Rooms define where passes can originate and where students can go. They also power approvals, capacity controls, and kiosk workflows. Configuring rooms correctly before staff and students begin using GoGuardian Hall Pass reduces common access and approval issues.
Navigate to Rooms
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Sign in to hallpass.goguardian.com.
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In the sidebar, select Rooms under Manage.
Add or Edit a Room
- On the Rooms screen, select Create Room to create a new room, or select an existing room to edit it.
- Complete the room fields:
- Select Save.
- Verify the result: The room appears in the Rooms list with the correct name, category, and open status.
Manage Room Categories
Categories group rooms on the pass creation screen, making it easier for students and staff to find destinations.
- On the Rooms screen, select Manage Categories.
- Add, rename, or remove categories as needed.
- Return to individual rooms and assign each room to the appropriate category.
Allow Staff as Locations
By default, Hall Pass uses rooms as origins and destinations. Your site can also allow staff members to serve as a pass origin or destination, supporting workflows like “send student to counselor.”
This setting is configured at the site level. To enable or disable it:
- In the sidebar, select Site Settings.
- Locate the Allow Staff as Locations setting.
- Turn the setting on or off as needed.
- Verify the result: When enabled, staff names appear as selectable options alongside rooms during pass creation.
If this setting is turned off, create a dedicated room destination (for example, Counselor’s Office, Front Office) so those workflows remain available.
Review How Rooms Affect Everyday Workflows
Approvals. When Require staff approval is turned on for a room, any pass involving that room enters a Waiting for Approval state until an assigned staff member approves it.
Capacity. When Limit room capacity is turned on, Hall Pass prevents new passes from being approved to that room once the limit is reached. The site-level capacity setting works similarly across all rooms combined.
Kiosk. Staff can only activate kiosk mode for rooms they are assigned to.
Same origin and destination. Hall Pass does not allow a pass where the origin and destination are identical.
Add Temporary Staff
Temporary staff need access to Hall Pass to manage passes for the day. There are 2 ways to grant this access:
- Add them to the site as a staff member with Hall Pass provisioning in Org Management.
- Provide them with a staff code so they can access Hall Pass without a provisioned account.
Adding temporary staff as associated staff on a classroom is the most effective way to ensure they can manage passes during their assignment. The sidebar label for this user type is Temporary Staff.
Resources
Last modified on July 15, 2026
