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📝 Back to School Checklist

This is a complete back to school check list to ensure your school is ready to go for the new school year.

Updated this week

As the new school year approaches, it's essential to ensure a seamless transition for your entire SmartPass system, including roster information. Below is a comprehensive guide covering the rollover process to ensure a successful start to the upcoming school year.

Summer Action Items


1. Ensure rooms are ready for the new school year

It's important to update room configurations in SmartPass to reflect any changes for the upcoming year.

  1. Reassign rooms to teachers if teacher assignments have changed.

  2. Remove teacher and staff locations for those who have departed, and add your new teachers' rooms.

  3. Adjust any room visibilities you have set.


2. Review and adjust SmartPass settings

To ensure a seamless transition, double-check other settings such as 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.


3. Upload Your Bell Schedule and Accept Classes

You will want to upload your bell schedule(s) into SmartPass and then accept your classes once your schedules have been processed.

  1. Head to the Bell Schedule tab on the left on your admin page.

  2. Upload all of your regular, rotating, dismissal, testing, and assembly schedules

  3. Wait for our team to process these

  4. Once processed, accept your classes

    1. We suggest having teachers accept classes.

      1. Share this link with your teachers to help them accept classes. Consider doing this together during an opening staff meeting.


4. Schedule PD

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.

The 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.

Be sure to head to the SmartPass Academy to check out all our offerings, click the button below to check started.


5. Check Your Integrations

If using G Suite...

Confirm access settings for the SmartPass app.

Google will not allow users designated as under 18 to access third-party apps that you haven't confirmed access settings.

Google has provided instructions here on how to confirm access settings for your district's third-party apps, including apps other than SmartPass.

To successfully roll over your SmartPass G Suite integration for the new school year, follow these steps:

  • If you're using multiple organizational units (OU) for each grade level, remove any inactive or graduated students' OUs and add the OUs for incoming students.

  • If you're using a school-level OU, ensure that the inactive students are removed from your school's organizational unit and add the incoming students to the OU.

  • If you're using Google Groups to sync information, you can remove the groups for inactive or graduated students and contact us if you need to add new Google Groups.

  • If you plan to share classes via google classroom for the schedules feature be sure to reauthorize your sync if needed.

If using Clever...

Clever is a free SSO and Data Integration provider that connects SmartPass with your Student Information System (SIS). To prepare your SmartPass Clever integration for the new school year, follow these steps:

  1. Update your SIS: Make sure your SIS is up-to-date with accurate student, teacher, and admin data for the new school year.

  2. 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.

  3. 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...

ClassLink is an SSO provider that simplifies access to SmartPass for students and teachers. To prepare your SmartPass ClassLink integration for the new school year, follow these steps:

  1. Update user profiles: Add incoming students, remove graduated or inactive students, and update teacher assignments as needed.

If Rostering with Spreadsheets

You will need to update your accounts. To bulk-upload new accounts to SmartPass, download the account template. Please find the link below:

Once this is filled out please send it to our support team or your CSM

Switch to an Integration

If you are not using an integration, consider switching to G Suite, Clever, or ClassLink for next year. Integrations allow new students to automatically get added to SmartPass and switching to an integration takes < 1 hour.

If you plan to make an integration change, be sure to let our support team or your CSM know once you have completed the steps on your side.


6. Review Your Pass History - Data Retention

When you access the Explore tab review Analytics, or look at a student in SmartPass, by default, it should only show the data or pass history from the current school year.

The pass history from the past school year is filtered out of view and is retained in the history for one additional school year automatically. If you need to go back, just adjust your filters

Things to note:

  • We can delete the data at any time for schools by request.

  • Remember to have your teachers also delete their older/unneeded repeating scheduled passes.


7. Checkout Your New Features

Be sure to check out all of the recent updates we have made to SmartPass over the summer. You will want to include these features to maximize the impact SmartPass can have on your campus!

Schedules

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.

To get started:

1) Share your schedule and use one of the approved integrations to pull in your classes. Head to the Bell Schedule tab to upload this.

2) The class setup portion is straightforward and can be done by you as the admin or by the teacher whose class it is. All you have to do to accept is assign the location where the class is held and confirm the dates and times for the class.

3) To learn more click the button below:

Closest Rooms Updates

You asked for it, and now it is here. Closest rooms now can officially block students from accessing the other rooms in the folder. 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.

Check out more here.

One Click Approvals

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! To learn more about this new view, check out our support article on pass requests.

Data Analytics

With Data Analytics you now have more data at your fingertips than ever before. Dive into report information about trends in your pass creation, which students are missing the most time or have the most passes, or even which students are going overtime the most. The reporting is available to all schools and is in beta, so keep an eye out for even more improvements!

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. To explore more about our Data Concierge, head here.

✨ Data Concierge is available as an optional add-on. View upgrade details on your admin dashboard.

If you want to stay up to date on our newest releases, check out our product updates page.


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.

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