Automatically End Hall Passes During Student Check In

Managing student movement is easier when your tools work together. This article will help you set up Minga so that any active hall pass ends the moment a student checks into a FlexTime activity or a specific Check-In location. By automating this step, you keep your records accurate and reduce the manual tasks for your staff.

Permission Level Required: Owner

Enable Auto-End Hall Pass for FlexTime Activities: Automatically end active passes when students arrive at scheduled Flex periods.
Enable Auto-End Hall Pass for Check-In: Link specific check-in reasons (like arriving at the Office or Library) to the termination of a hall pass.
Tracking Auto-Ended Hall Passes: Learn how to identify which passes were ended by the system versus a staff member.
FAQs
Troubleshooting
Resources

Enable Auto-End Hall Pass for FlexTime Activities

You can ensure that any student checking into a FlexTime activity has their active hall pass ended automatically by adjusting your module settings. This prevents students from appearing "in flight" on the dashboard once they have reached their destination.

Step-by-step Guide to Enabling Auto-End for FlexTime

Open the FlexTime module from the main menu.
Click on the Settings tab located at the top of the screen.
Find the option labeled Auto-end hall pass on check-in.
Toggle the switch to ON.

Tip: This setting applies globally to all FlexTime activities once enabled, ensuring consistent tracking across the school.

Enable Auto-End Hall Pass for Check-In

You can configure specific Check-In Reasons to automatically end a student's hall pass upon arrival. This is useful for high-traffic areas like the Library or Front Office, where a formal check-in is required.

Step-by-step Guide to Enabling Auto-End for Check In Reasons

Navigate to the Check In module.
Select the Reasons tab to view your current list of check-in locations or categories.
Click the Edit icon (pencil) next to an existing reason, or click the Create Reason button to start a new one.
Locate the Auto-end hall pass on check-in toggle.
Switch the toggle to ON.
Click the Save button to apply your changes.

Tracking Auto-Ended Hall Passes

You can track whether a hall pass was ended manually by a teacher or automatically by the system by viewing the Hall Pass History Report. This provides clear data for attendance auditing and student accountability.

Step-by-step Guide to Tracking Auto-Ended Passes

Navigate to the Hall Pass module and select the Hall Pass History Report tab.
Locate the column titled Ended By within the data table.
Review the entries in this column:
- Check In: This indicates the pass was ended automatically when the student scanned into a designated Check-In reason.
- FlexTime: This indicates the pass was ended automatically when the student checked into a FlexTime activity.
- Staff Name: If a specific name appears, the pass was ended manually by that staff member.

FAQs

Does the student receive a notification that their hall pass has ended?

When the Auto-End setting is enabled, a notification confirms the successful check-in on the student's device, but it does not specifically send a separate alert stating the hall pass has ended.

Can I enable this for some FlexTime activities but not others?

Currently, the Auto-end hall pass on check-in toggle in the FlexTime module is a global setting that applies to all activities within that module. To have more granular control, use the Check-In module where you can enable this feature for specific reasons only.

What happens if a student has two active hall passes?

If the Auto-End feature is triggered, the system will terminate the active hall pass associated with the student's current session to ensure their status is updated correctly upon check-in.

Troubleshooting

Issue: The hall pass did not end even though the student checked in.

Solutions:

Verify Toggle Status: Ensure the Auto-end hall pass on check-in toggle is set to ON for that specific Check-In Reason or within the FlexTime settings.
Check Permission Level: Confirm you have Owner permissions, as only users with this role can modify these module-level settings.
Save Changes: For Check-In Reasons, ensure you clicked the Save button after toggling the setting, as navigating away without saving will revert the changes.