We are pleased to announce that students now will receive a 20-minute and a 5-minute text reminder for their Appointment Pass(es) if you have chosen to allow your students to receive text messages with Appointment Pass.
To Activate Text Messaging
As an Admin, go to the Control Panel ➔ Module List and make sure the SMS Notification is checked.
2. Please have your students update their profile information with their mobile phone number
1. Awaiting Approval for Appointment Passes
a. Now as an Admin under the Control Panel ➔ Pass Setting ➔ Pass Times, the Appointment Pass Awaiting Approval time can be customized for your school.
b. The default is set to match your school’s current Awaiting Approval time. The Appointment Pass will still be sent to the teacher dashboard 5 minutes prior to the student’s appointment time, and then the NEW Awaiting Approval for Appointment Passes time will be added to the student’s appointment time, giving teachers a longer time to approve the pass.
i.e. If the student’s appointment is for 1:00 PM and you have an Awaiting Approval for Appointment Passes time of 17 minutes, then the pass will move to teacher’s dashboard at 12:55 for teacher’s approval and will time out at 1:17 PM, if it is not approved by the 17-minute Awaiting, Approved for Appointment Passes Time which your school has set. If the pass times out, the Appointment Pass will change to blue and become a Missed Appointment.
2. Creating Appointment Passes Directly from Appointment Pass Dashboard
With the removal of the create button from the Appointment Pass Screen, it now requires fewer steps for a teacher to create an appointment pass for a student.
a. Click on Appointment Pass on the Left Navigation Menu Bar
b. Fill out information for your Appointment Pass
c. Click Submit to save the Appointment Pass
3. New Color Legend for Appointment Pass
Pink – Future Appointments Yellow – Today’s Appointments White – Waiting for Student/Teacher to Activate Green – Activated Olive Green – Already Active Pass (can’t send new pass) Gray – Ended Pass Blue – Missed Red – Cancelled
4. Teachers will receive morning agenda emails for their Appointment Passes as well as students
This August 2018 article on triblive.com lists the improvements being made at West Jefferson Hills School District in Pennsylvania, including this statement about our e-hallpass software: “The district also will utilize digital hall passes to better track students and provide data on pass usage.”
We’ve received consistent feedback that our digital hall pass software, e-hallpass, is easy to use, but we are dedicated to enhancing the user experience at all levels. We are excited to announce the following new features in the e-hallpass app.
New and Improved Graphical Interface for Student Hall Pass
The interface for students to create a hall pass is more graphical. We no longer have “Pass Tabs” on the student hall pass creation screen. Students can also define up to 10 of their favorite “from” locations and up to 5 of their favorite “to” locations:
Adding and Editing “Favorite” Hall Pass Locations
a. To add their favorite “from” locations, they will simply type the locations from which they most frequently request hall passes and click the star to the left of the text field. Upon clicking the star, an icon will appear representing that location. This can be clicked in the future to streamline the hall pass creation process. If you import a photo of yourself, that photo will be utilized as the icon the students will click on (if you don’t, the icon will just be the first letter of your last name):
b. If students want to edit their selections, they can click on the blue pencil/”Edit” text in the upper right hand portion of the “Where are you” section and delete the icons you no longer wish to have. When they are done, they would click “Save” to save the changes:
c. To define their favorite “To” locations, they will go through the same process. They will want to click on “Choose from Admin selected teachers/locations” to see if their favorites have already been defined by an icon (these are the same icons you see in Proxy Pass):
d. Students can edit their selections the same way. They can click on the blue pencil/”Edit” text to delete any selections and then click “Save” when done:
Defining System-Wide Hall Pass Icons
In the new interface, admins can now define shortcut icons to be used to speed up the process of creating a new pass. In the example below, one of the school’s admins has defined icons for both the locker and water fountain hall pass locations. You will notice those icons displayed and you can click on them when creating a Proxy Pass for the student, or students will have them available when creating their own passes:
Ability for Staff to Associate Themselves with a Location
Students might notice that certain office locations can be defined as a “From” location. If you are a staff member, you should associate yourself with a room in your profile in order for the room to be available for the student to select. In the past, students had to know the person’s name, but now a location can be selected instead, as long as one staff or admin user has associated themselves with that location in their profile:
Student Photo Display (Optional) for Easy Hall Pass Identification
For our clients that send us student photos, we will now display those photos on the dashboard for active passes. This will help identify students, especially for hall monitoring situations to make sure the student’s photo matches up with who they say they are. To view the photo associated with the student, you would just click on the student’s name (in blue text) on the dashboard:
You will see the student’s photo upon clicking on the blue text:
SMS Notifications for Student Hall Passes
Your school may have enabled students to receive same-day text notifications for Appointment Passes that they have not yet acknowledged by email or within the application. If this has been enabled, students will need to enter their phone number and mobile carrier in your profile in order to receive these texts. They will also need to select “Yes” for “Do you want to receive text message reminders when you have an upcoming pass?”
We hope that these graphical updates, in addition to the ability to easily manage favorite locations, receive SMS alerts and add photos, greatly enhance your user experience (and that of your students)! Leave a comment below to let us know whether you’re enjoying e-hallpass, or complete our contact form today for a free trial!
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.
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.
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.”)
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.
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.)
Appointment Pass is a new e-hallpass module that allows staff to create “future passes” for appointments with students. We see this working for guidance counselors to build out their calendars (eliminating the paper chase), scheduling students to come to the office (eliminating call-downs over the PA), or any other time a staff member needs to see a student.
Impressive Digital Hall Pass Capabilities
With Appointment Pass, teachers can now create passes on behalf of students, which is an extremely useful feature.
And with the improvements we’ve made to the teacher/admin interface, both current and upcoming appointment passes show up in the teacher dashboard as well.
We didn’t forget students — the student interface has been updated, too!
Be sure to contact an Eduspire Solutions representative to schedule a demo of Appointment Pass today!
Auto Pass for e-hallpass provides teachers with hands-free pass management (meaning no teacher action is needed; no PIN or click) for student-initiated repetitive passes such as bathroom, locker, and water fountain visits. It allows students using e-hallpass to activate the timer on their own pass before leaving the room (turning it from red to green), and upon returning stop the timer (turning their pass from green to gray).
How Does a Teacher Activate Auto Pass?
There are two simple steps for activating Auto Pass — that’s it!
1) Look at the Auto Pass button in the center of the e-hallpass teacher dashboard. This button shows how many Auto Passes are currently active. The “Rooms” are locations (such as restroom, water fountain, locker), which are customizable by your administrator to suit your building’s needs.
2) Tap the Auto Pass button, and in the pop-up (pictured), select either of the Auto Pass locations available to you. In this example there are two options, and “bathroom” has been selected. Selected locations turn blue. Click the “Close” button to submit, and the pass is activated!
What Does Auto Pass Look Like for Students?
The student pass displays ‘play’ and ‘stop’ buttons for the location selected by a teacher.
1) Red Background: Student Auto Pass before student clicks ‘play’ button (to start the timer)
2) Green Background: Student Auto Pass once the students clicks ‘play’ (active pass)
3) Gray Background: Student Auto Pass after the student clicks ‘stop’ (pass complete)
Questions Regarding Auto Pass
Does a teacher have to turn on Auto Pass? Yes. If you don’t turn on Auto Pass for your room, then the regular way of activating a pass remains (using your teacher dashboard or entering your pin on the student’s device).
Can a teacher use Auto Pass only for certain periods? When you want to turn Auto Pass on or off, simply click the Auto Pass button on the teacher dashboard and select or deselect any location, and those passes will instantly revert back to the teacher-required action (dashboard click or pin on student device).
Are Auto Passes still tracked via the dashboard? Yes. All Auto Passes will appear in the teacher and staff dashboards and information about them will be available in all reporting.
Tips to Consider for Using Auto Pass with Students
Provide students with a clear spot to place their device while on an Auto Pass. Some schools want to provide a place in the restroom to place the device, so that students can take their device with them. If students are to leave their device in the classroom, then consider using an empty desk near the exit, an area on the ledge of your whiteboard, a counter area, etc. This will help students know if somebody is already out on an Auto Pass (because they will see that the designated area is occupied by a device).
Let your students know that they are not to leave for the bathroom/water fountain until they have made eye contact with you and have shown you that their Auto Pass is GREEN (meaning the timer is active).
Train your students to make eye contact with you and show you that their Auto Pass is GRAY (pass ended) upon returning to the classroom.
Eduspire Solutions is proud of its flagship product, e-hallpass! e-hallpass is a ground-breaking application designed to modernize today’s antiquated methods of administering hall passes. e-hallpass is also the only comprehensive digital hall pass solution on the market today. It handles all pass situations, including bathroom and locker visits, library and hub spaces, and requests from guidance, discipline, or the main office. A central dashboard continuously logs and monitors student time in the halls, improving school security and emergency management protocols. Perhaps most noteworthy: classroom disruptions are reduced by as much as 50%. Continue reading You’re Not Still Using Outdated Paper Hall Passes, Are You?→