Exciting Updates to e-hallpass Digital Hall Pass Software
Eduspire Solutions’ classroom revolutionizing digital hall pass software has undergone another release, in which a series of updates greatly enhance usage for admins, teachers, and students. Keep reading to learn about our new features!
1. Auto Check-in PIN
The Auto Check-in PIN feature in e-hallpass allows an Administrator or Staff user to implement a room specific check-in PIN that students would use to ‘check-in’ at designated locations on their own. The student would be responsible for entering the room specific check-in PIN into e-hallpass (EHP) to show that they have arrived at the destination. Procedures for all other points of approval or PIN entries remain the same.
The Auto Check-in PIN feature is an optional feature for school Administrators to activate if they choose to do so. Admin and Staff personnel using e-hallpass will determine which locations will utilize the Auto Check-in PIN functionality, typically where there might not be a staff member immediately available to check a student in. This number could be changed as frequently/infrequently as the admin deems necessary.
Possible Use Cases:
a.) The nurse is too busy to manually check-in every student the moment they arrive in the waiting room. The “check-in PIN” feature could allow the Nurse to post the check-in PIN on/near the seats in the waiting room. When students arrive, they would use this posted “check-in PIN” to check themselves into the nurse’s waiting room in e-hallpass, thus allowing the sending teacher to get an accurate timestamp of when they actually arrived.
b.) The librarian may want to post a check-in PIN to allow all students arriving in the library to automatically check themselves in. This may help in reducing lines forming around the librarian’s desk.
c.) The guidance office has students arriving and waiting for their guidance counselor to become available, who may be finishing with another student. The check-in PIN will allow the sending teacher to know the student has arrived even if they are still waiting to be seen.
To visualize how this works, watch our brief training video.
2. Pass Limits
Pass Limits provide an Administrator with the ability to set limits on the number of passes for students. This can be done for all users, by grade year, or for specific students (either individually or by uploading a CSV list of students). The date or date range is specified, along with the number of passes allowed during the designated time period. The admin can also set the limit to reset daily or weekly or monthly.
Pass Limits can be set for the following:
- Set for All — a limit is set for all student users
- Selected Students — a limit is set for specific student(s), who are added to the system individually by searching the student name
- Grad Year Students — a limit is set for all students of a specific Grad Year
- CSV Student List — a limit is set for all students on a CSV list, which is uploaded to the system (the file only needs to contain a list of the student email addresses)
Other information about Pass Limits:
More than one pass limit can be set for the same time period. The most ‘limiting’ parameters will apply. For example: A pass limit is set for all users at 5 passes per day. An additional pass limit is set for Student A at 2 passes per day. Student A will only be allowed to use 2 passes in the system.
To see what appears on the various screens for different users, please watch this brief video.
3. Pass Blocking
Pass Blocking provides an Administrator with the ability to block passes for all users for a specified period of time. This can be done for any specific type of pass (Student Initiated Pass, ProxyPass and/or Appointment Pass) or all passes. When a Pass Blocking Period is created, users will not be able to initiate a new pass of that type. The Admin can create a message for students already out on a pass, with specific instructions on what to do during the pass blocking period. (For example: “Please go to the nearest teacher.”)
To view additional screens and watch Pass Blocking in action, watch our short training video.
4. Out of Office
The new Out of Office feature in e-hallpass provides any Admin, Teacher or Staff user with the opportunity to indicate that they are not available for a designated period of time to approve passes in the system. The system will notify and stop the student from creating a pass to the user that has set an out of office notification. The user will indicate the date and duration of the out of office time period as shown below. An Admin can set their own Out of Office or they can set an Out of Office for another user. Admins can also see all Out of Office notifications that have been set by Teachers and Staff.
To view more screens and see how notifications work, please watch our short training video.
5. Summary Reports
The reporting options in e-hallpass have been enhanced and now include a menu option titled “Summary Reports.” Admins, Teachers and Staff users all have this new reporting menu in e-hallpass.
Simply input the desired search criteria and click Search. The search results will be shown on the bottom half of the screen. There is also the option to Download the results to a CSV file. To start a new search, click Clear Filters.
This new reporting feature allows users to aggregate information easily by the following options: highest pass users, highest pass granters, or highest pass destinations. Other filters can be added to select information on specific users, pass types or locations, and date ranges.
6. Pass Reason/Comment Improvements
There have been enhancements made to how the Pass Reason (or student comments) and comments from a teacher, staff or admin user function in e-hallpass. When a student initiates a pass, some passes require that the student adds a comment, as shown below. (The Admin determines which passes ‘require’ a student comment in the system.)
For visual aids on how this process works, check out our brief training video.
Be sure to speak to your Project Coordinator if you have questions about how these updates affect student usage.