Managing Provider Appointment Hours

Within the appointment mode, provider availability can be location, course/topic, and appointment type-specific.

• Location Specific: Your providers can specify if they want to have hours in-person or online as well as any combination of these (hybrid)
• Course/Topic Specific: Your providers can specify if they want to support a specific course/topic during their hours, a few courses/topics, or all courses/topics they are certified in
• Appointment Type Specific: Your providers can specify if they want to support 1:1, small group, recurring (weekly), or single-instance appointments as well as any combination of these.

For appointments, there are two ways to add provider hours: admin-added or provider-added hours. Some centers "assign" their providers hours, paying them regardless of if a session is booked. Other centers give providers control over their availability, typically only paying providers for any session that is booked and held. 

An optional notification may be sent to program admins when providers adjust their calendars. If you would like to enable this, navigate to Settings > General > find the header, "Provider Screen" and ensure the setting, "Provider schedule change notification email" is "Enabled".

Admins can also "lock" provider hours by updating the setting "Allow providers editing appointment availability" to "not allowed" (Settings > Sessions > find the header, "Appointments - Provider Settings" > "Allow providers editing appointment availability"). 

Provider Added Hours

How providers add their hours is explained in the following Help Center article: Providers: Setting Up & Editing Hours.

Admin Added Hours (for Providers)

Appointment calendars are edited in the Providers tab. Click on a specific provider then click Edit > Edit Appointment Availability. You can add, remove, change, or update the location, appointment type, and course support for the provider's hours.  

NOTE as of 1.3.24, a new feature was added where admin can specify the appointment type that providers are available for during certain hours. This feature works the same as location preferences, where admin can adjust the availability for "Any" appointment type or "Specific" appointment types. This feature is off by default and not described in the above video. If you would like to enable this, you will want to navigate to settings > sessions > find "Provider availability appointment type preferences", and change this to enabled. 

Collecting Provider Availability

Many centers need to collect provider availability so they can decide on the hours each provider will be scheduled for a given Penji mode. You can do this step using Penji's "Edit Appointment Availability" screen.

Note: You need to add an appointment format to do this. Once you have collected provider availability, you can remove the appointment format. 

1. Ask providers to put in all of their availability for the term using Penji (https://web.penjiapp.com). Providers will do so from their teach screen > edit appointment availability.  
2. Once this is complete, download the full availability from the admin website, using Tutors > Manage > Export Tutor Calendars.
3. Decide on the hours that providers will work using their full availability. The tutor calendar export can provide general availability, and you can decide on providers' final hours for any of the Penji modes: Appointments, Drop-In, or Sections. 
4. With your schedule decided for a given mode, either edit provider availability directly from the admin panel or send providers their schedule and ask them to input it themselves. The below articles contain how to edit Provider hours for each mode:
   • Appointments: Admins: Set-Up Appointments Mode
   • Drop-In: Admins: Set-Up Drop-In Mode
   • Sections: Admins: Set-Up Sections (Groups) Mode

Exporting Provider Availability - tutor.sign_ups.csv

The tutor.sign_ups.csv shows all of your current providers, the courses/topics they are currently certified to help in, and their available hours.

Manually, you can export this data from the admin panel > providers > manage > "EXPORT TUTOR CALENDAR CSV".

Columns

• Email
  • The provider's email 
• SSO ID
  • The provider's SSO ID
• First Name
  • The provider's first name 
• Last Name
  • The provider's last name
• Signed up Date
  • When, what date, did the user access Penji for the first time  (not necessarily the first time they accessed your community, but the Penji system overall)
• Signed up Time
  • What time did the user access Penji for the first time (not necessarily the first time they accessed your community, but the Penji system overall)
• Courses
  • The courses/topics that the provider is certified to help in 
• Available Sunday Hours... Available Saturday Hours
• The provider's available hours each day of the week. Please note that the Penji week is considered Sunday-Saturday.