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.

If you would like to discuss these options in more detail simply click the blue message icon in the bottom right hand corner of the screen to talk to us!

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