Gatepass System

How gatepass works

1. 1

   The parent requests an early pickup

   They call the office or send a message through the app.
2. 2

   Office staff create the gatepass

   Open Communication → Gatepass and add a new gatepass.
3. 3

   Fill in the details

   Select the student, the reason, and the expected time of leaving.
4. 4

   The parent is notified

   They get a notification in the app confirming the gatepass.
5. 5

   The gate is checked

   When the parent arrives, the guard checks the gatepass on screen.
6. 6

   The student is released

   The gatepass is marked as used and the check-out time is recorded.

Requesting a gatepass

A gatepass usually starts with a phone call or an app message from the parent. Here is the sequence from the first request to the student returning to class.

1. 1

   A teacher or the office raises the request

   Note the student, the reason for leaving, and the expected out time.
2. 2

   The parent is notified

   The parent receives the gatepass in the app so they know when to arrive.
3. 3

   The student checks out at the gate

   After approval, the gate staff verify the gatepass and record the check-out time.
4. 4

   The check-in time is recorded

   When the student is back, record the check-in time so the gatepass closes with a full record.

What the gatepass records

• Request time

  When the gatepass was raised and by whom.

• Approval

  Who approved the request and at what time.

• Check-out time

  When the student actually left the gate.

• Check-in time

  When the student returned to school.

• Reason

  Why the student is leaving early.

• PDF copy

  A printable gatepass the gate staff can keep.

Statistics you can see

The gatepass screen keeps a running view of early departures, including:

• Gatepasses this month

  How many early departures have been recorded so far this month.

• Pending approvals

  Requests that are still waiting for a decision.

• Average out-time

  A rough sense of when students usually check out.