Hall Pass roles and permissions – Hapara Support

Use this guide to understand what each Hall Pass role can see and do, and choose access that matches a staff member's responsibilities.

How access works

Hall Pass access depends on your assigned role. Teachers manage passes for students in their classes. Location Staff work with passes linked to their assigned locations. School Leaders have school-wide oversight. Hall Monitors can view active passes across the school but cannot create, approve, deny or edit them. Students can see and use their own passes when enabled by the school.

Teachers and staff can see the school's active-pass count. This count does not give them access to individual students or passes outside their role. A visible request may still need an assigned approver to act on it.

Scheduling: Staff can schedule enabled pass types within their access. Students can schedule their own passes when enabled for the pass type and can cancel passes they scheduled themselves. Creating or viewing a request does not grant destination approval authority. See Schedule passes in advance in Hāpara Hall Pass.

Hall Pass roles at a glance

Role	Best for	What they can create	What they can approve	What they can view	Key limitation
Teacher	Classroom teachers managing their own students	Passes for students in their own classes	Passes for their own class when the destination does not have assigned Location Staff	Passes for their own students only	Individual pass visibility is limited to the teacher's students. The school active-pass count does not expand that access.
Location Staff	Non-teaching staff such as library, school office or health centre staff who need to create passes or manage a destination.	Passes for students across the school, using a school Google Workspace or Microsoft account.	Passes for which they are the assigned destination approver. Creating a pass does not itself grant approval authority.	Passes connected to their assigned location and pass-type configuration.	This role does not provide school-wide visibility of all current passes or Analytics access.
School Leader	Principals, assistant principals, deans, or school admins who need full oversight	Passes for any student, class, or location	Passes within assigned school access when they are an eligible approver.	All passes across the school	Broad access should be limited to staff who need school-wide oversight
Hall Monitor	Duty staff who monitor hallway activity	Cannot create passes	Cannot approve, deny, or edit passes	Active passes across the school	Read-only role; no analytics, history, or pass management
Student	Students using Hall pass	Their own passes, when enabled by the school	Cannot approve passes	Their own passes only	Cannot view other students’ passes or school-wide activity

Set up locations and staff access

Administrators configure Hall Pass for the selected school in the Hāpara Admin Console. School Leaders can also configure Hall Pass in the Hall Pass application.

Use Locations to create staffed destinations and add the staff who work there. Use a place name, such as School office or Library. Staff can be added using their school Google Workspace or Microsoft account. Hall Monitors are managed separately from location staff on the Locations page.

The Locations page lists the places and staff linked to passes.

Connect the location and its staff to the relevant pass type. Staff must be attached for passes to appear in their location view, including when the pass is automatically approved. Viewing a request does not by itself grant permission to approve it; approval depends on the pass configuration and staff assignment.

Assign staff to the location using their school account email address.

Follow Set up Locations and staff and Configure pass types for the setup steps.

Locations does not create or edit the built-in Teacher, School Leader or Student roles. Ask your Hāpara administrator to check the appropriate account and class assignments when access is missing.

Hall Monitors are managed separately from Location Staff.

Choose the appropriate access

Use Teacher access for classroom staff managing their own students.
Use Location Staff assignments for staff working with passes linked to a particular destination.
Use School Leader access for staff who need school-wide oversight and Analytics.
Use Hall Monitor access for staff who need to view active passes across the school without managing them.

Assign the fewest permissions needed. Do not add teachers as Hall Monitors simply to expand their view. Contact your Hall Pass administrator if the existing role does not meet a staff member's responsibilities. Review assignments at the start of each school year or term.

Troubleshooting

A teacher cannot see a student

Check that the student is in one of the teacher's classes. Teachers can create passes only for students in their own classes.

A Location Staff member cannot approve a pass

Ask your Hall Pass administrator to check the staff member's location assignment, the location attached to the pass type and its approval settings. A visible request may require a different assigned approver.

A Hall Monitor cannot create or approve passes

This is expected. Hall Monitor is a read-only role and cannot create, approve, deny or edit passes.

A School Leader is asked to select a class

Select the appropriate class in Leaving from when creating the pass. School-wide access does not remove the need to record the starting class.

Give non-teaching staff pass-creation access

An administrator can add a non-teaching staff member to a Location using their school Google Workspace or Microsoft account. The location does not have to be connected to a pass type just to give that person access to create passes for students. Connect locations and pass types when staff need to see and manage incoming destination passes. Creating a pass does not make the creator its approver.

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