Use and manage Hāpara Hall Pass as a Teacher or School Leader Follow

This guide helps Teachers and School Leaders create, review, approve, end and find student passes in Hāpara Hall Pass. Staff can adjust the time during creation when the pass type allows it.

Who this is for

Teachers | School Leaders

Summary

Open Hall Pass from the Hāpara menu to manage passes for the students and locations available to your role. The passes and actions you can see depend on your assigned permissions.
 

Teacher and School Leader permissions

Teachers and School Leaders use the same Hall Pass workspace, with access determined by their assigned roles. Teachers manage passes for students in their classes. The school active-pass count shows how many passes are active across the school, but does not show teachers individual students or passes outside their access. A visible request can still require approval from assigned location staff.

Note: Hall Pass access is configured by your school. If an expected student, pass, location, or action is missing, contact your Hāpara Hall Pass administrator.

Open Hall Pass

1. Sign in to Hāpara.
2. Select Hall Pass from the Hāpara menu.
3. Use the left-hand menu to open the dashboard, pass history, or any other options available to your role.

If you cannot see Hall Pass, ask your school IT administrator to confirm that Hall Pass is enabled and that your account has the correct permissions.

Understand Active and Pending passes

The Hall Pass dashboard separates current passes into two views:

Active shows passes that have started. Open a pass to review its details or end it within your assigned permissions.

• Pending shows student requests waiting for a decision or another action.

Teachers may be able to see a pending request without being able to approve or deny it. This read-only visibility helps teachers understand that a student has requested a pass, while approval remains with the assigned Teacher, Location Approver, or other authorized user.

Create a pass for a student

1. Open Hall Pass.
2. Select Create pass in the upper-right corner.
   
3. Search for and select the student.
   
4. Select where the student is Leaving from.
5. Select the Pass location.
6. If needed, adjust the pass time or add a note.
7. Review the details and select Create.

The pass appears under Active unless the selected pass type requires approval.

Pass locations and pass types are configured by your Hall Pass administrator. If an option is missing, contact your administrator.

Approve or deny a student request

If students are allowed to request passes, their requests appear under Pending.

1. Open Hall Pass and select Pending.
   
2. Find the student’s request. Use Search if needed.
3. Open Pass details to review the destination, requested time, notes, and other available information.
   
4. Select Approve to start or continue the pass workflow, or select Deny to decline it.
   
5. Add a reason or note if prompted, then confirm the action.

If you can see a request but cannot select Approve or Deny, you have read-only access to that request. An assigned approver must complete the action.

View pass details

Open a pass from the Active, Pending, My Created Passes, or History view to see its available details. These may include:

• Student name
• Pass status
• Starting location and destination
• Created, requested, approved, started, and ended times
• Pass duration
• Creator and approver information
• Notes
  
  

The information shown depends on the pass status and your permissions.

End an active pass

Teachers can end passes for any student they teach, including passes they did not create. Confirm the student’s return or the agreed handover before recording that the pass has ended.

1. Open the Active passes view.
2. Find the student’s pass.
3. Select End pass from the pass or its Actions menu.
   
4. Confirm that you want to end the pass.

The ended pass moves to History. Ending passes promptly keeps pass records and analytics accurate.

Correct an ended pass’s end time

If an ended pass has an incorrect end time, an authorised educator can correct it in History when the edit option is available for that record.

1. Select History and open the ended pass.
2. Select the available edit option.
3. Update the end time and save the change.

If the edit option is unavailable, ask your Hall Pass administrator for help.

View and download pass history

1. Open Hall Pass and select History.

2. Select a period of up to 90 days.

   

3. Use the available filters or student search to find the records you need.
4. Open a record to review its details.

5. To save the filtered records, use the download option. It downloads the history visible with your selected filters and assigned access.

   

   

School Leaders can also select a period of up to 90 days in Analytics. Teacher or Location Staff access alone does not provide Analytics access. See Hall Pass Analytics.

Manage Hall Pass notifications

Hall Pass notifications help you see when a request or pass needs attention. Depending on your role and school configuration, you may receive a notification when:

• A student submits a pass request
• A request is approved or denied
• A pending or active pass needs attention
• A pass reaches or exceeds its expected duration

Select a notification to open the related pass when that option is available. If you are receiving unexpected notifications or missing required notifications, contact your Hall Pass administrator to check your role and location assignments.

Use Kiosk Mode

When your school enables Kiosk Mode, eligible staff can pair a shared device for students to use approved pass types. Follow Set up and use Kiosk Mode.

Keep the device in a supervised area and exit the kiosk when it is no longer needed. Do not leave an educator account accessible on an unattended shared device.

Override a student pass limit

Your Hall Pass administrator may set limits on how many passes a student can use. When a student has reached a limit, Hall Pass displays a message as you create or approve the pass.

If Teacher override is enabled for your school and your role:

1. Review the limit message and confirm that an additional pass is appropriate.
   
2. Select the available Override option.
   
3. Add a reason or note if prompted.
4. Confirm the pass.

If the override option does not appear, the limit cannot be overridden by your account. Contact an authorized School Leader or Hall Pass administrator if the student still requires a pass.

Deactivated pass types

When an administrator deactivates a pass type, it no longer appears when creating a new pass. Existing active passes using that type continue until they are ended.

Additional tips

• End passes as soon as students return so active lists, history, and analytics remain accurate.
• Open Pass details before approving a request when the destination or timing is unclear.
• A missing action usually means the pass is not eligible for that action or your role does not have permission.
• Contact your Hall Pass administrator if a student, location, pass type, or approval action is missing.

If Hall Pass is paused

You cannot create a new pass or act on pending requests while Hall Pass is paused. You can still end active passes. Follow your school’s usual process if a student needs to leave and contact a School Leader about the pause.