Hall Pass roles and permissions Follow
This article helps teachers and admins understand what each Hall Pass role can see and do.
Who this is for
Both teachers and admins
Hall Pass access depends on the user’s assigned role. Teachers manage passes for their own classes, Destination Staff manage passes for their assigned location, School Leaders can view and manage passes across the school, Hall Monitors can view active passes only, and students can only manage their own passes.
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 Destination Staff | Passes for their own students only | Cannot view or manage school-wide passes |
| Destination Staff | Staff assigned to a specific location, such as nurse, counselor, office, gym, or library | Passes for students at their assigned location | Passes arriving at or leaving their assigned location | Passes connected to their assigned location | Cannot manage unrelated locations or access school-wide analytics |
| School Leader | Principals, assistant principals, deans, or school admins who need full oversight | Passes for any student, class, or location | Any pass school-wide | 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 |
How admins configure Hall Pass approver roles
Admins use Hall Pass settings to create and assign approver roles for staffed pass locations, such as the nurse, office, counselor, gym, or library.
Important: This area is used to manage Hall Pass approver roles. It is not where all Hall Pass user roles are created or edited.
What admins can manage in Hall Pass settings
Admins can:
- Create custom Destination Staff roles, such as Nurse, Counsellor, Office, Gym, or Library.
- Add staff members as approvers using their Google Workspace email address.
- Assign staff members to an approver role.
- Link an approver role to a pass location.
- Assign staff to the Hall Monitor role.
Admins cannot:
- Rename or delete the Hall Monitor role.
- Use the Hall Pass Roles tab to create or edit the built-in Teacher, School Leader, or Student roles.
- Give a Hall Monitor permission to create, approve, deny, or edit passes.
How to create a Destination Staff approver role
Use this when a location needs a specific staff member or group of staff members to approve passes.
- Go to Settings.
- Select Hall Pass.
- Open the Roles tab.
- Select Add Destination Staff role.
- Enter a role name, such as Nurse, Counselor, Office, Gym, or Library.
- Save the role.
How to add staff to an approver role
- Go to Settings.
- Select Hall Pass.
- Open the Roles tab.
- Go to the Destination Staff section.
- Enter the staff member’s Google Workspace email address.
- Select the approver role they should have.
- Add or save the approver.
How to link an approver role to a pass location
A Destination Staff role must be linked to a pass location before that role can approve passes for the location.
- Go to Settings.
- Select Hall Pass.
- Open the Passes tab.
- Add a new pass or edit an existing pass.
- Find the Pass approval setting.
- Select Destination staff only.
- Choose the correct approver role.
- Save the pass.
Which role should I assign?
Assign Teacher when the user only needs to manage passes for their own classes.
Assign Destination Staff when the user works from a specific location and needs to approve passes for that location.
Assign School Leader when the user needs full school-wide visibility, approval authority, and analytics.
Assign Hall Monitor when the user only needs to monitor active passes across the school and should not create, approve, or edit passes.
Additional tips
- Use the fewest permissions needed for each staff member.
- Assign School Leader access only to staff who need school-wide visibility.
- Use Destination Staff roles for locations that require approval, such as the nurse, counselor, or office.
- Use Hall Monitor for duty staff who need visibility but should not manage passes.
- Review approver role assignments at the start of each school year or term.
- If a staff member cannot approve a pass, check that they are assigned to the correct approver role and that the role is linked to the pass location.
Troubleshooting
A teacher cannot see a student when creating a pass
Check that the student is in one of the teacher’s classes. Teachers can only create passes for students in their own classes.
A Destination Staff member cannot approve a pass
Check that the staff member is assigned to the correct Destination Staff role. Then check that the pass location is set to use that approver role.
A Hall Monitor cannot create or approve passes
This is expected. Hall Monitor is a read-only role and cannot create, approve, deny, or modify passes.
A School Leader is asked to select a class when creating a pass
This is expected in the current experience. School Leaders can access all classes and students, but the Leaving from field is currently required.