Use Case (Admins): Appointments - Asynchronous Writing Help ("Paper Dropoff")

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

Penji can input links onto your students' home screen that will send them to a URL. Some centers have chosen to link students to a Google Form or other survey tool that has some other process for paper dropoff in it. The downside to this method is that you don't have your usage data within Penji; you could however log these sessions in Penji manually using the Create Session button (if you use appointments elsewhere).

You can record any asynchronous visits that are outside of Penji after the fact in the Sessions -> Create Session flow.

See this form as an example, and email [e-mail] to request a link with a certain copy and associated URL.

Method 2: Same appointment flow, but add paper drop-off location

In this method, we add a location option for asynchronous that students will discover alongside your other appointment locations, late in the flow. If you want a dedicated button for asynchronous on the home screen, skip to method 3.

For this method, add a location labeled "Asynchronous paper dropoff - send your file via chat once this session is created and it'll be returned by your selected date/time" is added to your locations list. Students will discover this location when booking a tutor (tutors can opt out of the location if desired) and decide if it fits their needs.

The key thing to note with this method is it does not publicize the option of paper drop-off on the student's home screen. They will "discover" it near the end of the appointment flow.

IMPORTANT NOTE: The challenge with the following methods is clarity for students. What does the time picked mean if they choose asynchronous? You will help clarity by adjusting the copy of (1) the location (as shown above), (2) the Agenda screen questions (only possible in Method 3, see instruction item six of that method), and (3) asking tutors to proactively chat with students to explain the process. 

Method 2 Instructions

1. In this method, you'll use the same existing appointment flow being used for synchronous sessions, but now a new location appears towards the end of the flow for students. 
2. Students "Pick a Course" / topic
3. 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.
   
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 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.
7. The session is confirmed and lands on the student's home screen. They will then 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.
8. 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..
9. 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.
10. 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

This method is very similar to the above method, but instead of relying on your pre-existing appointment buttons, you can make a separate button for asynchronous writing support,

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

Method 3 Instructions

1. You can add a new button to students' home screen titled "Drop a paper off for review" (or whatever copy you feel is most appropriate). Do this in your Admin Settings -> Appointment Formats.
   
2. Students "Pick a Course" / topic
3. Students "Pick a Time" - this screen is a little vague (what does the time I'm picking mean?) but confusion is resolved on the next screen.
   
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, a screen that is fully customizable. You can edit the copy in your Admin Settings -> Appointment Formats, and you can choose to explain the process further in the question copy to eliminate any confusion, eg. "Upload your paper via chat after completing your request, and your tutor will return it by the date and time you selected."
   
7. The session is confirmed and lands on the student's home screen. They will then 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.
8. 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..
9. 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.
10. Finally, the "tutor" will log the session and leave any comments - this data is for the program admins.