The student schedules feature unlocks a ton of capabilities, including teachers having their current class roster on their home screen, faster pass creation since students/teachers won’t have to select an “origin” anymore, and teachers can look up where any student is currently located.
This guide will walk you through how to set up schedules and classes as an admin, but if you want to take a look at accepting classes from a teacher's perspective, please head over here. If you are having teachers accept classes, please be sure to toggle this permission on.
📣 Staff and students can still create passes and use SmartPass without a schedule. While this feature enhances data and efficiency, you can launch SmartPass without waiting to configure your schedule and classes.
Adding Your Schedule
📣 Please Note: The Schedule Editor will be available for access starting on August 4th. Stay tuned for an email from us on this. In the meantime, checkout the steps below so you can prepare for this.
By clicking the Bell Schedule tab on the left of your admin page you can begin adding your schedule. It will take about 15 minutes to add your schedule. Once you have it ready you can publish and set it live right away, no need to wait for anyone on the SmartPass team!
1. School Year
Begin by clicking new schedule. Here you will name your school year, and enter your first and last days of school.
If your school uses terms, be sure to add all of your quarters, semesters or trimesters. Add as many terms as needed for the school year. You only need to enter the smallest unit of terms. For example, if you operate on a schedule with 2 semesters and 4 quarters, you only need to enter Q1, Q2, Q3, and Q4. A teacher adding a class for the 1st semester would select Q1 and Q2.
Hit Next when you have this complete.
2. Regular Days
On this page you can add your schedule(s).
Begin by adding a schedule name and clicking + Add Regular Day
If you have multiple days you can create your A day, B day, or MWF, T/TH type rotating schedules here.
If you have no rotations, you can name your schedule Regular Schedule, or something similar.
After naming the day begin to add your periods/blocks and their times. To add additional periods hit +add period and once you have added all of your periods, hit save.
🥪 When considering periods/times around lunches, for now, please list the entire class period time range. This will show the student as in class even while they are in lunch, but it is the most accurate picture of student information as we finalize this feature. We will be releasing the functionality for adding your lunch waves shortly, stay tuned for more information.
Continue adding until periods are entered and click Save. Add any additional days if needed and click Next.
3. Modified Days
This feature is coming soon, stay tuned! For now you can turn a schedule "off" for the day by adding the day as a holiday.
4. Holidays
We have added several common days in for you already. You can add holidays by clicking + Add Holiday, and remove holidays by clicking the trash symbol. You can also edit the existing holiday's by clicking the pencil symbol. While we work on adding modified schedules into the system, use holidays to turn off schedules for days at deviate from your regular days.
5. Calendar
Here you can set any sort of rotation or patterns you may have in your schedule. You need to complete this step even if you only have a single regular schedule.
Here you can set up the rotation of days by adding your days and dates. If you only have a single day, you would select just that one day to set that schedule to your calendar.
You can adjust any changes to rotations or anomalies in your rotation by clicking the edit button on the calendar.
Multiple Schedules During the Same Day
If your school has multiple schedules that run on the same day such as grade level specific schedules, you will be able to immediately add your additional schedules by clicking + Add Schedule following adding your first schedule. You will follow the same steps as above.
Editing Your Schedule
By clicking the Change Schedule button or by clicking into the School Year, you will see the Edit Schedule button.
By clicking this you will be directed to the same page you used to create your schedule to make any needed changes.
Accepting Synced Classes
One you had added your schedules, the last step to gain the full benefit from this feature is to accept your classes. SmartPass can sync classes from Clever, ClassLink or Google Classroom. You can also manually add classes.
Option 1: Allowing Teachers to Add/Edit Classes
Option 1: Allowing Teachers to Add/Edit Classes
Share this video guide with your teachers on how they can accept their classes from your integration. It will take them around 5 minutes.
💡 Tip: At your next faculty meeting, walk your teachers through how to set this up together. You can review the teacher guide for accepting classes here. Just be sure to remember to toggle your permissions to allow your teachers to accept their classes.
Option 2: Accept the Classes for your Teachers
Option 2: Accept the Classes for your Teachers
Often teachers are super busy, and they may not have time to get things set up. As an admin, you can do this for them.
By clicking Classes on the left you will see all of the classes in your school.
Step 1: Hover over "More Details" and note the information for the class you are setting up. You will want to determine information such as the term and period data.
Step 2: Indicate what room the class is held in and hit Accept to get started. You will then be asked to enter the date(s) and time(s) for the class. Hit Save when you are finished.
Step 3: You are all done! Now this class will show up on the teacher's home screen. At this point, you can set up the remaining classes.
Alternatively, you can toggle to view the classes from list view.
Permissions
Permissions
By clicking Permissions at the top right of your Classes page you will be able to allow or prevent staff from creating or editing and accepting classes.
If you do not have this permission toggled on then teachers will be able to see their classes, but they cannot accept classes.
Teacher Can Create New Classes allows teachers to manually add classes that are not part of the sync. If your school is syncing classes with Clever, ClassLink, or Google then this is toggled off by default. This is toggled on if you are manually adding classes.
Teachers Can Edit Classes allows teachers to not only accept a synced class but also edit and fix it if there is an error message associated with the setup. By default, this is toggled on.
FAQs
How does SmartPass know my school's class rosters?
SmartPass can sync classes from Clever, ClassLink or Google Classroom. You can also manually add classes. Read more here.
Do you support my schedule type?
Yes. Rest assured we did our homework and studied schedules from many different schools. We can support your schedule regardless of how complex it may be.
Are teachers able to set up their own classes?
Yes, as long as teachers have permission toggled on to do so, they can do this. Share these steps with them.
If I need to add multiple schedules how do I do this?
You can add additional schedules, such as grade level specific schedule one after another.
How do I add lunch waves?
We are finalizing a new process for lunch waves. For now please enter the entire time range of the period. We will let you know how to add the lunch times when this is released.
I need to add an additional modified schedule not in SmartPass. How do I do this? (ex- 2 hour delay, pep rally)
This feature is coming soon! In the meantime please enter a holiday for the day in question, this will "turn off" schedules for the day.
I need to add overlapping terms or periods, how do I do this?
We do not currently support overlapping terms. For overlapping periods, please be sure that setting up another schedule, or configuring lunch waves (once released) would not solve your concern. Please reach out via live chat if you have questions.