Overview of the Limited Admin Access Role

Within your community, you can assign admins with different levels of access. Penji currently offers two admin roles:

Full Access
Limited Access

Limited Access admins are designed for users who need to manage day-to-day interactions without having full administrative control over the community.

With Limited Access, admins can:

View community data
Book appointments on behalf of students
Create events
View and edit the appointments, events, and check-ins that they created or are associated with

They cannot make changes to other admins' interactions or access settings reserved for Full Access admins.

A user with limited admin access will log in to https://admin.penjiapp.com/, just like someone with full access. Once logged in, they'll see fewer tabs on the left-hand side compared to someone with full access.

Summary of Limited Admin Access in Penji

A Limited Admin in Penji has viewing and editing permissions within the community but with some restrictions compared to a Full Admin. Here’s what they can do:

General Permissions:

Log in via admin.penjiapp.com using their Penji credentials.
View all students in the community, including session history and feedback.

Appointments & Sessions:

View all sessions in the community.
Edit only their own sessions.
Create new sessions.
Cannot manage or export session data.

Events:

View all events in the community.
Edit only their own events.
Create new events.
Manage attendee lists, duplicate events, and delete their own events.
Cannot edit or manage events created by others.

Waitlists & Logs:

View all waitlisted students, but only manage entries for their own events.
View and edit logs for their own events only.

Drop-Ins:

View all check-ins.
Edit only their own check-ins or unassigned check-ins (if not canceled).
Cannot manage drop-in locations or provider hours.

🚫 Restrictions:

Cannot manage or export community-wide data.
Cannot edit sessions, events, or check-ins for other providers.
Cannot modify locations, provider hours, or waitlist details for events they are not assigned to.

Limited admins have full visibility but restricted editing capabilities, mainly limited to their own activities.

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

Limited Access admins can view all students within the community, regardless of which support modes are enabled. They can also view each student's history, metadata, and feedback left by other providers. The information available in the Students tab is the same as what a Full Access admin can see.

Appointments and Sections Mode

Sessions Tab

Limited Access admins can view all sessions within the community from the Search tab, as well as session details and feedback. This view is the same as what a Full Access admin sees.

However, Limited Access admins do not have access to the Manage tab. As a result, they cannot:

Export session data
Cancel all sessions

Limited Access admins also can only edit sessions where they are the assigned provider. They cannot open or edit sessions assigned to other providers.

View when looking at the Sessions Tab.

In the example above, the pencil icon is only available for sessions where Talia is the provider. The editing options available depend on the session's status

View when you click on the "Feedback" view

A limited admin can "Create Session" just like an admin with full access.

Events Mode

Limited Access admins can view all events in the community from the Search tab. This list is the same as what a Full Access admin sees.

However, they can only open and manage events where they are the assigned provider. They cannot access the details of events assigned to other providers.

For events they can access, Limited Access admins have the same permissions as Full Access admins. They can:

View event details
Edit event details
Add students
Duplicate the event
Delete the event
View attendees
View invited students

In the example below, the View icon is only available for events where Talia (the Limited Access admin) is the provider.

Events Tab

View when looking at the Events Tab

Waitlists Tab

Limited Access admins can view all waitlist entries in the community from the Waitlist tab. This list is the same as what a Full Access admin sees.

However, they do not have access to the Manage tab and cannot export waitlist data.

Limited Access admins can only open waitlist entries for events where they are the assigned provider. They cannot access waitlist entries for events managed by another provider.

In the first screenshot below, the View icon is only available for events where Talia (the Limited Access admin) is the provider. You can reference the Events section above to see which events are assigned to Talia.

View when looking at the Waitlist Tab

View when you click on a waitlist entry

For waitlist entries they can access, Limited Access admins can:

View the associated event details
Add or remove students from the waitlist
View other events the student is registered for
View other waitlists the student has joined

However, if those additional events or waitlists belong to another provider, the Limited Access admin cannot open or view their details. In the second screenshot below, the missing View icon (highlighted in yellow) indicates entries that the Limited Access admin cannot access.

Limited Access admins can also select Add Students from the Waitlist tab to add students to a waitlist, just like Full Access admins.

Logs Tab

Limited Access admins can view all event logs in the community from the Search tab. This list is the same as what a Full Access admin sees.

However, they do not have access to the Manage tab and cannot export event log data.

Limited Access admins can only open and edit event logs for events where they are the assigned provider. They cannot access event logs for events managed by another provider.

In the example below, the View icon is only available for event logs where Talia (the Limited Access admin) is the provider.

View when looking at the Logs Tab

For event logs they can access, Limited Access admins have the same permissions as Full Access admins. They can:

View feedback
View the student attendance list
Update student attendance
Add students to the event retroactively

Drop-Ins Mode

Check-In Tab

Limited Access admins can view all check-ins in the community from the Search tab. This list is the same as what a Full Access admin sees.

However, they do not have access to the Manage tab and cannot export check-in data.

Limited Access admins can open and edit:

Check-ins where they are the assigned provider.
Check-ins with no assigned provider (Log Mode), provided the check-in has not been canceled.

They cannot open check-ins assigned to another provider. Additionally, canceled check-ins without an assigned provider cannot be opened by Limited Access admins.

In the example below, the Edit icon is available for check-ins where Talia (the Limited Access admin) is the provider, as well as Log Mode check-ins with no assigned provider that have not been canceled.

View when looking at the Check-In Tab

For check-ins they can access, Limited Access admins have the same editing capabilities as Full Access admins. The available editing options depend on the check-in's mode and status, as described in Admins: Drop-In Flow under Editing Check-In Details.

Limited Access admins cannot access the Drop-In > Locations or Drop-In > Provider Hours tabs. These features are only available to Full Access admins.

💡 Pro Tip: If your providers are also assigned as Limited Access Admins, consider adding a custom button to their Provider Portal that links directly to a page in the Admin Panel. This gives them quick access to the admin tools they use most often without needing to navigate there manually. Custom buttons can be created under the Settings > General tab for both the Student and the Provider home page screens.

You can link to any page within the Admin Panel. Simply navigate to the desired page in the Admin Panel (such as Create Session or the Feedback tab), then copy and paste the page's URL when creating the custom button. This gives providers one-click access to the admin tools they use most often and streamlines their workflow.