Welcome to Penji!
What is Penji?
At Penji, we provide students with an easy way to access the different resources on campus as well as help streamline administrative efforts. Students can login to Penji through our mobile and webapp, where we offer modern, mobile-first scheduling. This includes direct booking from calendars, drop-in checkins, group sessions, in-app chat, session reminders, user feedback, and more.
Our platform can support advising, tutoring, coaching programs, and other resource centers on campus. Each center can be segmented into separate communities, allowing for customization between centers, all within a unified front to students.
From our team to yours, Welcome to Penji!
Penji has two levels to its structure, School and Community:
This is the overarching unit within Penji. There will always be one school, but each school can have multiple communities. Users will login to Penji using the school's Single Signon system, and once authenticated, will be let into the school's Penji environment, where they will see all of the available communities.
Within a school, users will see one or more "Communities". These generally correspond to distinct support centers at the school, eg. the Learning Center, the Engineering Advising Center, the Peer Mentoring Program, etc. In essence, a community is a distinct, fully customizable instance of Penji, each managed by one or more admins. Many schools have multiple communities, and some have 10 or more.
We organize Penji Users into three categories: Admins, Providers, and Students. Every Penji user has the same account/credentials but is given different "roles". What a user can see and where they can log in will be dependent on their role, meaning the level of access they have.
Admins are users who review community data and update community settings. An Admin is considered to be anyone added as an Admin User through the admin website. Admins have the highest level of access and are the only users able to login to the admin website.
Provider is the general term for users whose role it is to help students with the resources in that community. A user is considered a Provider if listed within the Provider CSV file (see the article Admins: Providers Setup (Tutors, Advisors, Coaches, etc.). Providers are able to access all parts of the Penji Website and the mobile app ("Learn" and "Teach" screens). Providers do not have access to the admin website unless added as an admin.
- Note, that the word "Provider" can be renamed, throughout your entire Penji Community, to something like Tutor, Mentor, Advisor, Staff, etc. This change would only affect your community, not the full school.
Students are users seeking community resources. They have the lowest level of access and are only able to access the "Learn" screen on web.penjiapp.com and the mobile app.
- Admin Website: http://admin.penjiapp.com
This is where all of the data is stored, and where admin can customize their Penji Community
- Access: Admins
- Penji: http://web.penjiapp.com or the Penji mobile app
This is where students will seek help and where providers will see their upcoming sessions and manage their hours
- Access: Admins, Providers, and Students
Modes of Support in Penji
Penji has three modes of support: Appointments, Drop-In, and Sections (groups). Each of these three modes can coordinate in-person support, online support, or a hybrid of the two. Each mode also has different ways it can be used, creating a large combination of possibilities!
- Appointments - Appointments Flow Article
Appointments in Penji allow students to book times directly with providers. Providers will set their appointment calendars via the "Teach" screen in their app, and students can book times from their calendars. These are usually one-on-one but can also be small group. Students usually request an appointment which is then confirmed by the provider, but "auto-accept" can be turned on. Admins can also create sessions for students (Sessions > Create Session, in your admin panel).
- Drop-In - Drop-In Flow Article
Admins configure a unique set of drop-in locations, providers set their hours for each drop-in location, and students can browse the opportunities for drop-in support for a given class using Penji. Drop-In has two modes, Log and Queue mode. "Log Mode" has a Kiosk that can be loaded onto any device via a browser to collect check-ins to a physical location. "Queue Mode" also has a kiosk, but students are placed in a queue after check-in and given a wait time; providers work through students in the queue one by one.
- Sections (aka. groups) - Sections Flow Article
Sections can be admin-managed or provider-managed group sessions. Through Penji, students can register for a section and providers can log attendance for that section. Sections have some overlap with Appointments, for example, a student's registration for either mode is called a "Session" and has similar data attributes.
Where to start?
Once your community has been delivered, and you have read through this article, we recommend completing the Penji Quickstart Exercises to get your bearings on how Penji works and to test out the different modes. These exercises will utilize logging in as an admin, student, and provider.
Understanding web.penjiapp.com (& mobile app)
This article references the "Learn" and "Teach" screens. These are the generic Penji terms and can be customized to best fit your community. For schools with multiple communities, the "Learn" and "Teach" buttons do not have to be the same, they are community-specific. Ultimately, the names of the buttons should indicate where students will get help ("Learn" Screen) and where providers will manage their sessions and hours ("Teach" Screen).
Other examples include:
- "Learn" Button --> "Student", "Get Help", etc.
- "Teach" Button --> "Advisor", "Staff", "Mentor", etc.
Overview of web.penjiapp.com
When a student logins to Penji, they will see their "Learn" screen. If a user is also approved as a provider, they will be directed to the "Teach" screen when they login.
The following is a brief navigation of the student "Learn" screen and Provider "Teach" screen
"Learn" Screen Navigation
You will want to make sure you are on the "Learn" Screen. To determine which screen you are on, look for the blue Penji Highlighting, as shown in the below image (left navigation panel).
The above is a screenshot of a student's Learn Screen.
- The top red box represents the different modes of support offered within this community. Below the different modes, is an example of a custom link, which could be above or below the support modes. These options change based on what options are available within your community.
- The modes of support in this community are listed below:
- Schedule a single 1-on-1 appointment
- Asynchronous paper drop-off
- Join a workshop
- View drop-in schedule
- The "Center FAQ and Policies" is a custom learn screen button. More on custom buttons can be found in, Admins: General Settings. Selecting that button will direct students to a different website.
- The modes of support in this community are listed below:
- The "Your Tutors" shows what providers the students last interacted with. From here, students can easily select a provider and chat with them. Through chat, students can also upload a document and share an image. The word "Tutors" can be renamed to something else that best fits the name of the providers in your community.
- The "Your Activity" will list out past sessions where the student needs to submit feedback and any other upcoming future sessions. Students will be able to click into their upcoming session cards to see the details of their session (date, time, provider, location, etc.).
To read more about the student experience, check out the following articles:
"Teach" Screen Navigation
You will want to make sure you are on the "Teach" Screen. To determine which screen you are on, look for the blue Penji Highlighting, as shown in the below image (left navigation panel).
The above is a screenshot of a provider's Teach Screen.
- The top red box represents the different modes of support offered within this community, that the provider can have hours in. Within this community, the provider can select to either view their hours or edit them (if allowed by admins).
- For Drop-In purposes, the provider will also check-in at the start of their shift here.
- The "Your Students" shows what students the providers last interacted with. From here, providers can easily select a student and chat with them.
- The "Your Activity" will list out past sessions where the provider needs to submit feedback and any other upcoming future sessions. Providers will be able to click into their upcoming session cards to see the details of their session (date, time, student, location, etc.).
To read more about the provider experience, check out the following articles:
The above image is currently on the "Learn" screen, however, the same items listed below apply to the "Teach" screen. There is the same general navigation on both the "Learn" and "Teach" screens.
- The community name will always be in the upper left-hand corner.
On the left-hand side menu, you have the ability to toggle between:
- "Learn" and "Teach" screens: The name of the tabs is customizable and should indicate where students will get help (Learn Screen) and where providers will manage their sessions and hours (Teach Screen). Both screens are specific to whatever community the user is in.
- Help: Here is where students and providers can report a problem to Penji Support. More information can be found in the article, Students: How to Get Help & Settings.
- Settings: Here students and providers can delete their accounts, update any location links and log out. More information can be found in the articles, Students: How to Get Help & Settings and Providers: Setting up Zoom in Penji.
- Different Communities: Students and providers have the ability to toggle between different Communities available at their school. In the above example, they have access to "The Tutoring Center", "Peer Mentoring", "Your Advisor: David Brookshire" and the "Financial Aid" community. Tapping any of the other communities on the left-hand side menu will allow them to switch to that community, which will likely have different options of support available.
On the top-right, you can select:
- Chat: There is a chat icon where students and providers can view their chat history. This is shown with the message bubble, and orange 3 over it - in this community there are 3 chat notifications that have not been viewed.
- Notifications: To the right of Chat, you'll see a bell symbol. Here students and providers can view a list of quick notifications like canceled sessions, when their drop-in time is ending, and requested sessions.
- Profile Icon: Students and providers can view or edit their profile by selecting view profile > edit profile. The profile icon also provides students and providers the option to log out of their accounts.
Overview of the Penji Mobile App
The same detailed information about the Learn Screen, Teach Screen, and General Navigation above applies to the mobile app. See the below video for how this looks on the Mobile App.
Admins - Your Data Dashboard and Admin Panel
The data dashboard and admin panel can be reached at http://admin.penjiapp.com. As a reminder, an admin can invite other admins, and add as many as they would like. Each community has its own data dashboard and admin panel view independent of all other communities at the school.
The Data Dashboard is a collection of charts and tools we've given you to visualize your data. It is a growing set of reports with adjustable filters that are viewed in real-time (rather than configuring and exporting to PDF). The Data Dashboard is derived from your session and check-in detail. More information on each tab within the dashboard can be found within Admins: Data Dashboard.
The admin panel is shown in the above image, the left-hand side menu, and has the following tabs:
This tab shows a list of students who've signed into Penji at least once, as well as presents the ability to upload a list of students who are eligible for your community.
- Courses (can be renamed, for example to Topics, Categories, etc.)
Students will search for support in a given course or topic, which come from the dataset you'll view and upload on this tab. This data can be automatically imported from IT if desired.
- Providers (can be renamed, for example to Tutors, Advisors, Coaches, etc.)
You'll add eligible providers on this tab, certifying them for certain courses/topics along the way. When these users arrive in Penji, they are welcomed as a provider, and after they input some available hours, they'll show up for students to work with in any given mode.
- Locations (Sessions)
View and upload locations which you'd like to host appointments and sections at.
View and upload Sections (group sessions, led by a provider) for students to join; also upload student invites to these groups to auto-send email invitations and pre-populate the attendance log that the provider will complete for each session.
This tab contains the records (data) from the Appointments and Sections modes. Each row represents a single students interaction with that mode, eg. Jennifer, CHEM 1133, SI Section 3, Joined ____, Marked as Present, Feedback:, etc.
- Locations (Drop-in)
A unique set of locations for drop-in support. These locations have special characteristics and settings like a Kiosk URL that can be opened on your front-desk computer.
- Provider Hours (Drop-in)
View drop-in hours that providers have added to each location, and view provider check-ins / check-outs to these rooms (ie. clocking in and out for their shifts).
This is where you'll find your drop-in data, a record of student check-ins to your various locations.
Configure your program, including items like provider maximum hours worked, automatic no-show handling, contact emails for problem reports, etc. Follow the links below to specific mode settings, found both in the admin panel and controlled by Penji.
To stay up to date on all things Penji, sign up for Penji Weekly: Sign Up! Every week we talk about new features, company updates, industry trends, and bring on guest speakers. Most videos are also recorded and posted if you cannot make the live Penji Weekly. Recording of old shows can be found here: Penji Weekly - Past Shows.