Asynchronous Writing Help ("Paper Dropoff")

This article is specifically for Admin users. 

Penji does not have a dedicated "mode" for asynchronous help, but a few of our writing center partners have successfully deployed the Penji Appointment mode to meet this need. During the above Penji Weekly, we walk through these different methods.

Method 1: Link from Penji to an out-of-Penji flow

Overview

Penji allows you to add a link to your students’ home screen that directs them to an external tool (such as a Google Form) where paper drop-off is handled outside of Penji.

This method is best for centers that already have an established external submission process.

Setup

• Create or identify your external submission form (e.g. Google Form, survey tool, shared drive workflow)
• In Admin Settings, add a home screen button (via custom button setup)
• Configure the button to link to your external URL
• (Optional) Customize the button label to clearly indicate paper drop-off

What happens next

• Students click the button and submit their work through the external system
• Your team reviews submissions outside of Penji

Completing the session

• If you want to track usage in Penji, manually log sessions:
  • Go to Sessions → Create Session
  • Enter session details after the review is completed (retroactive sessions)

See this form as an example.

The next methods will use Penji’s existing Appointment flow as a workaround for asynchronous paper review.

⚠️ Important Notes:

If you are using Penji's existing appointment flow for asynchronous paper review, you must enable early feedback submission for non-recurring sessions.

Without this setting, tutors will not be able to mark sessions as complete until the scheduled appointment time has passed, even if the review is already finished.

To enable this setting:

• Go to Settings → Sessions

• Scroll to the Feedback section
• Toggle “Allow early feedback submission for non-recurring sessions” ON

This is especially important because asynchronous workflows often require students to select a time that does not reflect when the review actually happens.

2. The main challenge with asynchronous paper drop-off is clarity for students.

What does the time picked mean if they choose asynchronous?

The selected time may not clearly reflect when the review actually takes place. 

To reduce confusion:

1. Use clear, descriptive language in the location name and description
2. Ask tutors to proactively message students to explain the process

Method 2: Use your current appointment setup with an asynchronous location

Overview

This method uses your existing appointment setup, with an asynchronous option added as a location.

Students encounter this option near the end of the booking process.

If you prefer a more visible, dedicated option on the home screen, see Method 3.

Setup

• On the admin panel, add a new location via your Locations CSV
• Use clear labeling, for example:
  “Asynchronous paper drop-off – send your file via chat after booking. Your tutor will return feedback by your selected date/time.”
• Ensure tutors are configured to support this location 

What happens next

• Students book a session using the standard appointment flow:
  • Select course
  • Select time
  • Select tutor
  • Select the asynchronous location
• After booking, students upload their paper via chat
• Tutors review the submission and return feedback via chat

Completing the session

• Tutors log the session and leave internal comments

Method 2 Flow (students' perspective)

1. Students "Pick a Course" / topic
2. Students "Pick a Time" - this screen is a little vague (what does the time I'm picking mean?) but confusion can be resolved by the tutor chatting the student post-request.
   
3. They pick a tutor
4. Students pick a "Location", which you can customize the language for to fit your process.
   
5. Students input "Agenda" information. 
   Because you're not creating a unique appointment button, you'll have to stick with whatever generic questions you already ask here for appointments, rather than tailoring it to asynch. See Method 3 for the alternative.
6. The session is confirmed and lands on the student's home screen. 
   They will go into the session, chat with the "tutor" (the "Paper dropoff account"), and share their file with them for review. 
   Best practice is to also have your tutors chat with students to request their file and explain the return process.
7. The tutor will see a session with "asynchronous" as location and can handle this however you ask them to. Usually programs return the paper by the requested date and time.
8. When the review is complete, the "tutor" can chat with the student and let them know review is complete, and attach the completed document or link to the doc.
9. Finally, the "tutor" will log the session and leave any comments - this data is for the program admins.

To set this up, simply add a location, as shown above, using the "Building" and "Room" fields in your locations CSV.

Method 3: Dedicated paper drop-off button

Overview

This method is very similar to method 2, but introduces a dedicated home screen button for asynchronous paper review.

This makes the option more visible to students and allows you to better guide them through the process. 

This method has the following advantages:

1. A separate button will draw students' attention and reveal this mode more clearly
2. You can adjust the Agenda Screen question copy to explain the process more and ask questions specific to asynchronous

Setup

• Go to Admin Settings → Appointment Formats
• Create a new appointment format (e.g. “Drop a paper off for review”)
• Configure the flow:
  • Use the same structure as a standard appointment
  • Add or assign a location for asynchronous review
• Customize the Agenda screen questions to clearly explain the process
  Example Agenda instruction:
  “Upload your paper via chat after booking. Your tutor will return feedback by the date and time you selected.”

Method 3 Flow (students' perspective)

1. Students select your dedicated button for asynchronous paper review (e.g: "Drop a paper off for review," or whatever copy you feel is most appropriate). 
2. Students "Pick a Course" / topic
3. Students "Pick a Time"
   
4. They pick a tutor
5. Students pick a "Location", which you can customize the language for to fit your process.
   

6. Students input “Agenda” information.
   Because this is a dedicated appointment type on the home screen, the Agenda questions are fully customizable.
   You can edit this in Admin Settings → Appointment Formats and use the question copy to clearly explain the process.
   

7. Once the session is confirmed, it appears on the student’s home screen.
   The student opens the session, uses the chat to connect with the tutor (or shared paper drop-off account), and uploads their file for review. Tutors can also proactively message students to request the file and explain the return process.
8. The tutor will see the session labeled with the asynchronous location and can manage it according to your center’s workflow. Most programs return feedback by the selected date and time.
9. Once the review is complete, the tutor notifies the student via chat and shares the reviewed document or link.
10. Finally, the tutor logs the session and submits any internal comments for program tracking.