Day-Time Drop-in, Off-Hour Appointments

This model leverages both drop-in and appointments. Drop-In acts as a good foundation for your center, providing tutor coverage on a drop-in basis during business hours (up to you, but let's call them 8-5). Providers will be paid for all of these hours and can depend on that weekly wage. You'd then layer in appointment availability in "off hours" (5pm+ and weekends), and most likely make these hours virtual-only (we support Zoom, MS Teams, Cisco WebEx, Google Meets, and GoBoard). You can "assign" these hours to providers or use "flexible" hours (described below).

With this model, students can browse drop-in schedules and attend your center in person during the day, or they can schedule appointments if they prefer evenings/weekends or online help. 

Using "Flexible" appointments with this mode

In this model, we recommend that you give providers flexibility in setting their own appointment schedules. Penji allows you to set a cap on the number of confirmed appointment hours per week a provider can work in Settings. So, in this model, you'd say (example):

"[Provider name], please input Tuesday and Thursday from 8 am-12 pm as drop-in hours in the Student Success Center. Beyond this, you can put in any appointment availability you'd like outside of the 8 am-5 pm M-F window. Students may make requests for support from you; accept and work those appointments, and we'll add any worked appointments to your payroll."

Penji is intuitive when it comes to managing appointments, so the directions above would be enough to make this work. We have large programs using the above flexible model effectively. You can see worked appointments in the Sessions tab in the admin panel to help you calculate payroll. 

Directions

1. Decide on the drop-in schedule for your center (Admins: Set-Up Drop-In Mode)
2. Schedule providers for their drop-in hours 
3. Once drop-in schedules are set, either
   • Tell providers to input their own off-hour appointment availability (Providers: Setting Up & Editing Hours), outside of M-F 8 am-5 pm, and set up a "Tutor Max Booked Hours" limit in your Settings (Admins: Appointments Settings.) This limit refers specifically to booked appointments and doesn't factor in drop-in hours.
   • Give providers assigned off-hour appointment availability (Admins: Set-Up Appointments Mode), which they'll be paid for whether they're booked or not. 
4. When running payroll, pay them for their drop-in shifts as well as any Sessions rows that are marked as "Completed". "Completed" status means the provider completed a log for the session; scrolling to the right reveals whether the student was marked as "Present" or "Absent".  You may decide to pay providers differently for Present vs. Absent status.