Configure Pass Types in Hāpara Hall Pass Follow

Who this is for:

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

Summary:

A Pass Type is a reusable template that defines how a pass behaves — its destination category, how long it lasts, whether it is one-way, who approves it, and whether students can request it. You configure Pass Types on the Pass Types page and connect them to the Locations you have set up.

Before you start:

Set up your Locations first, so the staff who monitor each destination are ready to attach. See Set up Locations and staff.

Pass Type settings:

Open a Pass Type to expand its details, then edit by clicking the three dots on the right hand side as needed. Settings include:

-   Category — groups the pass type (for example, admin office, another classroom, bathroom, library, nurse/health office).

-   Limits — how long the pass lasts and how many students can have the pass at once. 

-   Approval & Journey — how the pass is approved to be approved and whether it's a round trip or one-way. 

Approval options:

• Approved by staff on create — the pass is active as soon as a staff member creates it.
• Approved by location staff — the pass stays Pending until staff at the destination approve it. Use this to control the flow into a limited space, such as a counselor who can only see one student at a time.
• Auto-approve — the pass skips the pending state and goes straight to Active.

-   Teacher and Staff Permissions —Allow staff to adjust time

-   Availability- whether students can apply for the pass on their own or whether it should be a staff-initiated pass only as well as which classes it should be applied to. 

Scenario: Set up a destination pass so staff can still see arrivals (for example, the nurse)

Some destinations do not want to approve every student manually, but still need to see who is arriving. To set this up:

1.  Open (or create) the Pass Type for the destination.
2.  Attach the location staff first (for example, the health center staff).
3.  Then turn on auto-approve.
4.  Save.

Students can now proceed without waiting for approval, and the destination staff still see each student heading their way on their dashboard.

Important: Attach location staff before enabling auto-approve. If auto-approve is on but no location staff are attached, the pass will not appear on the destination's dashboard.

Good to know

-   Turning student access off removes a pass type from the student's list but still lets staff create it.
-   A Pass Type can be limited to specific classes if only some students should be able to use it.
-   Kiosk mode only shows auto-approved pass types. See Set up and use Kiosk mode.

Related articles

-   Set up Locations and staff
-   Set up and use Kiosk mode
-   Encounter prevention