Setting up a site

1. Students from the directory

Under Admin, SSO & directory, Student Mappings maps your Google or Microsoft organizational units to sites, and Student number sets where the student number comes from (the email address before the @ by default). The preview shows ten rows so you can check the numbers before the first sync. Students imported this way are never users: they cannot sign in, hold no permissions, and appear only in Pass. Admin, Students (Manage users & contacts; students are managed for the whole district there, not per site) lists them, lets you fix a name or move a site (those fields then stay put across syncs), withdraw, add one by hand (with a site: Pass finds a student only at their school, and the list shows any student with No site), merge a student added by hand or by CSV into the directory's record of the same student, import a CSV (the preview marks new rows without a site; a large file is saved in parts, and if a part cannot be saved the rows before it stay saved and importing the same file again finishes it), and upload photos, one at a time or a ZIP named by student number (the ZIP is unpacked in your browser and uploaded in batches, so a large archive is fine; before anything is stored it shows how many photos are new, how many replace a current photo and how many match no student). Withdrawing a student, by hand or by the sync, ends a pass they are out on and cancels their scheduled appointments, telling the teacher and the person who scheduled each one; it also switches off their Pass Exception and takes them out of party pass groups, and reactivating the student does not bring these back. Moving a student to another site does the same for the site they left; their Pass Exception goes with them. When a person withdraws the student, Pass, Reports, Audit Log lists each Pass Exception switched off, so you can add it again under Pass, Manage, Rules. When a person withdraws or moves the student, it also notes each party pass group the student was taken out of, without saying which student or which group.

A sync that would withdraw more than a fifth of a site's students, or of the district's, stops and asks you to confirm, so a renamed OU in July cannot empty a school. If a mapped group cannot be read during a sync, nobody is withdrawn that time.

2. Permissions

Pass has four permissions, granted through permission policies under Admin, Permission policies: Issue passes (teachers, counselors and other staff: the dashboard, New pass, appointments, a kiosk code), Monitor passes (every pass at the person's site and the live board, to watch only: it adds no End, Arrived or Send back; anyone assigned to a location already sees and works that location's passes without it), Pass reports, and Pass site administration (locations, rules, settings, notifications, kiosks, and every button on every pass at the site). Monitor passes, Pass reports and Pass site administration are scoped: a person's own site, or district-wide. A policy can be assigned to a person, a group, or the User role; assigning "Issue passes" to the role gives every staff member a dashboard. To give everyone at one school a permission, make a group under Admin, Groups with Set by Rules and that site (add staff types to narrow it), then assign the policy to the group; the group keeps itself up to date as people join, move or leave. Platform administrators already hold everything district-wide.

A person needs a home site on their user record to issue passes; a person without one can still monitor and report. A person who works at more than one school gets the others under Additional Sites on their user record: they can then issue passes at any of their sites (a site selector appears on their dashboard), and own-site Monitor, Reports and Site administration cover all of them. A site that will never use Pass (the district office, say) is switched off for Pass under Admin, Organization, Sites: it stays a site for everything else and leaves every Pass site picker; people based there keep their room and issue at their other sites from it.

3. Locations

Under Pass, Manage, Locations add named places: Restroom, Nurse, Office, Library, Counseling. Each has an icon (shown on the kiosk tiles and beside the name everywhere), a trip type, its own time limit, whether the kiosk offers it (off until you switch it on), and its assigned users, who see its passes on their dashboard and mark the student Arrived there (and Send back on a layover). The trip type decides how a pass there is routed: Round trip ends when the student is back in the room they left; One way ends when the student arrives (the destination marks Arrived: its assigned users, or the person whose room it is; the kiosk marks nothing at a destination); Layover adds two marks at the destination, Arrived and Sent back, before the student's own room marks the return; the time limit covers the whole trip. Every staff member with Issue passes is a location too, created automatically from their name; you cannot edit those here. When a person's account is switched off, their room leaves every picker and list (past passes keep the name); switching the account back on brings it back.

4. Site settings

Time limits for kiosk passes, teacher passes and appointments (a named location may set its own for the first two).

District-wide, under Admin, Pass, Kiosks: Kiosks sign in from approved networks only. Switch it on and list the public addresses or ranges your kiosks use (your network team has them); a kiosk outside them cannot sign in, and one already signed in stops working there until it is back on an approved network. Turning it off needs nothing, so a wrong list never locks you out.

5. Rules

Under Rules: party pass groups under Party Pass Controls (any size; members may not be at the same place at the same time), Pass Exceptions (a student's own number of kiosk passes a day, above or below Daily Kiosk Passes Per Student; 0 means no kiosk passes; indefinitely or until a date), Caps (Students Out Per Classroom: kiosk passes out at once from one classroom, teacher and appointment passes do not count; Daily Kiosk Passes Per Student), and Block-Out Times: named schedules (Regular, Foggy Day, Rally) with their block times, the weekdays each runs on, and a note the kiosk shows students as the reason. The month calendar shows which schedule runs each day; drag a schedule onto a day to change just that day, or click a day to pick one. The kiosk issues nothing inside a block; teachers are never blocked. Students Out Per Classroom, the daily kiosk passes and Block-Out Times hold only the kiosk. Only a party pass group warns staff: they may start the pass anyway, with their name recorded; the kiosk refuses. One rule has no override for anyone: a student who is already out cannot get a second pass until that one ends.

6. Notifications

Under Notifications, each event shows the switches it can use: Chime, Bell and Email, and People May Mute (the speaker button on a person's dashboard mutes only the chimes it allows). A pass created at a kiosk or by the teacher only chimes. The bell and email for An appointment was scheduled on my room go to the teacher when someone else schedules one; its chime also plays when a pass is sent to a person's room or a place they are assigned to, and when a student comes back to them. An appointment's chime plays when its bell item arrives, so turning on the chime for an appointment event turns its bell on too, and turning the bell off turns the chime off. A district row sets the default; a site row overrides it. Each pass's bell, email and chimes follow the settings of its own school. Email is off for everything by default.

The live board

For Monitor passes and Pass site administration holders the dashboard's All Passes view is the live board: everyone out at the site right now inside the viewer's reach, a count for each named location, and the day's history, with a Type column (kiosk, teacher, appointment) the search box filters on, and a site selector under district scope. Pass site administration holds every button on every pass at the site: End (no reason), Arrived where it does something, Send back on a layover, and Send now, Edit and Cancel on an appointment. Monitor passes alone only watches. For Pass site administration, every person's kiosk code and each device signed in with it, with an End for each one, is under Manage, Kiosks (viewing the codes is audited). A shared space gets its own kiosk on the Location Kiosks tab there: Add Kiosk and pick the location: its assigned users fill in as the kiosk's users, and adding or removing someone there changes the location's assigned users. Type the code on that space's device. Students sign out from that location, and its users see the code on their dashboard and those passes under My Passes, where they mark the student Returned.

Reports

Reports covers a school over a date range (Today, This Week, Last 4 Weeks, This Month, School Year, or Custom) in tabs: Overview (Pass Count by day or week, Pass Endings, Most Passes, Top Locations), Students, Staff, Locations, Appointments (outcomes, and by the person who scheduled them), the Audit Log of changes to locations, rules, settings, notifications and kiosks (a pass exception names the student only for people with Pass site administration), and District for district-wide Reports. Find a student opens any student's history at your schools, with CSV and PDF exports (each one audited). Athletics/Events passes count on the Pass Count chart, in their own column on Students, Staff and District, and as rows of a student's history; Pass Endings, Most Passes and Locations count hallway passes only. Every table exports to CSV, and each download is recorded in Admin, Audit log. Pass history is never deleted. Teacher kiosk sign-ins are kept ninety days; location kiosk sign-ins are kept for good.