Optional (Admins): Limited Admin Access

Overview of the Limited Admin Access Role

Within your community, you can add admins that have different levels of access. Right now, you have the option to add either "Full Access" or "Limited Access" admins. The theme of limited admin access is that limited admin can view the data in your community, help book appointments for students, create events, and edit the details of their own student interactions. We allow limited admin editing capabilities over their own appointments, events, and check-ins. 

To use this feature, an admin with full access can add limited admin to their Penji Community. To add a limited admin you will navigate to Settings > General Settings > Admin Users > enter in the user's email address and select "Limited Access" for their access level. This is referenced within the help center article, Admins: General Settings, under the header, "Admin Users + Access Level". Any user can be added as a limited admin, like providers, front desk workers, etc. 

A user with limited admin access will log in to https://admin.penjiapp.com/, just like someone with full access. If the new admin already has a Penji Account, they will log in to the admin website with the same Penji credentials. Once logged in, they'll see fewer tabs on the left-hand side compared to someone with full access. The tabs available depend on what modes you have enabled within your community, described below (appointments & sections, events, drop-ins). 

All Modes of Support

Students Tab 

View when looking at the Students Tab

View when you click into a specific student and view the student details 

An admin with limited access will be able to see all of the students within the community. This tab will be available regardless of what modes of support are available within your community. Additionally, limited admins will be able to see all of the student's history and metadata including feedback left from other providers. This view is the same as someone with full admin access.

Appointments and Sections Mode

Sessions Tab

View when looking at the Sessions Tab

View when you click on the "Feedback" view

An admin with limited access will be able to see all of the sessions on the search tab and details in the feedback tab, within the community. This view is the same as someone with full admin access. Limited admin do not have access to the "Manage" tab and cannot export the data or cancel all sessions. 

Note that, a limited admin will only be able to edit the sessions for which they are the provider and cannot click into sessions where they are not. In the screenshot above, you'll notice that the pencil icon is only available for sessions where Talia (the limited admin) is the provider. The edit features available depend on the session's status, as explained in the article, Admins: Appointments Flow, under the header, "Editing Session Details".

On the sessions tab, the limited admin can "Create Session" just like an admin with full access. This feature is explained in the article, Admins: Appointments Flow, under the header, "Admin-Scheduled Sessions". 

A limited admin will not be able to see or use the Session > Sections Tab. However, they will be able to see sessions that are part of a section. 

Events Mode

Events Tab

View when looking at the Events Tab

An admin with limited access will be able to see all of the events on the search tab within the community. This view is the same as someone with full admin access. 

Note that, a limited admin will only be able to edit the events for which they are the provider and cannot click into an event where they are not. In the screenshot above, you'll notice that the eye icon is only available for events where Talia (the limited admin) is the provider. What the limited admin can do in the event details view (once they click into an event) will be the same as an admin with full access. They'll be able to view event details, edit event details, add a student, duplicate the event (to create a similar event), delete the event, view the attendee list, and view those invited. 

On the event tab, the limited admin can "Create Event" just like an admin with full access. This feature is explained in the article, Admins: Setting up an Event.

Waitlists Tab

View when looking at the Waitlist Tab

View when you click on a waitlist entry 

An admin with limited access will be able to see all of the students on the waitlist for all events. This view is the same as someone with full admin access. Limited admin do not have access to the "Manage" tab and cannot export the data. 

Note that, a limited admin will only be able to view the waitlist entries for which they are the provider of the event and cannot click into a waitlist entry where they are not in charge of the event. In the first screenshot above, you'll notice that the eye icon is only available for events where Talia (the limited admin) is the provider. You can reference the event list above under the header, "Events Tab" to see which events Talia is the provider for.

A limited and full admin will be able to view the event details from the waitlist entry, add or remove the student from the waitlist, view the additional events the student is in, and view the additional waitlist the student is on. However, the limited admin will not be able to view in more detail the additional waitlist entries or additional events, if they are not the provider for those events. The second screenshot above highlights the missing eye icon (highlighted yellow) compared to someone with full access. 

On the waitlist tab, the limited admin can "Add Students" to a waitlist just like an admin with full access.

Logs Tab

View when looking at the Logs Tab

An admin with limited access will be able to see all of the event logs on the search tab within the community. This view is the same as someone with full admin access. Limited admin do not have access to the "Manage" tab and cannot export the data.

Note that, a limited admin will only be able to view and edit the logs for which they are the provider and cannot click into an event log where they are not. In the screenshot above, you'll notice that the eye icon is only available for event logs where Talia (the limited admin) is the provider. What the limited admin can do while viewing the log details (once they click into an event log) will be the same as an admin with full access. They'll be able to view any feedback, see the student attendance list, adjust student attendance, and add students retroactively to an event. 

Drop-Ins Mode

Check-In Tab

View when looking at the Check-In Tab

An admin with limited access will be able to see all of the check-ins on the search tab within the community. This view is the same as someone with full admin access. Limited admin do not have access to the "Manage" tab and cannot export the data.

Note that, a limited admin can view and edit the check-ins for which they are the provider or ones that are not assigned to a provider (log mode). Limited admin cannot click into a check-in where they are not the listed provider. Additionally, if the check-in was canceled, and there is no assigned provider, limited admin will not be able to click in and view the check-in.

In the screenshot above, you'll notice that the pencil icon is available for check-ins where Talia (the limited admin) is the provider, and where no provider is assigned (and the check-in is not canceled). What the limited admin can do while viewing the log details (once they click into an event log) will be the same as an admin with full access. The edit features available depend on the check-in mode and status, as explained in the article, Admins: Drop-In Flow, under the header, "Editing Check-In Details".

A limited admin will not be able to see or use the Drop-In > Locations Tab or Drop-In > Provider Hours Tab. These are only available to full admin.