To create a new room or folder, you’ll first need to get to the Rooms table. From your Admin menu on the left, click Rooms.
Rooms vs Folders
Once on the Rooms screen, you’ll need to decide whether you are creating a new room or a new folder. Rooms are created for individual student locations, such as a nurse’s office, whereas folders are used to create groups of student locations. For example, a folder would be used to hold all of the restrooms on your campus. Once you've decided, follow the steps below.
Creating Rooms & Folders
Rooms and Folders can be created by clicking the +Add located on the top right of the Rooms table.
🚪Create Rooms
🚪Create Rooms
While your campus rooms have already been imported for your convenience, you can add additional rooms at any time.
Follow these steps to add a room:
Click the +Add button located on the top right of the Rooms table.
Select Add Room
There are three steps:
Room Basics (name, color, icon)
Pass Settings
Pass Restrictions
Visibilty
Once your selections have been made - click Add Room.
Add a Room Through a Folder
There are a couple different ways you can add a room through a Folder. One option is using 3 dot menu on the folder's row and the other is from within an empty folder.
From Folder Row
From the table, click the 3 dot menu on the far right side of the folder's row. You can +Add New Room or Import Rooms.
From Empty Folder
If a folder is empty, an Add Rooms button is available in the center of a folder. Once you click Add a Room, you'll be given the options to +Add New Room or Import Rooms.
For more information on the individual Room Options, click here.
📁 Create Folders
📁 Create Folders
Creating folders allows administrators to group rooms together. For example, grouping each individual Water Fountain room into a Water Fountain or Hallway folder or placing all classrooms within a Classrooms folder. This allows for students to easily navigate SmartPass effectively and can reduce the amount of time needed to create a pass, maximizing instructional time.
Follow these steps to create a folder:
Click the +Add button located on the top right of the Rooms table.
Select Add Folder
There are two steps:
Folder Basics (name, color, icon)
Settings
Once your selections have been made - click Create Folder.
Create Folder Through Bulk Editing
You can also create a new folder when moving rooms through bulk editing. Once your rooms are selected, click the Move rooms button and select New Folder with Selected Rooms.
Ideas for Rooms
Your goal is to add each space a student can come from, or go to on your campus. Consider adding spaces for your IT office, Cafe, Gym, etc.
Use rooms as a pass type. You can create places that are not physical locations to be used a pass type. Pass types give passes context while not being a physical location. A good example is Early Dismissal. This can be used as a destination when a student is called down for an early dismissal. It gives context why a student may be walking the hallways with all their belongings in tow.
Additional examples are:
Hall Sweep: Use this as the origin when making a pass for a student when students are found without a pass.
MIA: Staff can write this pass when they suspect a student is missing, and it will be an alert for hall staff to keep an eye out for the student.
Walking Pass: Sometimes referred to as a cooldown or break pass, use this for students who have a provision in a plan for this. You can show it as visible just for them.
FAQ
Does it matter if I repeat colors and icons?
It does not but consider using these settings to organize your school. Color coding locations helps staff identify a pass quickly.
When do I want a folder vs a room?
Rooms are great for more standalone places such as a gym, or nurse. Folders are great for organizing multiple similar locations such as bathrooms, classrooms, and water fountains.
Can I add a room to a folder while creating the folder?
No, the folder must be created before any rooms can be added.