This article explains how to set up and use the public request link for passes/leaves. Schools will be able to set up the public request link which will allow approved contacts to submit passes for students without the need for them to create a family or parent app account. This can potentially replace Google forms.
3 major settings to enable public request link from approved contacts :
- Setting up a Public Request Link in the Pass Settings
- Mark Contacts As Approved
- Sharing the Public Request Link
Setting up a Public Request Link in the Pass Setting
Go to the Passes page in the Admin Console
Select the pass type you want to enable the public request link*
Jump to the 5th section Workflow
Under the 1st option 'Who can request this Pass?'
Click on Add Role ⊕
Select 'Public Request Link (Approved Contacts or Family App users)'
Add an optional T&C for the user to accept while applying the pass*
Hit Save on the top right corner
Once you have saved the pass type, approved contacts** will be able to use the public request link to submit passes for the student. Follow the below👇 screen.
☝🏽 Note
- All the pass which has the Public Request Link option will be show to approved contacts.
- Only an advance pass type will have the Public Request Link option, not the basic pass type.
- T&C once added, will have to be mandatory accepted by the contact while adding the pass.
🧭 Navigate : Admin Console > Under Passes > Select Required Pass To Edit or Add New Pass
Mark Contacts As Approved
A new function to approve a contact as approved has been added. There are more than 1 way to mark contacts as approved to use the public request link :
Approve from Contacts Page
Go to the Contacts page in the Admin Console
Search for the student you want to approve the contact
A new column named 'Approved' has been added to the right side
Select the checkbox next to the contact you want to approve
Schools can also 'Add Contact' directly from this page and approve it immediately
Follow the below👇 screen for approving contracts.
🧭 Navigate : Admin Console > Under Contacts
Other ways to approve the contact
From student profile in the admin console - when creating a student profile, select the checkbox next to the added contact you want to approve in the 'Contact Details' section.
Bulk Contract Approve - In the CSV bulk upload files either from 'Contacts' or 'Students' under the admin console, adding word "TRUE" in the "Approved" column for the specified contacts will mark that contact approved after upload.
Once the school have approved the contacts and made changed to the pass type, these approved contacts will be able to use the public request link to submit passes for the student.
Note - If an approved contact has been added to more than 1 student, they will have access to add request for all the related student from the URL link.
Sharing The Public Request Link
Once admin have enabled the public request link for a pass type, staff users will able to see a banner on the "Requests" page like below :
If you can't see the banner, look for Parent Pass Request Link on the top right hand corner.
☝🏽 Note : The banner will only appear if at least one pass type has the public request link option enabled.
Click the "Parent Pass Request Link" button in the banner to open a modal with the URL link for your school.
Schools can copy the link and share it with approved contacts for them to use the public passes request link. Displaying the link via QR code where everyone can access is one of the ways to share.
Once the pass has ben submitted by the contact, both the student and the approved contact would receive an email. Learn how the other side of the Public Request Link looks like in a seperate article.
Learn more about Passes here
Hope this was helpful. If you have any further questions, just click the blue chat icon at the bottom right corner of this page, we will help you navigate through it. Cheers !