Using Proxy Users in Penji

Proxy users are Penji accounts that are used in place of a traditional user account. They allow your institution to represent shared resources, non-human bookables, or operational accounts within Penji while still taking advantage of scheduling and availability features.

Common examples include testing centers, reservable rooms, equipment, or other shared resources.

Common Use Cases

Proxy users are commonly used for:

• Testing Centers – Represent a testing center as a bookable resource rather than an individual staff member.
• Shared Resources – Book equipment such as:
  • 3D Printer 1
  • 3D Printer 2
  • Recording Studio
  • Laptop Checkout
• Rooms or Spaces – Allow students to reserve spaces such as:
  • Room 1
  • Room 2
  • Study Room A
  • Interview Room

These accounts behave like regular Penji users, allowing availability to be configured and appointments to be scheduled against them.

Creating a Proxy User

Proxy users can be created by importing them through your existing Students or Tutors CSV file, depending on how the resource will be used.

When creating a proxy user, the email domain should match your institution's approved domain (for example, @school.edu) so it can be successfully imported.

Logging In as a Proxy User

If you need to log in directly as a proxy user, please contact [e-mail].

Depending on your institution's approval and authentication setup, we can:

• Enable login access for proxy user accounts.
• Disable Single Sign-On (SSO) for specific proxy user accounts, where appropriate.
• Force email verification for a proxy user if the account requires manual verification.

Limitations

At this time, Penji does not support email forwarding for proxy users.

If appointment notifications need to be received by the proxy user, you'll need to use another workflow outside of automatic email forwarding.