Initial configuration
Access Hall Pass management through your App Dashboard under Features > Hall Pass. From here you can manage live passes, custom reasons, exclusion lists, and site-wide operational settings:
Current Hall Passes tab: View and filter all passes currently active throughout your school in real time.
Issued Hall Passes tab: Review historical pass data with filtering by status (Active, Checked In, Expired, Upcoming), issuer, student, and reason. This screen auto-refreshes continuously.
Student Exclusion List tab: Restrict specific groups of students from having active hall passes at the same time.
Hall Pass Reasons tab: Configure pass reasons, durations, capacity limits, and defaults.
Settings tab: Configure site-wide security PINs, pass replenishment schedules, minimum wait periods, and expiration alerts.
Configuring Hall Pass reasons
Add or customize Hall Pass reasons based on your school's daily movement needs (e.g., Restroom, Nurse, Main Office, Counselor, Library). When creating or editing a reason, configure:
Reason text: The display name shown to staff and students when creating a pass.
Default expiry time (minutes): How long a pass lasts by default when this reason is selected (e.g., 5 minutes for Restroom, 15 minutes for Nurse).
Lock expiry time: When enabled, locks the duration so staff and students cannot change or override the time limit when issuing the pass.
Enforce maximum capacity: Sets a school-wide cap on how many active passes can share this reason simultaneously (for example, limiting restroom passes to 10 students school-wide at one time).
Set as default: Pre-selects this reason automatically across both the Dashboard and the mobile app whenever a new pass is created. The default pass reason can be set by the school to streamline daily pass creation. Default reasons display a Default badge.
Note: "Other" is no longer a permanent built-in reason; it can be edited, renamed, or deleted like any other reason.
Site-wide Settings tab
Click Settings to configure security controls and automation rules:
Security PINs:
Need PIN for issue: Requires a teacher or staff member to physically enter their PIN to approve and issue a pass requested from a student device.
Need PIN for check in: The "Need PIN" option ensures that a teacher or authorized staff member with a PIN is the one physically checking the student back in. If disabled, students can tap "Check In" on their device upon return without requiring teacher PIN entry.
Pass check-in and expiration behavior: Passes do not check in automatically. When a pass reaches its time limit, it expires and remains marked as Expired until a staff member (or student, if PIN check-in is disabled) explicitly checks it in.
Expiration notifications: Keep staff and students informed when time runs out:
Notify students on expiration: Sends a push notification or in-app alert to the student when their pass time expires.
Notify issuing teacher on expiration: Sends an email to the teacher who issued or approved the pass.
Notify these people on expiration: Select specific administrators, deans, or security team members who should receive an email whenever any pass expires across the site. Only accounts with Admin, Teacher, or Staff identities appear in this picker.
Pass details in expiration emails: Expiration alert emails automatically include the student's name, reason, pass start time, and total duration for quick audit review.
Minimum time between passes: Enable Require minimum time between hall passes and enter a duration (e.g., 60 minutes) to prevent students from requesting consecutive passes back-to-back.
Pass limits and scheduled auto-reset:
Set the default pass balance assigned to students (default: 10, maximum: 99).
Scheduled auto-reset: Automatically replenish student pass balances on a recurring schedule (such as resetting to 3 passes every weekday morning at 7:00 AM, or replenishing weekly) without requiring manual administrator updates.
Security PIN setup
Security PINs prevent students from approving their own passes on shared classroom devices or personal Chromebooks. To make it easy for staff to set and maintain their PINs, they can be configured directly in the person record, in their staff profile, or within the mobile app.
Administrator-managed PINs:
Administrators can set or update a staff member's 4-digit PIN directly in their Person Record under Site Management > User Management / Manage People, or set a shared site-wide PIN.
PINs synced from your student information system (SIS) display in the staff profile but cannot be manually overridden if managed by sync.
Staff self-service PINs:
In the Staff Profile (App Dashboard): Navigate to Profile > Personal Data > Security PIN, enter the desired 4-digit PIN, and click Save Changes.
In the Mobile App: Open the mobile app, go to Profile / Settings, enter the Security PIN, and tap save.