Admins: General Settings

Some settings will be controlled by Penji and some will be controlled through the Admin Panel. If you would like to change/update a Penji-controlled setting, listed under the header "Penji Controlled Settings", please email [e-mail] to update the setting. Please include what school and community you would like this to apply to. 

The settings are organized as follows and mimic the order in the admin panel: 

• Penji Controlled Settings
  • Community-Wording
  • User Onboarding Role Selection
  • Allow Users to edit their first/last name
  • Community FAQ Link
  • Community Logo
• Basics - Admin Panel
  • Community Full Name
  • Community Display Name 
  • Community Description 
  • Community Visibility
  • Student Eligibility 
  • Community Unavailable Times
  • Contact Information
  • Calendar invite forwarding email
  • Admin Users
• Student Screen - Admin Panel
  • Student screen buttons 
  • Student request feedback during launch 
  • Student require feedback to continue using
  • Restrict students to enrolled topics (courses, advisors, etc.)
• Provider Screen - Admin Panel
  • Provider screen buttons
  • Provider require feedback to continue using
  • Provider schedule change notification email
• Kiosk - Admin Panel
  • Guest check-in field
  • Student ID Prefix
  • Confirm student check-in details
• Data Dashboard - Admin Panel 
  • Provider Payroll - Student no-show pay minutes 

Penji Controlled Settings 

Community-Wording

Within Penji, we have generic terms that can be customized to best fit your community's needs. For schools with multiple communities, these changes are specific o the individual community. Ultimately, what you decide to call different words in your community should be indicative and useful to your users. 

• Change the "Learn" and "Teach" screen button names on web.penjiapp.com - What you label the "Learn" screen should indicate where students will get help. What you label the "Teach" screen should indicate where providers will manage their sessions and hours.
• Change "Tutoring" - this should be what type of resource you are providing. For example, mentoring, coaching, advising, program navigation, etc. 
• Change "Tutor" - who are your providers? Are the coaches, program staff, peer leads, advisors, etc. 
• Change "Class" - what are students booking help with? This could be changed to course, topic, general study, etc. 
• Change "Materials" - this relates to our "Checkbox" Agenda screen question. We can rename what this question refers to. The word "Materials" will pop up when the question is required, and the user did not fill it out. See the below screenshot. 
  

User Onboarding Role Selection

During onboarding, there is a screen that asks if the user is there to "Learn" or "Teach". These words are not customizable. We have the option to remove this screen entirely, and each user will be directed to the student view (your "Learn Screen") for that community.

Allow Users to edit their first/last name

If you would like the student file from IT to be the single source for a user's name, we will want to disable this. If you would like students to be able to edit their own names, regardless of what is on the IT file, this setting will be enabled. The default for all current/new communities is to keep this enabled. Please email [e-mail] if you do not want students to be able to edit their preferred names. 

Community FAQ Link

This is typically your program website and can be linked to when a user navigates to Help > FAQ & Information.

Community Logo

We can add a logo to the top left corner of the web platform and mobile app. Your logo MUST have a transparent background (.png) and be of a color that works on both a white and a blue background. You can have two logos, one that would work on a white and one that would work on a blue background. 

Basics - Admin Panel

Community Full Name

This will be displayed to students when:

• Students join a new community
• Students arrive at the no times available screen, the community's full name will be listed under the option to check other communities

Community Display Name 

The Community display name is typically shorter than the Community's full name. This will be displayed to students when:

• Students are logged onto the platform, they will see the community display name in the upper left-hand corner
• Students book an appointment, the community's short name will be included in the calendar invite title

Community Description

When students join a new community for the first time, they are shown the community description. We recommend including information that will help the students know what services are available in your community. 

Community Visibility 

You have the option to hide your community from users on the web and mobile app platform. Regardless of if the user is on the provider or student list, they will not have access to see the community. If using the share link to access this community, and the community is hidden, the user will see a pop-up that states, "You are not eligible to view the community". 

Student Eligibility

"Everyone" means anyone that has access to your school (ie. anyone with an @yourcollege.edu email) will also see your community. "Use List" means you must upload a list of students in the Students -> Manage tab who will see your community (useful for private communities like athletics, TRIO-SSS, etc.).

Note, any tutors uploaded through the CSV file import will also be included as eligible users within the "Use List" setting. 

Unavailable times

Use this to close the center for holidays, breaks, or other reasons. Students won't be able to book appointments, join Sections, or attend drop-in hours. For recurring sessions that land on an unavailable date, the system will skip that event and schedule the next one. 

In the above example, the community is closed from Dec 19 2021 through Jan 3 2022 until 8 AM. Meaning, students will be able to book appointments and attend drop-in hours after 8 AM on January 3rd.

Note 1, if a session has already been scheduled, unavailable times will not cancel an existing session. You will want to cancel those manually. 

Note 2, any Event days that fall into the unavailable time will be automatically cancelled and removed from the Learn/teach screens. Students and Providers will receive an email alert that the event that day has been cancelled. Removing the unavailable time will add the Event placeholder card back onto the Learn/Teach screen and a new calendar invite will be sent out. 

Contact Information  

Set the main community contact email. This email will be sent notices when there is a problem with the IT integrations in the community, when your Providers change their availability schedule (if enabled), and when Penji Support needs to loop in an admin to User and Provider Support Tickets. 

Calendar invite forwarding email

From the admin panel, you can designate an email to receive all of the calendar invites for appointments and events (you will receive the calendar invites in the form of an email). This will allow you to see in one calendar view, everything that is going on in your community in real time. Additionally, within the calendar invite, you will be able to see location details including the online link (for example the Zoom meeting link) and the student's responses to the agenda questions.

Admin Users + Access Level

Anyone who has admin access can add or remove admin users. When you add a new Penji Account as an admin, the new user will get an email with a link to create their Penji account and accept admin access. That email will be shown under the "Invites" header, shown above, until they have accepted their invitation.

If the new admin already has a Penji Account, all they need to do is log in to https://admin.penjiapp.com/ with the same Penji credentials as from http://web.penjiapp.com. Every Penji user has the same account but is given different "roles". Penji has four roles: Admin, Limited Admin, Student, and Provider.

You have the ability to determine different access levels for admins. More information on limited admin access can be found in the article, Admins: Limited Admin Access.

Student Screen - Admin Panel

Student screen buttons

Student screen buttons are used by a lot of programs to link to outside tutoring/resources. You can add a student screen button through the admin panel > settings > student screen buttons. This will allow you to add a website (link) to your student's home screen in the form of a Penji button. Here you have the ability to edit the custom student screen buttons shown to students. Please note that this setting will be labeled as the student button within your community, so it might not read as, "Student Screen Button". Within this setting, you can:

• Add new custom buttons
• Edit current buttons (the label and the URL)
• Delete custom buttons
• Rearrange custom buttons
  • Either above or below the available modes of support 
  • Reorder the custom buttons within themselves 

Request student feedback during launch & Require student feedback to continue using

There are three add-ons to require student feedback. Option #2 and #3 apply to both feedback for appointment sessions and sections. 

1. Set specific feedback questions to required - this is available on the admin website, see the setting, "Student Session Feedback (Admin Panel)" linked here. Students will be able to navigate around Penji, but cannot submit their feedback until they have filled in the required feedback - least intrusive. 
2. Request During Launch: Set it so that once a student opens Penji, they will be prompted to submit feedback from their session. However, they can exit the feedback request at any point and provide feedback later.
3. Require to Continue Using: Do not allow students to continue using Penji until they have submitted their session feedback -most intrusive to the student experience.
   • If this is enabled, students will be prompted to fill out the feedback when they log in (see #2 above). 

Restrict students to enrolled topics

Ultimately, this setting will disable the "Edit your classes" option from students' "Pick a Class" screen. Disabling the "Edit your classes" button removes it from students' view, preventing them from editing the list of prepopulated courses they can select to receive support for. Disabling this button is especially useful for centers that only want students to book support for the classes they are enrolled in (i.e., the Course Enrollment CSV is uploaded, or the Course Enrollments data integration is enabled). 

The "Edit your classes" button is highlighted in the screenshot below.

Provider Screen - Admin Panel

Provider screen buttons

Like Student screen buttons, referenced under the header "Student Screen - Admin Panel", you can add a provider screen button for your providers through the admin panel > settings > provider screen buttons, to link our to an external website. Please note that this setting will be labeled as the provider button within your community, so it might not read as, "Provider Screen Button".

These buttons will not be visible to students. A few use cases for this feature are below:

• • If your providers also have limited admin access, you could add a button labeled “Penji Admin” that links to admin.penjiapp.com

  • If your tutors fill out other forms for Payroll, you could link that here

  • Training materials or specific articles from the help center that would help your providers

  • If your tutors check in students for drop-in, you could include the drop-in Kiosk Link

Within this setting, you can:

• Add new custom buttons
• Edit current buttons (the label and the URL)
• Delete custom buttons
• Rearrange custom buttons
  • Either above or below the available modes of support 
  • Reorder the custom buttons within themselves 

Provider require feedback to continue using

You can require that the provider fill out session feedback prior to being able to use other Penji functions. This will affect both sessions and events. Note that this is for the entire feedback log. You can choose to set each custom feedback question as required or optional for both sessions and events (within the admin panel > sessions > provider feedback questions or admin panel > events > provider feedback questions). There is a different setting to require provider feedback for sections, within the linked Hep Center Article under the header, "Enable Section Provider feedback (Penji Controlled)".

Provider schedule change notification email

We can automatically send out an email when a provider adjusts their schedule.

Kiosk - Admin Panel

Guest check-in field & Student ID Prefix

For Drop-In and Event Kiosks, students are able to check in using either their Email or Student ID. If you would like to update this to Student ID, you'll be asked to set the Student ID Prefix, in the setting below "Guest check-in field", which will prefill the start of the Student ID. Please note that for in-person Queue mode locations, we have to check students in with their email since we email them their place in line and notify them when the tutor is ready to start working with them. The "Guest check-in field" setting only applies to kiosks for Drop-in Log mode locations and Event kiosks.

You also have the option to set the main student email domain, for email check-ins. This will preload the email domain for kiosk check-ins. Note that this is a Penji-Controlled setting and you will want to email [e-mail] to adjust the main student email domain. 

Confirm student check-in details - check-in warning

For Drop-In and Event Kiosks, if the Student Data Integration is enabled or if you have manually uploaded a student.csv, Penji will try to connect the Kiosk check-in information to a student Penji account. This happens automatically. If you would like, we can turn on a check-in "warning" which will let students know that we could not confirm what they used to check-in (Student ID or Email) to a Penji account. The warning should decrease the number of students who check in with a too short, too long or incorrect ID number/email.

Data Dashboard - Admin Panel

Provider Payroll - Student no-show pay minutes 

Set the default minutes that should be included for payroll purposes if a student is marked as absent.