Admins: Understanding Appointments in Penji

Penji’s appointment system allows students to book 1:1 or group sessions with available providers. Availability is based on each provider’s calendar, which repeats every 7 days. Sessions can either be manually confirmed or auto-accepted.

Before you use appointments, please review the article Admins: Set-Up Appointments Mode

Appointment Process Summary

Student Appointment Flow

Students go through the following steps to book a session:

1. Choose Appointment Type
   (e.g., 30-minute 1:1 appointment)

2. Select Course/Topic

3. Pick a Time

   • View availability across all relevant providers

   • Use filters for provider or location to narrow results

4. Select Provider (if multiple are available)

   • View bios and choose

5. Select Location (if not filtered already)

   • Locations shown are based on provider settings

6. Enter Topic Details

   • Text response + optional checklist (customizable in Admin Panel)

7. Confirm Booking

   • Session appears on Learn Screen

   • Student can attend, cancel, or provide feedback after

The appointment flow from the student perspective is explained here: Students: Appointments Introduction. 

Provider Appointment Flow

1. Receive Appointment Request

   • Confirm or decline

   • (Optional: Auto-confirm can be enabled)

2. Meet With the Student

3. Log the Session

   • Record attendance, duration, and optional internal notes

   • Logs are customizable in your Admin Panel

We recommend requiring providers to complete logs before continuing to use the system, to ensure full data capture.

The appointment flow from the provider perspective is explained here: Providers: Appointment Training.

 

Notifications & Calendar Invites

When a session is confirmed:

• It appears on both the student Learn Screen and provider Teach Screen

• A shared Session Details page includes:

  • Chat (with file sharing)

  • Cancel button

  • Agenda view

  • Call link or physical location info

Both providers and students receive mobile push and email notifications at key points in the appointment process, including a reminder 15 minutes before the session begins.

Once an appointment is confirmed, a calendar invite (.ics format) is emailed to both the student and provider. This same format also applies to admin-scheduled sessions.

Calendar Invite Details:

• Title: “[Student First Name] and [Provider First Name] – [Community Short Name]”

• Date & Location: When and where the session will take place

• Description includes:

  • The selected course or topic

  • The student's submitted agenda or notes

Admin Data and Feedback

When a student requests a session, it appears in the Sessions tab of your admin panel. You can view session details directly in the panel or export the data as a CSV file. For more information on the sessions tab, review Admins: Data Collection - Sessions Tab.

Feedback Log

After the session ends, both the student and provider are prompted to complete a feedback log. Submitting this log updates key session data fields such as:

• Session status

• Student attendance

• Session duration

• Feedback responses

Feedback left by either student or provider can be found in the following places:

1. Click the ✏️ pencil icon in the Sessions tab to view individual session details

2. Use the Feedback tab above the Sessions table to see all responses

3. Export the Sessions CSV from the Manage tab

4. Visit a student's profile in the Students tab to view their session history

Default vs. Custom Feedback

For appointments mode, we have two kinds of feedback: 

• Default Feedback: Appears in the “Session Feedback” box when viewing a session via the ✏️ pencil icon

• Custom Feedback: Shown in the Feedback tab and included in data exports

Only default feedback is visible within individual session details.

Default Feedback responses on Session Details

Custom feedback is captured separately for broader analysis.

Custom Feedback responses on "Feedback" tab