers and students will be asked to complete the feedback and providers will record session attendance. 

Student Emails

When an admin creates a future (Standard and Override) session, the student emails depend on if the location is online or physical.

• For online locations, the student will get two emails: (1) an email letting them know about the session, and (2) a calendar invite. The calendar invite and the initial email will have the same subject line, which includes the date and time of the session.
• For physical locations, the student will only get the calendar invite. 

Students will not be notified when an admin records a retroactive, past, session. However, if the no-show rules are set up, and an absence triggers a no-show email for your community, then the student will receive a no-show email. The no-show email the student receives depends on how many previous absences they have. More about the no-show emails can be found in Admins: Appointments Settings under the header, "Student session no-show rules (Admin Panel)". 

Initial Email (Online Only):

Calendar Invite:

Provider Emails

When an admin creates a future session, the provider will get two emails: (1) an email letting them know that they had been invited to teach, this email will contain the student's name and course in the subject, and (2) a calendar invite. These emails will be triggered for both online and physical locations.

If within your community providers have to confirm/accept appointments, and your community is not set to Auto-Accept, providers will not get the calendar invite until they have confirmed the pending session. 

Providers will not be notified when an admin records a retroactive, past, session. 

Invitation Email: 

Calendar Invite: