Manually Uploading Enrollment Data (Course/Topic)

Introduction

Uploading the Course/Topic Enrollment CSV allows students to see their enrolled courses or topics automatically during appointment or drop-in booking—no need for them to search manually.

For smaller communities, a manual upload of this CSV is typically sufficient.
If you're working with a large student list, Penji can help set up an SFTP data integration with your IT team to automate course/topic enrollment.

Enrollment data can come from:

• A manual upload via the admin panel, or

• IT-provided data synced through integration

Both sources populate the same list of student-course/topic associations.

Where is the Course/Topic Enrollment CSV located?

You can find the Course/Topic Enrollment CSV by navigating to:
Courses (or Topics) > Manage > Import Course Enrollment

This section appears below the standard Course/Topic import area.

Important: Be sure to upload your Courses/Topics CSV (the full list of available options) before uploading the Enrollment CSV.

In some Communities, these are labeled as "Topics"—so you may see "Topics" and "Topics Enrollment" instead of "Courses."

Filling out the Course/Topic Enrollment CSV

NOTE: Before you fill out the Course/Topic Enrollment CSV, please make sure you've filled out and uploaded the Courses/Topics CSV (the list of courses/topics) you want to reference!

Step by Step:

1. Download the template
   • Go to Courses/Topics > Manage > Import Course Enrollment
   • Click Download Template CSVOnce you open the CSV file, you should see the following view: 
     
     Figure 1: Course Enrollment CSV template with some example rows filled out.
   • The main two columns you'll need to fill out are Course/Topic and Student Email. Student SSO ID is optional. 
2. Fill out the rows with courses/topics and the email addresses of the students enrolled in them.  
   Figure 2: An example of a Course Enrollment CSV that's been filled out. Both [e-mail] and [e-mail] are enrolled in CHEM 101. [e-mail] is the only student enrolled in MATH127 and FAFSA Completion, whereas [e-mail] is the only student enrolled in ENL10A.  
   • Note #1: Enter Course/Topic codes using the exact format from your Courses/Topics CSV:

     • • Example: "CHEM" + "101" = CHEM101

       • For general topics like “FAFSA Completion” with no course number, just use the topic name exactly as listed in your Courses CSV.Subject Abbreviation + Course Number (no spaces).

   • Note #2: Do not combine multiple courses or students into a single cell. Each row must only include one course/topic and one student.
3. Once finished, save the file. Import it into Penji by click Choose File > Import Course/Topic Enrollment CSV. 
4. You can view which students are enrolled in what courses/topics by going to the Courses/Topics > Enrollment tab. 
   
   Figure 3: Courses > Enrollment tab is highlighted along with two students' emails and their respective enrolled courses. 

Student View

After uploading the enrollment data, whether by manual upload or IT integrations, students will be able to see their available courses in the "Pick a Course" (or "Pick a Topic/Subject/etc) screen across both appointments and drop-in.

Enrolled Topics/Courses

• What it is:
  Topics or courses the student is officially enrolled in, based on the Course/Topic Enrollment CSV or your IT integration.

• Where it comes from:
  Uploaded by admins through the Enrollment CSV, or auto-synced from your student information system (if integrated).

• Why it matters:
  These are personalized to the student. If “Restrict Students to Enrolled Courses/Topics” is enabled, only these topics will be available for booking.

---

Pinned Topics/Courses

• What it is:
  Topics the admin has manually selected during course upload.

• Why it matters:
  Quick-access shortcuts. Even if not enrolled via CSV, students can see the pinned topics the admins want them to see.

---

Popular Topics/Courses

• What it is:
  A general list of the most commonly selected topics across the Community.

• Where it comes from:
  Determined by system-wide data on what other students are selecting most often.

• Why it matters:
  Helps new or unsure students quickly spot high-demand topics.