🧭 Navigate to the Admin Console > Passes/Excuse > Select a Pass/New Pass > RULES
⚠️ Note: When you save changes to a pass type's rules, a confirmation prompt will appear reminding you that your updates apply to new passes only. Passes already in the system — whether requested, scheduled, or active — will continue running on the rules that were in place when they were created.
☝🏽 One exception. The automation Automatically end the pass when the location changes or another pass is activated is applied straight away to passes that already exist — anything currently pending, awaiting resubmission, scheduled, approved or active picks up the new setting. Every other rule on this tab affects new passes only.
There are 3 main heads under the RULES tab of a pass type, we will learn about each of them in this support article :
Set automations to streamline this Pass
Automatic activate at start time
Automatically end the pass when the location changes or another pass is activated.
Automatic end pass at end time
Allow recurring passes
Send reminder when pass is about to end
Send reminder when pass is about to start
Send reminder when pass is late
Start time rules
End time rules
Limit amount of Passes
Pass activation rules
End date must be the same as start date
Ignore this Pass from class schedules
Automations
Automatic activate at start time
ON - will activate the pass automatically at the scheduled start time.
OFF - will not activate the pass automaticallyDefault Status - OFF
Automatically end the pass when the location changes or another pass is activated
ON - will end an active pass when the location is changed or when another pass is activated by the student or by any staff member.
OFF - pass won't end when a location is changed + will allow multiple active passes
Default Status - ON☝🏽 Unlike the other rules on this tab, changing this automation also updates passes that already exist — any pass currently pending, awaiting resubmission, scheduled, approved or active will start following the new setting.
Automatic end pass at end time
ON - an active pass will automatically end on schedule end time
Option 1 - Student check-in to ________ when pass ends
-allow to select a default location when the pass ends automatically
Option 2 - Do not check student into a new location when pass ends.
-no location is required when the pass ends automatically
OFF - will not end the pass automatically
Default Status - OFF☝🏽 This automation uses the pass's scheduled end time, so the pass type needs an End Time field enabled on the Form Builder tab — that is why you see an "end time required" message if it is missing. If you want every pass of this type to end at the same time each day (for example 4:00 PM, or the end of the school day), set an End time rule to At that time — see Rules below.
Allow recurring passes
ON - start and end time should be checked as required on the Form Builder option, once enabled will show the recurring option while applying a pass.
OFF - will not show the recurring option while applying for a pass.
Default Status - OFF
Notifications
Send reminder when the pass is about to end
- allows to send reminders via email or push notification to students and parents before the pass end time in minute/hour/day/week
- any number of reminders can be set
Send reminder when pass is about to start
- allows to send reminders via email or push notification to students and parents before the pass start time in minute/hour/day/week
- any number of reminders can be set
Send reminder when pass is late
- allows to send reminders via email or push notification to students and parents when the student is late the is after the pass end time in minute/hour/day
- any number of reminders can be set
Rules
Start time rules
- allows to set start time rules when the pass is being applied
- if the rule is enabled then a pass can only be scheduled/activated if the start time is set to adhere to the set rule
-Can only start rules can be applied for After, At, Before, Between time
-Repeat rule is Everyday or Set days
-Applies to All Roles or combinations of Students, Staff, Parents, Kiosk/Checkpoint (iOS App), Public App Link-Hard Rule - to make the above rules optional or mandatory
Option 1 - Users cannot bypass this rule
Option 2 - Users can bypass this rule but they will be alerted
End time rules
- controls what end time can be set when a pass of this type is created or requested
- this is the setting to use when you want a pass to always end at a particular time — for example an End time rule of At 4:00 PM for a pass that should finish at the end of the school day
- if the rule is enabled then a pass can only be scheduled/activated if the end time adheres to the rule
- the rule can be set as After, At, Before or Between a time
-Repeat rule is Everyday or Set days
-Applies to All Roles or combinations of Students, Staff, Parents, Kiosk/Checkpoint (iOS App), Public App Link-Hard Rule - to make the above rules optional or mandatory
Option 1 - Users cannot bypass this rule
Option 2 - Users can bypass this rule but they will be alerted
☝🏽 End time rules work alongside the Automatic end pass at end time automation above: the rule governs what the end time is, and the automation ends the pass when that time is reached. Both need an End Time field enabled on the Form Builder tab.
Limit amount of Passes
- limits the number of pass a student can have for Day/Week/Month for All Students or based on tags or houses
- default when enabled is Limited to 1 Pass daily for all students
Pass activation rules
- requires start time as mandatory on Form Builder tab + Students or kiosk/checkpoint can activate scheduled passes on Workflow tab
- when enabled this option will force Students to only activate scheduled passes within set hours before the start time
End date must be the same as start date
- required end time as mandatory on Form Builder tab
- when enabled this option will force the person creating a pass to keep the start and end date same
- useful for any pass that should never run overnight, such as a pass that ends at the end of the school day
Ignore this Pass from class schedules
- when enabled, the pass will not excuse the student from the roll checks taken on Orah