> ## 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.

# Create and Manage Passes as Staff

> Create passes for students, approve or reject pass requests, and manage in-progress passes from Hall Pass.

GoGuardian Hall Pass lets teachers and staff create passes on behalf of students, approve or reject incoming requests, and resolve in-progress passes. This article covers the core workflows for teachers and staff.

As a teacher or staff member, you can:

* Create passes for students, including scheduling a pass to start later
* Approve, reject, cancel, or end passes you're responsible for
* Configure auto-approve to reduce interruptions, if your school allows it
* Use your PIN for kiosk workflows, if kiosk mode is enabled at your site

## Create a Pass for a Student

1. Go to **Home**.

2. Start a new pass request.

3. Select the **student**.

4. Select the **Origin** (where the student is leaving from) and the **Destination** (where they're going).

5. Choose:
   * **Travel Type** (as configured by your school or destination)
   * **Duration**
   * Optional: **Schedule for later** to set a future start time
   * Optional: **Comment** to add context for other staff reviewing the pass

6. Select **Submit**.

7. Verify the result: The pass appears in your pass list with a status of Active, Waiting for Approval, or Scheduled.

After you create a pass, you'll see 1 of these outcomes:

* **Active**: The pass meets all site rules and required approvals are satisfied. The student can go now.
* **Waiting for Approval**: A rule requires approval before the pass can activate. The pass will show the reason, such as "Origin approval required" or "Destination approval required"
* **Scheduled**: The pass is set to activate at a future time

## Approve or Reject Pass Requests

When a pass requires approval, handle it from the pass list on **Home** or from a pass detail view.

1. Open the pass.
2. Review the details: student, origin, destination, requested duration, and any comment.
3. Choose the action you want:
   * **Approve**: Confirm the request so the pass can activate. If prompted, choose which blocker(s) you're approving.
   * **Override Blockers**: Select this to approve a pass despite 1 or more active blockers (such as capacity limits or rule conflicts). Only use this if your school's policy permits it.
   * **Reject Pass**: Decline the request. The student will see that their pass was declined.
   * **Cancel Pass**: Stop a scheduled or waiting pass that is no longer needed.
   * **End Pass**: Close an active pass when the student returns.

## Understand Approval Types

Hall Pass can require approval from different staff depending on the pass route:

* **Origin approval required**: Approval is needed from the teacher or staff member associated with the room the student is leaving
* **Destination approval required**: Approval is needed from the teacher or staff member associated with the room the student is going to

Some schools allow authorized staff to override blockers (for example, approving a pass even when it would otherwise be blocked by a capacity limit). If you see override options, only select them according to your school's policy.

## Reduce Interruptions with Auto-Approve

Auto-approve is a staff setting that can automatically approve requests that meet your criteria. You can configure:

* **Enabled/disabled**: Turn auto-approve on or off
* **Destinations**: The specific rooms or locations you're willing to auto-approve
* **Active pass capacity**: How many active passes you'll allow at once under auto-approval

What to expect:

* If a request matches your auto-approve settings, it moves forward without manual approval from you
* Auto-approve doesn't bypass site-wide rules. Other rules (limits, capacity, conflicts) can still block a pass even if you have auto-approve turned on.

## Set Up Your PIN for Kiosk Mode

Some schools run Hall Pass from a shared device ("kiosk") in a classroom or office. Enabling or disabling kiosk mode requires a staff PIN.

To set your PIN:

* Go to **Account Settings** and set your PIN there, or
* Select **Set PIN** on the **Kiosk Mode** screen

Once your PIN is set, you can enable and disable kiosk mode as needed. In kiosk mode, the device is tied to a specific **kiosk location** (usually a room), and passes are scoped to that location.

## Common Issues

**You work at multiple schools.** If you're assigned to more than 1 site, you may be prompted to select the correct site before creating or viewing a pass. If a pass detail won't open, switching to the pass's site usually resolves it.

**A room you expect isn't listed.** Room-based approvals and kiosk locations depend on room assignments and whether the room is open at your site. Contact your administrator if a room is missing.

**The duration you set was reset.** Some destinations restrict maximum pass duration. If your duration resets after you select a destination, it's because the destination has a lower maximum. Adjust the duration to match and submit.

**A scheduled pass didn't activate.** A pass can be scheduled successfully but still be blocked at its start time due to approvals, capacity, or limits. Open the pass to see the blocker reason.

**Students can't add comments.** Comments are staff-only. If you need context from a student before approving, gather it verbally before creating or approving the pass.