Welcome to SmartPass! We look forward to partnering with you on your journey to smarter student movement!
This article will help you as you set up your school during the onboarding process. By clicking the arrow next to each heading you can expand the article to learn more. Once you are done with that section, simply collapse it by clicking on the arrow, and head on to the next!
If you ever need a hand, be sure to reach out to live chat in the bottom right hand corner, or reach out directly to your Account Manager for support.
1) ⭐️ Log into Your Account for the First Time
1) ⭐️ Log into Your Account for the First Time
First you will want to begin by logging into SmartPass by heading to app.smartpass.app
You will want to use the Admin login that was sent you to in your onboarding plan.
2) 🔄 Rostering Your Accounts
2) 🔄 Rostering Your Accounts
Rostering is often best completed by School or District IT. You will need to share this information with them.
Please choose one of the following options below to confirm how your school will be creating and updating SmartPass accounts. By clicking on the arrow it will expand the chosen rostering method and you will be directed on how to complete your rostering.
Note: When rostering steps are completed by your IT team, please reach out our team to let us know you are ready to sync.
Clever
Clever
Follow these steps to add SmartPass as an app in Clever.
Send an Integration Request to SmartPass as an application in Clever. You must be a district administrator in Clever.
Share the Records For Your School
Now it's time for your Clever administrator to share all records for your school. Make sure to include any school admins, staff, or district admins as well.
Once IT has completed this step please out to your Account Manager or Live Chat to let them know you are ready to sync your accounts.
Mark this step as complete once everything is shared and we have been notified.
Note: We sync each night with Clever, so if any changes are made to your account/share rules that might exclude a user from the sync with SmartPass, this user will lose access to the SmartPass system. There are 2 options to fix this: the first is to add the user back into your share rules, or you can have our support team to create the user an account directly in SmartPass.dy.
FAQ
When does syncing occur?
The sync between SmartPass and Clever happens once every 24 hours at 11:00 PM EST. The sync usually takes a few hours to complete.
If you need to sync during the day, please contact our Support Team for assistance via chat or email.
What do I need to prepare for next school year?
As a new school year approaches, it's essential to ensure a seamless transition for your entire SmartPass system, including roster information.
Please view our📝 Back to School Checklist guide for Summer actions when using the Clever integration.
ClassLink
ClassLink
This Guide provides step-by-step instructions for setting up your ClassLink Integration with SmartPass.
Set up the ClassLink Roster Server application
Log into the ClassLink launchpad using a ClassLink administrator account.
Select ClassLink Roster Server.
Select Apps on the left-hand side navigation bar.
From the Applications screen, select Add a New App in the top right-hand corner.
Search for SmartPass Roster Server Connection and click Add.
Set up your data-sharing rules. You should share both students and teachers who need access to SmartPass.
Make sure the sync is enabled.
Set up the OneClick SSO application
Log in as a ClassLink Administrator to the LaunchPad and navigate to the ClassLink Management Console.
Go to Applications -> Add & Assign Apps -> App Library.
Search for SmartPass and click Add.
The app will now appear in the Add & Assign Applications screen.
Search for SmartPass again.
Use the Assign button to make the app available to the students and teachers who should have access to SmartPass. This ClassLink help video explains this step in more detail.
Once IT has completed this step please out to your Account Manager or use our Live Chat to let them know you are ready to sync your accounts.
Note: We sync each night with ClassLink, so if any changes are made to your account/share rules that might exclude a user from the sync with SmartPass, this user will lose access to the SmartPass system. There are 2 options to fix this: the first is to add the user back into your share rules, or you can have our support team to create the user an account directly in SmartPass.
FAQ
When does syncing occur?
The sync between SmartPass and ClassLink happens once every 24 hours at 11:00 PM EST. The sync usually takes a few hours to complete.
If you need to sync during the day, please contact our Support Team for assistance via chat or email.
What do I need to prepare for next school year?
As a new school year approaches, it's essential to ensure a seamless transition for your entire SmartPass system, including roster information.
Please view our📝 Back to School Checklist guide for Summer actions when using the ClassLink integration.
Google G-Suite
Google G-Suite
This guide provides step-by-step instructions for setting up G Suite Syncing with SmartPass, enabling you to synchronize your data seamlessly.
There are 2 options when rostering your G-Suite accounts. You will need to determine if you plan to share your Google Classrooms, as this step requires you to sync using a Super Admin, and is the recommended method.
Option 1: Syncing with a Super Admin account
You may decide to sync with a Super Admin account to ensure all permissions are enabled for a successful sync.If you plan to sync your Google Classrooms to SmartPass you must set up your sync using a Super Admin account.
To avoid losing access when an individual leaves your school, please consider following these steps to make a new G Suite Super Admin account. Learn more about making Super Admin accounts here. Alternatively, you may decide to use an existing Super Admin account. If you decide to do this you may skip ahead to "Link SmartPass to Your G-Suite"
Sign in to the G Suite admin console here: https://admin.google.com/
Under Users, create an account dedicated to the SmartPass sync.
For example:
[email protected] (Be sure to save the password for later use.)Next, go to the following page: https://admin.google.com/ac/roles and click on Assign Roles"
Click "Assign Admin"
Hit save
Option 2: Syncing with a non Super Admin account
If you do not wish to use a Super Admin account, or you do not plan to sync Google Classrooms over because your teachers do not use Classroom you can sync using a non Super Admin account. Just note you will not be able to toggle permissions to allow Classrooms to sync.
To avoid losing access when an individual leaves your school, please consider following these steps to make a new G Suite account:
Sign in to the G Suite Admin Console.
Under Users, create an account dedicated to the SmartPass sync.
For example: [email protected] (Be sure to save the password for later use.)
Go to the following page: https://admin.google.com/ac/roles and click on Create New Role.
Assign it a name such as SmartPass Sync Admin Role and click Continue.
Check your permissions so that they read as such:
Admin Console Privileges > Organizational Units > Read
Admin Console Privileges > Users > Read
Admin API Privileges > Organizational Units > Read
Admin API Privileges > Users > Read
Admin API Privileges > Classroom > Manage Classes
Admin API Privileges > Classroom > Settings
Admin API Privileges > Classroom > View analytics data for users and their classes
Make sure these permissions are enabled for 'All organizational Units' and that your role is set for "All Organizational Units".
FAQ
When does syncing occur?
The sync between SmartPass and Google happens once every 24 hours at 11:00 PM EST. The sync usually takes a few hours to complete.
If you need to sync during the day, please contact our Support Team for assistance via chat or email.
How do I sync accounts using Google Groups?
To sync accounts using Google Groups (email groups), you'll need to add the following permissions to the SmartPass Sync account created above:
Admin Console Privileges > Groups
Admin API Privileges > Groups > Read
After you add these permissions, send us a chat and let us know the email address for the groups you'd like to sync and which role each group should have (Admin, Teacher, or Student).
I am getting an error code. What should I do?
Please check our guide on Troubleshooting Google Workspace Error 400, which contains troubleshooting steps to resolve the most common issues that result in an error code when trying to authorize Google Workspace Directory integration with SmartPass.
What do I need to prepare for next school year?
As a new school year approaches, it's essential to ensure a seamless transition for your entire SmartPass system, including roster information.
Please view our 📝 Back to School Checklist guide for Summer actions when using the G Suite integration.
Spreadsheets/CSV
Spreadsheets/CSV
This guide provides step-by-step instructions on how to roster your accounts by uploading them in a CSV to SmartPass.
To bulk upload accounts using a spreadsheet, please send us your account information (email address, first name, last name, and password) using the attached templates below:
SmartPass Staff Upload Template
Do not forget to complete all sheets/tabs in the template to ensure students, teachers, and administrator accounts get created.
Once you have the files ready, please send them to [email protected]
FAQ
Are users notified when their accounts are uploaded?
No, users are not notified by SmartPass. In this case, you want to reach out to your users and share credentials and steps to log in with them directly.
What if I need to upload additional accounts?
You can follow the steps in this guide and submit a new CSV with the additional accounts you wish to upload. Alternatively, if you are only adding a few, you can manually add them manually.
I have users that need access to multiple campuses. What should I do?
Please be sure to provide a separate list of users that need access to more than one SmartPass school, specify the names of the schools that they should have access to, and any other details like having different roles, etc.
3) 🏫 Setting Up Rooms
3) 🏫 Setting Up Rooms
We have started you out with a starter pack of rooms. In this step we will work on finalizing all of the places students can come from, and go to on your campus.
We will work through each room and folder 1 at a time to help you build your school.
Set Up Restrooms and Water Fountains
Set Up Restrooms and Water Fountains
In the navigation bar on the left side of your screen, click Rooms to get started. What you will find added in the starter pack and suggested below are recommended settings.
Restrooms Folder:
Open the folder to see two pre-configured locations.
Rename the rooms to fit your building.
Configure settings for each room:
Adjust Time Limit and Max Capacity
Best Practice: Time Limits are best set between 5-7 minutes and Max Passes to fit the size of your room, usually 2-4 students.
Modify room restrictions if needed.
Best Practice: Leave restrooms unrestricted for ease of use.
Leaving a room unrestricted for "now" allows a pass to start without physical approval, meaning a teacher can just give the verbal "OK" for the pass. For more insight, check out this support article.
Save changes.
Add additional rooms:
Click "+ New Room" and follow the existing format.
Include room name, room number, and travel type.
Save the room and folder once finished.
Water Fountains Folder:
Follow the same steps as for the restrooms folder:
Adjust the two given rooms.
Add and configure additional water fountain locations.
Save the folder once all changes are made.
Set Up Nurse, Library, & Main Office
Set Up Nurse, Library, & Main Office
What you will find added in the starter pack and suggested below are recommended settings.
Open and Configure Each Room:
Set time limits, max capacity, room number, name, color, and icon.
Add Staff to Rooms:
Click + Add under "Teachers in Room" (available only if accounts are rostered). Save the room after adding staff.
Add nurses, librarians, and secretaries to their respective places
Best Practice: Your Main Office is a space that is best used by secretaries. Admin will be located in your Admin Folder.
Adjust Room Restrictions:
For Nurse's Office and Library, Set Pass Approval from to "All Teachers In The Room" and "This Room" for better management of passes.
Apply these settings for both Now and Future.
Save changes.
Set Up Admin & Attendance Folders
Set Up Admin & Attendance Folders
Next, organize your Admin team and attendance passes using the provided folders. We've started you with 2 rooms in each folder. You can add or delete as needed. What you will find added in the starter pack and suggested below are recommended settings.
Admin Folder
Rename rooms:
Rename to reflect your staff's names.
Add Admin to Rooms:
Go to the "Teachers in Room" section.
Click + Add under "Teachers in Room" (available only if accounts are rostered) and save the room after adding staff.
Adjust Room Restrictions:
Set to "All Teachers In Room" and "This Room".
Save changes.
Attendance Folder
Review Passes:
"Late Arrivals" and "Early Dismissal" passes are provided.
Best Practice:
No attendance office is needed for these passes.
Office staff can use them for clarity on the pass purpose.
These passes are ready to use.
Set Up Teacher Classrooms
Set Up Teacher Classrooms
We have started you with a single room in a folder to serve as a template model for building your rooms. What you will find added in the starter pack and suggested below are recommended settings.
1. Folder Setup:
Use the "Classrooms" folder to store all your teachers' rooms.
Start with the provided template room.
2. Build Teacher Rooms:
Open the sample room and adjust, then create a room for each teacher.
Name classrooms based on the teacher's name and use the room number field accordingly.
3. Adjust Time Limit:
Set time limits to 5-10 minutes, considering student travel time.
Use "Both" for travel type.
This will give students the opportunity to choose if they are going there and staying (One Way) or coming right back (Round Trip)
4. Add Teachers to Rooms:
Click "+ add" under "Teachers in Room" (available only if accounts are rostered) and save the room after adding staff.
5. Optional: Add Closest Rooms:
Pair with restrooms and water fountains.
Add locations by clicking "Add" and searching for the location.
6. Set Room Restrictions:
Initially set to "Any Teacher."
For future flexibility and security, use "All Teachers In The Room" and "This Room."
7. Save Progress:
Save each room and folder as you go.
8. Top Tip:
For bulk room creation, check out the bulk upload feature here.
Add Additional Rooms and Passes
Add Additional Rooms and Passes
Congrats! You've now set up the basic rooms in your school. 🎉
Now, it's up to you to create custom rooms on your campus -- any place in your school that students might travel to/from.
Steps to Create New Rooms:
Click + Add button in the top right corner.
Follow the steps and best practices used for existing rooms.
Adjust the following fields as needed:
Room Name
Room Number
Travel Type
Color
Icon
Goal:
Build out any remaining rooms on your campus that students may travel to or from.
💡 Tips & Tricks:
Time Limits: Encourage students to end passes upon arrival and start new ones when returning. Most passes should be under 10 minutes unless specified otherwise.
Passes vs. Physical Locations: Think of rooms as passes, not just physical spaces. Create passes for clubs or specific activities (e.g., Photography Club, Walking Pass for IEP plans).
Room Visibility: Customize visibility for specific students as needed. Learn more about pass visibility here.
Rooms vs Folders: Organize like rooms together in folders.
Use Colors: Differentiate locations with specific colors for better organization.
4) ⚙️Configure Settings
4) ⚙️Configure Settings
Once you have added your rooms, it is time to adjust several key settings. As a school administrator, it's crucial to tailor the configuration of SmartPass to meet the unique goals of your school and to maximize the impact SmartPass can have for your staff and students.
Set Up Pass Limits
Set Up Pass Limits
Schools that are most successful with SmartPass tend to limit the number of times a student may leave the classroom.
You can limit the number of passes students can have per day, week, or term.
Begin by heading Accounts on the left of your admin page, and click the Pass Limits button in the top right.
Select the timeframe for pass limits (per day, week or *term)
Best Practice: For Per Day, consider giving 3 passes, and Per Week somewhere around 10-15 passes works for most schools, but feel free to use a number and time frame that works best for you.
Turn the Limit on and set the number of passes for all students.
Note: Only rooms/passes set to "Count Towards Pass Limits" will be included.
Individual Pass Limits (Optional)
Set specific limits for individual students if needed.
Note: These override the general limit and can be used for students with special needs (IEP/504/Medical).
FAQ:
What happens when a student hits their set pass limit?
When a student reaches their limit, they can still create passes, but these will require teacher approval and will be marked with a lock icon.
What if I don't want to count office spaces, the nurse or classrooms towards a student's pass limit?
You can exclude certain rooms from counting toward the pass limit. You will find the toggle for "counts towards pass limits" in the room you wish to exclude. This helps control student movement by managing access to specific locations without affecting overall limits.
For more details on Pass Limits, click here.
*term can be semester, quarter, etc.
Set Up Encounter Prevention
Set Up Encounter Prevention
What is Encounter Prevention?
Encounter Prevention prevents 2 or more students from being in the hallway simultaneously. When one student in the group creates a pass, the other student(s) in the group will be prevented from creating a pass until the first student has ended their pass.
Creating an Encounter Prevention Group:
Determine which students need to be added.
Consider using Detected Encounters, and leaning in on your teaching and guidance staff for this one.
Click "Encounter Prevention."
Select "+New Group."
Add the students to the group.
(Optional) Assign a group name.
(Optional) Add useful notes for teachers, and specific reasons.
Come back to this same space later and check for the stop sign symbol that indicates how many times this encounter was prevented. You can click to read about each instance.
Need More Info?
Check our support article here.
Adjust Pass Options
Adjust Pass Options
Finally, there are a few pass options you might need to tweak!
Go to Rooms -> Pass Options
Allow Students to Use Phones:
Allow students to use SmartPass on their mobile devices. Learn more.
No Fly Time:
Block students from creating passes during certain time ranges. Learn more.
Overtime Passes End After... (min):
How long an overtime pass will show red and count up before ending automatically.
Pass Cooldown:
How long before a student can create another pass.
Hallway Max Capacity:
Total max number of active passes. When reached, only staff can create passes.
Enable Wait in Line
When a room reaches its max capacity, put students in a virtual waiting line. Learn more.
5) 📚 Training + Support
5) 📚 Training + Support
Schedule Training
Schedule Training
To ensure a successful implementation, we highly encourage you and your staff to attend our live and on-demand training courses available at SmartPass Academy.
Our Teacher Training course is the perfect way to guide your teachers through SmartPass so they can manage digital hall passes effectively.
For admins like you, we recommend our Administrator Training, where we'll cover best practices and tips to maximize the effectiveness of your implementation.
If you feel you need further support—schedule time with our team for a 1-on-1 teacher training with your staff. Click here to set up an admin training with us.
Additional Resources
Additional Resources
Access our Help Center for step-by-step guides + videos on how to complete any action in SmartPass.
Download our Teacher and Admin FAQ Guides below for quick answers to common questions you or your teachers might have getting started.
Need immediate support? Chat with us!