Pass - Destination-Approved Now Passes

Often a Nurse, Librarian, or Counselor may want to have a little bit more control over the approval process when Passes are being made to them. While the standard Student Appointment Request workflow gives destination staff complete control over student visits, it requires a 30-minute advance notice. We understand that school days move fast, and sometimes a student needs to travel right now while the destination teacher still needs to maintain control over their room capacity.

If you need to approve an immediate student visit, you can use one of the three proven methods below to manage the workflow seamlessly.

The "Request and Summon" Method

Best for: Giving the destination adult 100% control over the exact moment a student travels.

How it works:

• The Request: The student uses the Appointment Pass feature to send a request for the earliest possible time (the system requires this to be at least 30 minutes in advance). This acts as a digital "knock on the door."

• The Review: The destination adult will see this request appear in their Today's Awaiting Confirmation tab.

• The Summon: When the adult is ready to receive the student—even if it is only two minutes later—they cancel the student's appointment request and immediately create a Teacher Pass to summon the student.

Tip: Because you can leave comments on appointment requests, you can add a quick note before canceling to keep the student informed (e.g., "Ready for you, sending a pass now").

The Queue Management Method

Best for: Frequently busy destinations that handle a constant flow of students, such as the Nurse or Counselor's office.

Prerequisite Setup:

An administrator must first set the destination location's maximum capacity to a low number (e.g., 1).

How it works:

• Entering the Queue: When a student attempts to create a pass and the destination room is already at maximum capacity, the student is automatically placed in a digital line.

• Monitoring the Line: The destination adult can click the Queue tab on their dashboard to see a real-time list of exactly who is waiting to come to their room.

• Receiving the Student: When the destination adult is ready for the next student, they simply click End/Keep on the pass of the student currently in their room. This automatically pulls the next student from the queue and sends their pass to their current teacher's dashboard for approval.

The "Reverse Pass" Method

Best for: Workflows where the receiving adult closely monitors dashboard alerts and wants to approve travel on demand.

How it works:

• Pass Creation: Create a pass with the locations reversed. The pass is made From the receiving adult (e.g., Nurse or Counselor) and To the adult the student is currently with.

• Waiting for Approval: The pass will sit pending on the dashboard.

• Approval and Travel: When the receiving adult is ready for the student, they approve the pass (acting as the From teacher in the system). If a teacher is creating a teacher pass they will need to uncheck "pre-appove pass before submitting" 

• Arrival and Return: When the student arrives at the location, the receiving adult checks them in and out. When the student returns to class, their original teacher clicks end to close the pass.

Note: Turn on your sound notifications in the dashboard to receive an audible alert the moment a student requests a reverse pass. While the locations are recorded backwards in the system, this method successfully maintains an accurate record of which adults the student visited and the exact duration of the trip.