Understand Pass Statuses and Timing

Every pass in GoGuardian Hall Pass carries a status that reflects where it is in its lifecycle. Statuses change automatically based on time and site rules, or manually when staff or students take action. Each status tells you what is happening and what action, if any, is needed.

Review Pass Statuses

Status	What it means	Who can act
Waiting for Approval	The pass exists but can’t activate. A rule is preventing it: an approval is required, a room or site is at capacity, a limit has been reached, or a conflict is active.	Staff with appropriate role
Scheduled	The pass will start at a future time. No action is needed until the start time arrives, unless the pass needs to be canceled.	Staff, student (cancel only)
Active	The student is currently out. The pass is in progress and counting toward the duration.	Staff (end, cancel)
Overtime	The student exceeded the expected duration but is still within the maximum time window. The pass has not expired.	Staff (end, cancel)
Expired	The student exceeded the maximum duration. The pass is overdue and still open until a staff member ends it or your site’s auto-cleanup runs.	Staff (end)
Ended	A staff member or student manually closed the pass. No further action needed.	None
Canceled	The pass was stopped before it became active. No further action needed.	None
Rejected	A staff member denied the pass request. The student is notified that their pass was declined.	None

Understand Timing and Automatic Transitions

Hall Pass moves a pass through time-based statuses automatically, using the pass’s start time, expected duration, and your site’s grace period settings:

A pass transitions from Active to Overtime when the expected duration runs out.
A pass transitions from Overtime to Expired when the maximum duration (duration + grace period) runs out.
Some sites configure a Max Blocked Pass Duration for passes in Waiting for Approval. If enabled, the pass moves to Canceled automatically after the configured window with no action.

Expired is not the same as Ended. Expired means the pass is overdue but still open. Staff must end it manually, or your site’s auto-cleanup workflow handles it.

Understand What Causes “Waiting for Approval”

A pass reaches Waiting for Approval when any of the following blockers apply at the time of the request or at the scheduled start time:

Blocker	What it means
Origin approval required	The origin room requires a staff member to approve before the student leaves.
Destination approval required	The destination room requires a staff member to approve before the student arrives.
Destination room is at capacity	The destination room has reached its maximum occupancy.
The maximum number of hall passes for this site are in use	The site-level concurrent pass limit has been reached.
Student has reached the pass limit	The student has hit their individual pass frequency limit.
Another student with an out-together rule is currently in the hallway	An out-together rule prevents 2 or more linked students from being out at the same time.
Minimum time between passes	Not enough time has passed since the student’s last pass.
Time restriction is active	A time restriction rule is currently blocking passes for this room, student, or site.

To see which blocker applies to a specific pass, open it from Home or Hall Monitor. The pass detail view lists all active blockers.

Respond to a Pass in “Waiting for Approval”

Approval required. The correct staff member must open the pass and click Approve, or follow your site’s override policy if the approver is unavailable.
Capacity (room or site). Wait for another pass to end, or ask the student to choose a different destination if your policy allows it.
Student limit or minimum time. Wait for the limit to reset or the cooldown interval to expire.
Out-together rule conflict. Wait for the other student’s pass to end, or use Override Blockers if your role permits it.

Respond to Overtime or Expired Passes

Overtime. Follow up with the student and ask them to return.
Expired. Escalate per your school’s policy. The student is overdue. End the pass once the student returns.

Understand Scheduled Passes and Activation Failures

A pass with status Scheduled is queued, not guaranteed. At the scheduled start time, Hall Pass re-evaluates all rules. If a blocker applies at that moment (approval required, room at capacity, student limit reached), the pass moves to Waiting for Approval instead of Active. Check a scheduled pass that didn’t activate by opening it from Home or Hall Monitor. The pass detail view shows the blocker reason.

Getting Started

Admin

Beacon

Discover

Hall Pass

Org Management

Parent

Teacher

Understand Pass Statuses and Timing

Review Pass Statuses

Understand Timing and Automatic Transitions

Understand What Causes “Waiting for Approval”

Respond to a Pass in “Waiting for Approval”

Respond to Overtime or Expired Passes

Understand Scheduled Passes and Activation Failures

​Review Pass Statuses

​Understand Timing and Automatic Transitions

​Understand What Causes “Waiting for Approval”

​Respond to a Pass in “Waiting for Approval”

​Respond to Overtime or Expired Passes

​Understand Scheduled Passes and Activation Failures

Review Pass Statuses

Understand Timing and Automatic Transitions

Understand What Causes “Waiting for Approval”

Respond to a Pass in “Waiting for Approval”

Respond to Overtime or Expired Passes

Understand Scheduled Passes and Activation Failures