Schedule passes in advance in Hāpara Hall Pass Follow

Who this is for

Teachers and staff: Schedule and manage student passes.

Administrators: Enable scheduling for pass types and set school hours.

Students: Schedule and cancel your own passes when enabled by your school.

Summary

Schedule a pass for a planned visit, such as an appointment with the nurse or a visit to the library. Scheduled requests still require approval when the destination requires it. Scheduling supports individual passes; recurring passes are not included.

For administrators: Enable pass scheduling

Scheduling is configured separately for each pass type. There is no single school-wide scheduling switch. Staff and student scheduling are off by default.

1. Open the pass type you want to configure in the Hāpara Admin Console Hall Pass settings.
2. Find Scheduling and Who can schedule.
   
3. Enable Teachers and staff can schedule this pass type.
4. To allow students to schedule this pass type themselves, also enable Students can schedule this pass type. The student option appears after staff scheduling is enabled.
5. Save your changes and repeat for any other pass types you want to make available for scheduling.

Only pass types enabled for the relevant audience appear when scheduling. Other pass types remain available for immediate passes according to the school's existing settings.

If you turn scheduling off later: Turning off staff scheduling also turns off student scheduling for that pass type. Passes that have already been scheduled stay in place.

For administrators: Set school hours

Scheduled passes must start within school hours. Hall Pass uses the hours configured in general school settings and the school's time zone from the domain.

1. Open the Hāpara Admin Console.
2. Go to Settings > General.
   
3. Edit School hours.
4. Enter the school's start and end times. The end time must be after the start time.
5. Save your changes.

These shared hours are used by Create Pass, Schedule Pass and Analytics. The school hours inputs are available to users with Hall Pass access. A scheduling time outside school hours is blocked with a message in the form.

For teachers and staff: Schedule a pass

1. Open Hall Pass and select Create pass.
2. Select the student, check Leaving from, and choose a pass type enabled for scheduling.
3. Review the pass details and duration.
4. Turn on Schedule for later.
   
5. Choose a start date and time within your school's configured hours.
6. Submit the form to schedule the pass.

The pass appears in the upcoming scheduled passes list. Its status is Scheduled, or Pending approval if the destination requires approval.

Important: Scheduled passes bypass the maximum school hallway limit, destination capacity limits and Encounter Prevention rules. Staff see warnings where these checks would otherwise apply. A scheduled pass counts towards the student's daily pass limit when it starts.

For teachers and staff: Manage scheduled passes

1. Open the upcoming scheduled passes section below the current passes table.
2. Find a pass using search or the location, class and status filters. Upcoming passes are listed with the soonest first.
3. Review the student's name, destination, start time and status.
4. Use the actions in the pass row to approve, deny or cancel, according to your permissions and the pass status.

Approval authority is determined by the destination. Creating a scheduled pass does not give a staff member approval authority for that destination.

Students and pass creators are notified of approval decisions. If someone else has already acted on a request, an already updated message lets staff know.

For students: Schedule a pass

1. Open Hall Pass through Student Dashboard.
2. Select Schedule a pass.
   
3. Choose a pass type your school has enabled for student scheduling and complete the required pass details.
4. Turn on Schedule for later and choose a start date and time within school hours.
   
   
   
5. Submit your request.

Your request shows as Scheduled, or Pending approval if the destination requires approval. The relevant approver is notified when approval is needed.

View your scheduled passes

The Hall Pass home page separates today's activity from upcoming passes:

• Today: Passes used today and their status, such as Active or Returned. Select See all to open History.
• Scheduled: Upcoming passes for today and tomorrow. Select See all to view the full scheduled list.

Cancel a pass you scheduled

1. Find the pass in your scheduled passes list.
2. Select the option to cancel the pass.
3. Confirm the cancellation.

The cancelled pass moves to History. Students can cancel passes they scheduled themselves.

What does the upcoming scheduled pass warning mean?

When someone creates an immediate pass for a student who has a scheduled pass starting within the next 30 minutes, Hall Pass displays an Upcoming scheduled pass warning. It shows the upcoming pass's start time and destination.

Choose either:

• Request pass anyway to continue creating the immediate pass.
• Cancel to stop creating the immediate pass.

The warning itself does not block an immediate pass. Continuing does not immediately change the scheduled pass.

Important: The warning also states that if the student has not returned before the scheduled pass starts, the scheduled pass will be cancelled.

This warning applies to the staff Create Pass form, the student request form and kiosks.

Troubleshooting

Why can't I schedule a particular pass type?

Ask your Hāpara administrator to check that scheduling is enabled for that pass type and your role. Students need the student scheduling option enabled as well as staff scheduling.

Why can't I select the time I want?

The pass must start within your school's configured hours. Choose a time within those hours, or ask your administrator to check Settings > General > School hours.

Why is my scheduled pass pending approval?

The destination requires approval. Scheduling in advance does not remove that requirement. An authorised approver must review the request.

Can I schedule a repeating pass?

No. Scheduling currently supports individual passes, not recurring passes.

Will turning off scheduling cancel existing scheduled passes?

No. Existing scheduled passes stay in place when scheduling is disabled for their pass type.