> ## 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 Rooms and Locations > Configure GoGuardian Hall Pass rooms: the settings, categories, capacity controls, and staff-as-location option that define where passes start and end. 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 1. Sign in to [hallpass.goguardian.com](https://hallpass.goguardian.com). 2. In the sidebar, select **Rooms** under **Manage**. ## Add or Edit a Room 1. On the **Rooms** screen, select **Create Room** to create a new room, or select an existing room to edit it. 2. Complete the room fields: | Field | Description | | --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Name** | The display name staff and students see when selecting a destination or origin. Use clear, familiar names (for example, Library, Nurse's Office, Main Office). | | **Icon** | A visual identifier for the room. | | **Room Number** (Optional) | The physical room number, if applicable. | | **Category** | Groups the room with similar rooms. Select **Manage Categories** on the Rooms screen to create or edit categories. | | **Room is open** | Toggles the room on or off. Closed rooms are not available for pass selection. | | **Auto-Approve Passes** | When turned on, passes to or from this room are approved automatically without staff action. | | **Counts toward pass limit** | When turned on, passes using this room count against the student's daily or weekly pass limit. | | **Limit room capacity** | When turned on, sets the maximum number of active passes that can use this room as a destination at one time. When the limit is reached, new pass requests to that room are held as **Waiting for Approval**. | | **Limit pass duration** | When turned on, overrides the site default and sets a maximum pass duration specific to this room. | | **Allowed Origin or Destination** | Controls whether this room can be used as a pass origin, a destination, or both. | | **Allowed travel types** | Restricts which travel types are available when this room is the origin or destination. | | **Set default pass duration** | Sets a suggested duration pre-filled when a pass to or from this room is created. | | **Assign staff to room** | Links specific staff members to this room for approval routing and kiosk access. | | **Require staff approval** | When turned on, passes involving this room require approval from an assigned staff member before becoming active. | | **Allowed destinations** | Restricts which other rooms students can travel to from this room as an origin. | 3. Select **Save**. 4. 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. 1. On the **Rooms** screen, select **Manage Categories**. 2. Add, rename, or remove categories as needed. 3. 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: 1. In the sidebar, select **Site Settings**. 2. Locate the **Allow Staff as Locations** setting. 3. Turn the setting on or off as needed. 4. 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 * [Set Up Hall Pass in Org Management](/products/hall-pass/set-up-hall-pass) * [Review Site Settings](/products/hall-pass/site-settings)