Your school's Room and Staff Usage reports provide valuable insights into student movement on your campus. By analyzing this data, you can identify busy locations such as bathrooms that see the most activity, or classrooms that let the most students out.
You can find both the Room Usage and Staff Usage Reports by scrolling down on your Analytics page.
Using the Data on these Reports
The data in both the Room Usage Report and Staff Usage Report can spark meaningful conversations with staff about fidelity of use and guide administrators in adjusting settings.
Data in these reports can be sorted in ascending or descending order by clicking the column title in the report header.
Room Usage Report
This report helps identify trends in student movement and determine if certain locations require adjustments to pass limits or supervision.
Passes From This Room – Identify classrooms where too many—or too few—students are leaving. Use this data to discuss SmartPass usage expectations with teachers. If needed, adjust the Max Passes From This Room setting to maintain balanced student movement. Compare with similar rooms to establish a healthy usage benchmark.
Passes To This Room – Useful for identifying high-traffic areas, such as popular restrooms or gathering spots. Modify the Max Passes To This Room setting to reduce congestion or allow more student movement. Additionally, this data can help optimize hall monitor supervision by reallocating staff to busier areas.
Staff Usage Report
This report provides insight into how teachers and kiosks are being used to manage passes.
Total Passes – Identify which teachers are actively using SmartPass via their login or kiosk. Use this data to discuss fidelity of use and encourage consistency.
Now Passes – Helps determine which teachers are (or are not) using their login or kiosk to generate "now" passes. Use this to reinforce SmartPass expectations.
Scheduled Passes – Highlights which teachers are (or are not) scheduling passes in advance. Certain staff may be expected to use this feature regularly, making this a useful metric for guiding training and discussions.
Tips for Coaching Staff
When having discussions with staff about fidelity of use there are a few things to consider:
Do they need additional training?
Are they encouraging student driven passes?
Are students placing devices near the door in a visible location before leaving?
If using a kiosk, is the location accessible and visible?
Does the teacher fully understand the system's ability to limit meet ups and passes hinges upon full buy in?
If you identify staff members who may need additional training, be sure to check out SmartPass Academy for support.
📊 Note: The data displayed in the both reports is filtered based on the selected date range at the top of the page. Be sure to adjust this range to align with your specific needs for the most accurate insights.
Filtering and Understanding the Data
The Rooms and Staff Usage reports both provide a sortable lists to help you determine your hot spots and fidelity of use.
To start, determine the data range in which you want to filter. You can adjust this at the top of the analytics page. Some schools may analyze data weekly, while others might do so monthly or even quarterly. Working with your data on a regular timetable will help you identify trends and compare your findings with prior audits.
For both reports you can sort any of the fields in ascending or descending order by clicking the field title in the report header.
Room Usage Report
The Room Usage Report provides a cumulative overview of all passes to and from locations within your school. This includes passes generated by students, teachers, and kiosks, whether for immediate use or scheduled for later.
This report includes:
Passes From This Room – The total number of passes that originated from this location.
Passes To This Room – The total number of passes with this location as the destination.
Room Folder – The folder where the room is organized, if applicable.
Staff Usage Report
The Staff Usage Report focuses on passes created by teachers and kiosk-generated passes (when launched using the “kiosk mode” button). It does not include passes created by students or kiosks logged in with a dedicated login.
This report includes:
Total Passes – The total number of passes created by the teacher or the kiosk (as described above).
Now Passes – The number of now passes initiated by the teacher or the kiosk (as described above).
Scheduled Passes – The number of passes the teacher has scheduled.
Exporting Data
By clicking the download button you can select to download the file as a CSV or XLSX file.
Exporting your data report can be useful in several ways:
Saving in a local drive for future access.
Printing and providing copies to team members as needed.
Attaching to emails to update staff.
FAQ
Can I click on a room to head to the settings?
Not at this time, you will want to head to the Rooms Dashboard on the left to adjust settings as needed.
Can teachers access this report, or can I send this to teachers in some way?
This report is only available to SmartPass Admin, however, if you wish, you can export it, and email it to those who need access if you do not wish to provide them with Admin rights in the system.
How do I adjust the max passes to or from a room?
Both of these settings are located within the room you wish to edit. Begin by locating the room on the Rooms Dashboard and then click into it.