Set up Locations and staff in Hāpara Hall Pass Follow

Who this is for:

Administrators and tech admins setting up Hall Pass for a school.

Summary:

A Location is a staffed place a student travels to — for example, the health center, the main office, or the gym. On the Locations page you create these places and attach the staff who monitor or approve passes for them. Locations are then connected to Pass Types so that the right staff can see students heading their way.

When setting up locations, remember to name the place, not the person. For example, use Front Office rather than Principal, and Counselors Office rather than Jackie Ling. You are setting up where a student goes; you then assign who works in that place. Naming the place keeps the location working even when the staff behind it change.

How to create a location:

1.  Open Hall Pass and select your school.
2.  Go to the Locations page.
3.  Select Add location.
4.  Enter a name for the place (for example, Library).
5.  Save.

The new location appears in the list. Until you add staff and connect it to a Pass Type, it will show that no staff or passes are linked yet.

Add staff to a location

1.  Open the location.
2.  Click the pencil icon to enter the staff member's email address.
3.  To add more than one person, separate the email addresses with commas.
4.  Save.

There is no limit to how many locations a single person can be attached to, and a location can have multiple staff. For a place like the main office where several people need to see all passes, add each of them here.

The key rule: Staff must be attached to see students

Staff only see students heading to their location if they are attached to the Pass Type for that location — even when the pass is set to approve automatically. If a staff member is not attached, incoming students will not appear on their dashboard.

Because of this, when you configure a Pass Type for a location, attach the location staff first. See Configure Pass Types for the full workflow.

Hall monitors

Hall monitors are staff responsible for watching the hallways — for example, security staff, SROs, or building administrators. You can add hall monitors from the Locations page. They are managed separately from location staff.

Good to know:

-   A person can belong to more than one location, and a Pass Type can have more than one location attached.
-   Deactivating or changing a location affects new passes only; passes already active continue for their remaining time.

Related articles:

-   Configure Pass Types
-   Hall Pass roles and permissions
-   Set up and use Kiosk mode
-   Enable Hāpara Hall Pass for your school or domain