End of Term Best Practice

How to "Shut Down" your community 

Once a term is over, for example at the end of a semester, some communities might want to shut down and reset Penji for the following term. Below are a few settings/options within Penji to help do this. 

Unavailable Times 

Unavailable times are explained in the following link: Admin Settings Walkthrough. We recommend setting unavailable times for when your center is on "break". Unavailable times will prevent students from being able to book appointments, join Sections, or attend drop-in hours.

Cancel All Sessions 

This can be found within the Sessions tab > Manage > "Cancel All Sessions". You will have to input a reason for canceling, which can be something like, "end of term". The reason for canceling will be shown in the session details. This will cancel all scheduled 1:1 appointments as well as weekly recurring appointments, and all future weekly recurring appointments. See the above video, which walks through how this action affects weekly appointments and 1:1s. 

Clear Provider Availability

You can clear provider availability from the Provider tab > Manage > "Clear Provider Availability". This will not affect already scheduled sessions or future weekly recurring sessions. This will only affect the hours shown to students when they try to book an appointment. If a student tries to book an appointment after provider availability has been cleared, they will see, "Sorry, no times are currently available for this topic.".

Reporting

Check out the available Excel Template Reports to help with end-of-year reporting.