A Pass records that a student has permission to be off-campus or away from their normal schedule — a weekend leave, a college visit, an off-campus meal, a health center appointment, and similar. Passes can be self-activated by students, or set up to require endorsement from guardians and teachers first.
This is different from a simple location check-out (see Signing Students In and Out), which just records a student's current location without implying permission for an absence.
Signing a student out on a pass
From the Home Board, select the student (or students) going on a pass.
Click Pass at the top of the screen.
Choose the appropriate pass type and fill in the required details. Click Save:
If the pass is immediate, the student is marked as on pass right away.
If the pass is set for the future, you can schedule the pass for future
Activating a scheduled pass
When a pass is scheduled, an icon appears under the student's photo on the Home Board. Click the icon to open the pass or you can see the scheduled passes from Location >> Passes >> Requested tab.
If the pass has a future start time, you'll see two options:
Final Approve & Activate Now — activates the pass immediately, from the current moment.
Final Approve & Schedule — approves the pass and lets it activate automatically at its scheduled start time or waits for student to approve the pass on kiosk or using NFC. (depending on setting)
In most cases, staff should click Final Approve & Schedule — it needs no further action once clicked.
☝️ Both paths get you to the same place: opening the icon under the student's photo on the Home Board and going to Location >> Passes >> Requested show and act on the same scheduled pass. Neither is more "correct" than the other — use whichever fits how you're already working.
Ending a pass (signing the student back in)
While a student is on a pass, their card on the Home Board displays in the pass color, so it's easy to see who's currently away. Click the student's photo on the Home Board to open their pass record.
You can also view all active passes from Location >> Passes >> Active tab.
Choose their new location (On Campus, their dormitory, etc.).
Click End Pass to mark the student as back on campus.
☝️ Same idea here: ending a pass from the student's card on the Home Board and ending it from Location >> Passes >> Active reach the same result. Both are valid ways to close out a pass — this article isn't prescribing one over the other.
Tips
☝️ Some passes require guardian or teacher endorsement before they can be activated. If a pass shows "Awaiting Final Approval," a staff member needs to approve it before it can be scheduled — see Approving a Student's Pass Request.
If you need to edit, copy, or delete a pass rather than end it, see Edit, review, or copy your pass.