Open Passes

First access your School Management page by clicking the cog at the top right of the Homepage. This is available to Admin Users only. 

Select the 'Manage Passes' section>add New Open Pass.

Section 1: 

Add a Name and a Description. You can also edit the colour of the icon to help you organise your pass types.

Section 2: Locations

Select which location options will be available for selection when students are filling out the form for this pass. Toggle on 'Other' next to a zone to allow students to type in a destination that is not listed.

Section 3: Assignments

If you toggle off All Students, you will be given options to assign the pass to certain Houses and/or Groups

Section 4: Form Builder

Build the leave form to suit your needs. As you toggle each option on, you will see it appear on preview on the right. Left of the toggle there is an edit button to help you pre-select options. On the form itself you can also preset options to save time.

Section 5: Workflow

Gain total control over the request and approval process from allowing parents and students to apply, ordering endorsements, having certain staff approve, and allowing approved leave to be signed out on the Kiosk. Please click here for a detailed look into how to get the most out of the Workflow.

Section 6: Rules

This section allows you to set automations to streamline the pass. You can also set the pass to automatically sign the student out at the time of departure, as well as enable reminders to be sent before, during, and once the pass is over.

When toggling on each notification option, you can choose what type of notification can be sent (push, email available for student, email available for parent), and when to send the notification. You can add more than one reminder for each option as well.

Please see here for the copy of the notification - the messaging can not be edited at this time.

Lastly, you can set rules around when the departure and return time can be set. There are four options to define the rule: After, Before, At, Between. You can add up to 3 departure rules, and 5 return rules.

The highlighted rule summary will change in real time as you adjust the rules. You can set the leave to repeat on all days, or set days of the week. Making this a 'Hard Rule' will not allow users to submit the request if the rules are not met. A soft rule will allow the user to submit the request but will show a notification which informs the student that the leave should follow the rule.

The 'Applies to' toggle refers to which user type the rule will apply to. If you would like staff to be able to override the rule, add 'Students' to this section.

Finally, at the top right click the green 'Save' button. Your open pass will now be available.

Event Passes

Navigate to School Management, and select 'Manage Passes'. Then, click on the 'Events' section, and 'Add New Event'.

Now choose what type of event this will be. For events which require students to enter in their own details, choose 'Student Informed' (ie Fall Break Leave). For a school activity in which there are set details (ie a Museum Trip), choose 'School Informed'.

Section 1: 

For either option you choose, Add a Name and a Description. You can also edit the color of the icon to help you organize your pass types.

Then, choose your event repetition, submission time (when students can begin submitting responses (open time) and the due date for responses (close time) and the time of the event. The event time acts as a guide for staff and students of when the event occurs. Departure and return dates will typically be between these dates, or exact date/time is used for a school informed event.

Next, provide verbiage for opting in and out of the leave.

These options will be presented within the student app as seen below.

You can also select a student quota if applicable. 

 If you would like to have the system automatically send reminders to students and/or parents who have not responded to this event, you can choose who gets the reminders, and when those reminders will be sent out (note: you can setup as many reminders as you wish). 

For School Informed Event types, you will also see the option to create a Health and Safety List and a General List pertaining to the event. These lists are viewable by Staff Only.

The process then continues to be the same as an open pass. Please refer to section 2: location and follow the steps for further instructions.


Did this answer your question?