> ## Documentation Index > Fetch the complete documentation index at: https://docs.goguardian.com/llms.txt > Use this file to discover all available pages before exploring further. # Understand Pass Statuses and Timing > A reference guide to every GoGuardian Hall Pass status, what causes each one, and who can act on it. 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.