With the new school year approaching, ensure a seamless SmartPass transition. Here’s your comprehensive guide to a smooth rollover — it shouldn't take more than an hour.
1. Update Rooms 🏫
Update room configurations in SmartPass to reflect any changes for the new school year.
Reassign rooms to teachers if teacher assignments have changed.
Remove teacher and staff locations for those who have departed, and add your new teachers' rooms.
Adjust any room visibilities you have set with new students.
2. Review & Adjust Settings ⚙️
Double-check settings like Pass Limits, Encounter Prevention, and No Fly Time. Make any necessary adjustments to align with your school's policies and safety measures for the upcoming school year.
What's new?
Switch Pass Limits to be per-week, per-quarter, or per-semester.
Choose certain teachers who are able to override Encounter Prevention.
3. Schedule PD Training 🎓
Once you have made all of your settings changes, be sure to consider if your staff need a refresher training. It may also make sense to have new staff attend a SmartPass training as well.
SmartPass Academy offers live and pre-recorded training sessions for admin, teachers, and clerical staff to help ensure you have a smooth start to your school year.
4. Check Your Integrations 🔄
If using G Suite...
If using G Suite...
Follow these steps to roll over your SmartPass <> G Suite integration.
1. Roll over students and staff accounts
If using Multiple organizational units (OU) for each grade level...
Remove any inactive or graduated students' OUs.
Add the OUs for incoming students.
If using School-level OU...
Ensure that the inactive students are removed from your school's organizational unit
Add the incoming students to the OU.
If using Google Groups to sync information...
Remove the groups for inactive or graduated students
Contact us if you need to add new Google Groups.
2. Share classes from Google Classroom (optional)
SmartPass now supports displaying class rosters on teacher homepages! Please reauthorize the sync to share classes from Google Classroom..
If using Clever...
If using Clever...
Follow these steps to roll over your SmartPass <> Clever integration.
Update your SIS: Make sure your SIS is up-to-date with accurate student, teacher, and admin data for the new school year.
Sync data with Clever: Set up automatic data syncing between your SIS and Clever to ensure that your digital resources are always up-to-date.
Archive old data: Use Clever's Data Browser to archive old data that is no longer relevant for the upcoming school year.
If using ClassLink...
If using ClassLink...
Follow these steps to roll over your SmartPass <> ClassLink integration.
Update user profiles: Add incoming students, remove graduated or inactive students, and update teacher assignments as needed.
All done!
If Rostering with Spreadsheets...
If Rostering with Spreadsheets...
Follow these steps to get your accounts in SmartPass updated.
Fill out this template to send us account information for all of your incoming students and new teachers (email address, first name, last name, and password).
Send the file to our support team.
5. Explore New Features 🚀
Check out our latest SmartPass updates from the summer! Integrate these features to maximize SmartPass’s impact on your campus.
Analytics
Analytics
With the new Analytics tab, admins now have more data at your fingertips than ever before, such as...
The Top X% Frequent Flyers (students who make the most passes)
Which grades are using SmartPass and to what extent
Which students are missing the most instructional time
Which students are going overtime on their passes
Which teachers have written the most (or least) prasses
Which rooms are the busiest
and more!
This feature is currently in beta. More features related to analytics will be coming in the future. Stay tuned!
Data Concierge
Data Concierge
We’ve built a team of skilled analysts to be your Data Concierge! Our goal is to produce custom reports you can trust—whenever you need them. We provide white-glove reporting services so you can get actionable data at your fingertips.
✨ Data Concierge is available as an optional add-on. View upgrade details on your admin dashboard.
What Data Can I Ask For?
If you are not sure were to start, here are a few suggestions to ask for:
Which students missed the most amount of class time last month? (Sample)
We need to know which classrooms are letting out the most students. (Sample)
Can you compare instructional minutes missed between schools in my district?(Sample)
Are our pass limits too high? I’d like to see if passes have decreased this semester. (Sample)
How often are my students going over the time limits? (Sample)
Which students have the most overridden passes, and by which teacher?
Which bathrooms are the busiest? (Sample)
Which staff members rarely use SmartPass? (Sample)
List of students who try to make passes once their limit is reached?
Which students had passes go overtime more than 10 times this month? (Sample)
The options are endless!
Bell Schedules
Bell Schedules
Adding your bell schedule in SmartPass 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.
As an admin, click the Bell Schedule tab and fill out the form.
Wait for our team to upload your schedule. We'll notify you when it's ready.
After your bell schedule is uploaded, instruct your teachers to accept their classes from Clever, ClassLink, or Google Classroom.
Tip: Share this how-to video with your teachers, or do it all together during a staff meeting.
Have more questions? Read the guide.
Closest Rooms Updates
Closest Rooms Updates
You asked for it, and now it's here. Closest Rooms now blocks students from accessing the other rooms in the folder.
For example, if you want a student in room 102 to only use the 1st floor restroom, using this feature now blocks access to the other spaces when leaving from that room.
Approving Passes Faster
Approving Passes Faster
We heard how many staff members had a hard time dealing with large numbers of pass requests and the amount of clicks it took to read the pass and take action. That is why we updated pass approvals to be as quick as a single click!
New Updates Every Month, Seriously.
Get notified when new features are released, or suggest a feature.
FAQ
Where can I get a quote to renew my SmartPass subscription? Please reach out to your school’s Customer Success Manager. They will be able to provide you with a quote for renewal.
Alternatively, you can reach out to our support team through chat or email at [email protected] and they will contact your Customer Success Manager so they can get back to you as soon as possible.