When you create a new pass type, you can choose from five ready-made templates — Early Dismissal, Late Arrival, Full-Day Absence, Partial-Day Absence, and Multi-Day Absence. Each template pre-fills sensible defaults and shows only the settings relevant to that pass type, so setup is faster and required fields are never missed.
The original custom flow is still available if you need a pass type that doesn't fit any template. Select Custom when prompted.
Getting Started
Go to Admin Console → Passes
Click Create New Pass
Select Create from Template and choose your template
Work through the four steps: Pass Details → Form Fields → Rules → Review
Click Save on the Review screen when done
The Summary panel on the right updates in real time as you make changes — use it to check your configuration at a glance before saving. The Pass Request Preview tab shows exactly what the form will look like when someone fills it out.
Toggle on Tips (top-left of the wizard) at any time to show a short explanation beneath each setting.
Step 1 — Pass Details
Pass Details covers the pass identity, who it applies to, and the full approval and activation chain.
Pass Display
Title — The name of the pass as it appears across Orah: on rolls, student tiles, the kiosk, and reports. The template pre-fills a suggested name (e.g. "Late Arrival") — you can keep it or rename it to match your school's terminology.
Description — A short explanation of what the pass is for. This is visible to staff and admins only; students and parents won't see it.
Display colour — Pick a colour to help staff identify this pass type at a glance on the Homeboard and student tiles.
Pass Access Settings
Which students can be assigned to this pass? — By default this is set to All Students. Toggle it off to restrict the pass to specific houses or groups (e.g. boarding students only). Students not covered by the assignment won't see this pass type when submitting a request.
Does this pass impact class attendance? — When ON, any student with an active pass during class time will be marked as excused on the roll. Note: two overlapping passes that both impact attendance cannot be held at the same time. Turn this OFF for passes that shouldn't affect roll-taking (e.g. a quick errand that doesn't excuse a student from class).
Workflow
This section controls who can request, endorse, approve, and create passes of this type.
Who can request this pass?
Choose which roles can submit a request: Students, Parents, and/or Secure Parent Link. When any of these are enabled, the pass will require manual approval by a staff member before it is logged. Students or parents who can request a pass cannot also be selected under "Who can create" — the two options are mutually exclusive.
Require someone to sign off before this pass is approved (Endorsement)
Toggle this ON to add an endorsement step before the final approval. You can then specify which staff members, parents, or guardians need to confirm their endorsement of the request. Endorsements can be ordered so that one person must sign off before the next is notified.
Who can approve this pass?
Choose between Any Staff with permission (the default — any staff member who has leave-management access can approve) or Specific Staff or User Roles to restrict approval to named individuals or a particular role. Once a staff member approves, the pass is confirmed and logged.
Who can create this pass?
"Create" means bypassing the request stage entirely — the pass is created and scheduled immediately without waiting for approval. Options include Any Staff with permission, Specific Staff, Specific User Roles, Students, and Parents. Note: parents and students can only be added here if they are not already enabled as requestors for this pass type.
Step 2 — Form Fields
Form Fields controls what information is collected when someone fills out a pass request. Each field can be set to Off, Optional, or Required.
Fields marked Required by Preset (shown with a lock icon) are locked on by the template — these are fields the template considers essential and cannot be turned off. For the Late Arrival template, these are:
Reason — The attendance reason that will be applied to any class rolls the student misses or is late to. Click Set Reasons to choose which reason codes are available, set a default, or create a new one.
School Start — Automatically uses your school's configured start time. The pass will begin at this time.
Estimated Arrival — When the student is expected to arrive at school. The pass will automatically end at this time by default.
Additional fields you can set to Optional or Required:
Locations — Where the student will be while on the pass. Click Set Locations to define which location options appear.
Additional Notes — A free-text field for any extra context. Off by default.
Address — The address of where the student will be while on the pass.
Host Details — Who will be responsible for the student while on the pass.
Arrival Transport — How the student will arrive at school. Click Set Transport Options to configure the available choices.
Meal Options — Whether the student will require a meal when they leave or arrive. Can only be set to Optional (not Required).
Checklist — Custom checkboxes that applicants must check off when requesting the pass — useful for acknowledgements or steps you want them to confirm. Click Set Checklist to configure. Can only be set to Optional.
Attach File — Allows applicants to upload a file with their request (e.g. a doctor's certificate).
Step 3 — Rules
Rules configure how the pass behaves automatically and what constraints apply when it's created.
School Day Parameters
When does the school day start? — Set the time your school day begins. This is used to determine when the pass automatically activates. Toggle Same time every day on for a fixed daily start time, or off to set different times per day of the week.
Automation Rules
Allow pass to be recurring — When ON, staff or students can set this pass to repeat on a schedule (e.g. a weekly medical appointment). Off by default.
Requires manual activation — By default, this pass automatically activates at the start of the school day. Toggle this ON if you want a staff member or kiosk to manually activate it instead — useful when you want to capture the actual arrival time rather than the scheduled one.
Requires manual ending — By default, this pass automatically ends at the student's estimated arrival time. Toggle this ON if you want the pass to be ended manually by a person or a kiosk.
When the pass automatically ends — If the pass ends automatically, choose whether to check the student into a location (select which location from the dropdown) or end without a location check-in.
Notification Settings
Notifications — Toggle ON to send automated reminders to students and/or parents when the pass is about to start or end. Off by default. Detailed reminder timing and recipients can be configured after the pass type is saved.
Submission Rules
Allow parents to submit this pass after the event has occurred — When ON, parents can submit a pass retroactively (e.g. excusing a student who has already arrived late). When OFF, the pass must be submitted in advance. Off by default.
Step 4 — Review
The Review screen gives you a full summary of every setting you've configured before saving.
The Summary tab lists all your choices: assigned students, who can request/approve/create, form fields and their status (Required/Optional), and which rules are active. The Pass Request Preview tab shows the form exactly as it will appear to someone submitting a request.
Use the left-hand navigation to jump back to any section and make changes. When everything looks right, click Save.
Note: Changes made to a pass type after saving apply only to new passes created from that point on. Passes already in the system — whether requested, scheduled, or active — continue to run on the settings they were created with.
Related Articles
Pass Type - Rules — full reference for all rule options in the custom flow
Customizing a Pass Workflow — deep dive on endorsements and approval in the custom flow
How to Create a Late-to-School Pass for Kiosk Check-In — worked example using the Late Arrival template