Hall Pass roles and permissions Follow

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.

Hall Pass roles at a glance

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.

Genuine screenshot from the published Locations and staff guide. The surrounding example names may differ at your school.

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.

Genuine screenshot from the published Locations and staff guide. The surrounding example names may differ at your school.

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.

Genuine screenshot from the published Locations and staff guide. The surrounding example names may differ at your school.

 

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.

Related articles

• Set up Locations and staff in Hāpara Hall Pass
• Configure Pass Types in Hāpara Hall Pass
• Use and manage Hāpara Hall Pass as a Teacher or School Leader
• View Hall Pass Analytics in Hāpara