How to give a full-time substitute teacher access to Pass.

Creating a full-time account can be done using the same process that is used when creating a Main User in your Pass system.

If the teacher has been provided with a substitute teacher account in your system previously, you should first deactivate them from your Substitute Users. Go to User Management > Substitute Users and select the name of the substitute and click “Deactivate”.

Next, from User Management > Main Users > Add User (full access), enter their information in the “Add User (full user)” section to create an account for them.  

When creating the account, if this person does not already have a school email, you will need to create an email for them, making certain to include the correct format and email domain for your adult users.  Depending upon the preference of your school, you can set up an email that is generic for a full-time substitute (, or the email can be set up using their name. If your school email is not Google or Office 365, you will need to assign a password for those users.

Once the information has been added, click “Submit”.

Password Guidelines

The following guidelines apply when designating a password in your Pass system for a manually-authenticated user.

  • Passwords must have a minimum of 8 characters and a maximum of 64.
  • Passwords should contain a mix of upper and lower case letters, numbers, and at least one special character.
  • Please avoid common words as a part of your password.

The Login Type is not displayed in “User Management”, which means your users can log in with any login method that is available at your school (Google, Microsoft, others). At the log-in screen, users who are Google or Office 365 can use the buttons at the top of the log-in screen. If the user has both an email address and password defined in Pass, that user should use the two boxes below the SSO options to supply that information at login.

If the account will be shared by multiple users, then it is recommended that you frequently update the PIN number used in the profile.

In your Pass system, please go to Training > Documents > Admin Pass Training Document Index > Administrator Guide for more information on how to add individual users.


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