Admins: General + Setup FAQ

What video calling platforms are supported?

For appointments: Zoom, MS Teams, GoBoard, and WebEx. For drop-in: Zoom, MS Teams, GoBoard. You can set these up yourself in your Locations CSV file.

Note, MS Teams is not supported for Drop-In locations. You will get a similar error message if you try to set up a Drop-In location with MS Teams: "Expected "Kind" to be "Physical" for in-person, "Zoom", "Webex", or "GoBoard". "Kind" is now required for all locations, and locations previously entered with a blank value must now be entered as "Physical" to remain as in-person. Received: "Teams"."

How are Video call links created for calls between a student and provider?

• For Zoom, providers will input their personal zoom room information in Penji settings. This can also be a recurring open zoom meeting if you'd like to avoid personal zoom rooms.
• For GoBoard, a fresh link will be generated for every call based on your university's GoBoard account (these are free by the way, we can introduce you to the company).
• For MS Teams, providers will authorize their MS Teams account in Penji settings and new links are generated for each meeting.

The above items are true when using Penji for both drop-in and appointments. Note, MS Teams is not supported for Drop-In locations. You will get a similar error message if you try to set up a Drop-In location with MS Teams: "Expected "Kind" to be "Physical" for in-person, "Zoom", "Webex", or "GoBoard". "Kind" is now required for all locations, and locations previously entered with a blank value must now be entered as "Physical" to remain as in-person. Received: "Teams"."

Can I disable my community, ie. prevent it from being live?

Yes. In Settings, you can adjust the "Community Eligibility" field to "Use List". This means you'll upload a list of students in the Students tab who are eligible to see your community. Just don't upload a list, or upload just yourselves and providers, to limit access.

Should I use a single community for these centers, or multiple?

This decision hinges around how different the designs of a given center, or unit, are. You can think of a community like a folder on your computer - use it to group related content. Consider:

• Courses supported: if one unit wants to support course codes (eg. CHEM 1301) while another topics (eg. Editing, Grammar), then you'll definitely want two communities, as each community can maintain different course/topic lists. If they both use course codes, however, and there is some overlap in courses supported, one community would be possible.
• Modes supported: if one unit wants to do drop-in, while another wants to do appointments and groups, two communities might make session.
• Topics covered: if one unit handles writing exclusively while another is math, those are quite distinct in their experience and style. If one is math and one is general STEM, however, and the above items have some overlap, you could consider grouping them into a single STEM or Tutoring community.

Students see other communities very visibly in their Penji experience, so as long as it is aptly named ("The Writing Center", "Study Skills Coaching") they will discover it.

Penji has to build new communities for you, so reach out to us with requests on this front.

I see there are two different locations CSVs, one for drop-in and one for sessions. Are there also two Courses CSVs for each mode? Tutors?

We go with a single CSV for the entire system when we can - courses, tutors, and students cover all modes. Locations however requires two CSVs as they have significantly different attributes and are treated as distinct locations in the app. 

Can I add myself as a tutor?

Yes, and this is highly recommended for testing. Your admin account can act as a student and tutor as well (by logging into web.penjiapp.com instead of admin.penjiapp.com). Add yourself as a tutor and role-play some interactions with colleagues.

For usage limits, what is considered the week? 

Penji runs on a Sunday - Saturday weekly calendar.

Do I have to upload the same location twice, once for Sessions (appts and sections) and once for Drop-in?

Yes, you do. An appointment location and drop-in location have different configurations and settings, and so if you have "The Learning Center" as a physical space, you'll need to upload it under both the Sessions heading and the Drop-in heading.

How is the "Joined Courses" column populated within the student export? What does it mean?

Joined courses are specific to a community and can come from two sources. The first would be if the course enrollment data integration is on, which auto-joins students in courses. The second would be based on what classes a student has selected while interacting with the Penji app. Overall, the listing of joined classes is a combination of the courses that students have manually or automatically joined in a specific community.

It is safe to assume that if a student has no joined courses they have not used your services.