This article will guide administrators and teachers through the student experience of requesting and managing hall passes using the Hall Manager system, including common prompts and troubleshooting steps related to device usage and location access.


  Note: The PDF attached to this article provides instructions students can follow for use with the Student Portal. 


Student Portal Login and Initial Access

Students will access the Hall Manager system via a web browser, most commonly on a Chromebook at school.

Login Steps for Students:

  1. Students open their web browser and navigate to the Hall Manager student portal.
  2. They will log in using their Student ID and the District ID for their school.
  • Finding the District ID (for Admins): The District ID for a specific location can be found in the admin portal under System Settings | Location Management | [Select the Location] | Hall Pass Settings
  • Simplified Login Link (for Teachers): You can provide students with a pre-populated link that automatically fills in the District ID. With this link, students will only need to enter their Student ID to log in


(Optional) Location Access and Hall Pass Distance Restriction

The Hall Manager system can use location services to ensure students are physically on school grounds when requesting a pass.

Hall Pass Distance Restriction Option (Admin Configuration)

  • By default, the Hall Pass Distance restriction is not set. This means students can request a pass regardless of their physical location
  • If you choose to set a distance for a location (configured under System Settings | Location Management | [Select Location] | Hall Pass Settings | Hall Pass Distance), students must be within this defined distance of the school location to successfully request a hall pass

Student Experience: Location Access Prompt (Crucial Step)


  • What Students See: Upon logging in, or when attempting to request a pass, students will likely encounter a browser prompt (e.g., "Visitorware would like to access your location"). This prompt appears when the Hall Pass Distance setting is active.
  • Required Student Action: Students must grant location access in their browser when prompted

Troubleshooting Location Issues (for Admins and Teachers)

  • Location Denied by Student: If a student denies location access, they will receive an error message indicating that "the location is required"
  • Guidance: Instruct students to allow location access and refresh the page if necessary
  • Student Outside Permitted Distance: If the Hall Pass Distance setting is active and a student attempts to request a pass from outside the allowed radius (e.g., from home), they will see a customizable error message stating they are "outside of like the location"
  • Guidance: Understand that this is expected behavior when the distance restriction is in place, ensuring passes are requested by students physically at the school. Clarify this to students if they encounter the message.

Requesting a Hall Pass (Student Workflows)

Once logged in and location access is granted (if applicable), students will see the option to request a hall pass.



Steps for Students to Request a Pass

  1. Students will see a Request a Hall Pass option.
  2. From the Select your class dropdown menu, they will select their current class (these classes are managed by a separate system).
  3. From the Select Destination dropdown menu, they will choose their destination.
  4. They then tap the Request Pass button.

Monitoring Pass Status and Limits (Student View)

Students have visibility into the status of their hall passes and their daily pass usage.

  • In-Progress Pass: After requesting, students will see their pass status (typically Pending or In Progress)
  • Visual Limit Indicator: Students will see a visual progress bar (e.g., "1/5" or "2/7") indicating how many daily hall passes they have used and how many they have left
  • This limit reflects either the location-specific Daily Student Pass Limit (found in Location Management | Hall Pass Settings) or a student-specific override set in the student's individual account settings
  • If no limit is set (the default for location settings), the number of daily passes is unlimited
  • Cancelling a Pass: Students can cancel a pass if it is in pending status (needs approval but has not been approved yet)
  • Returning a Pass: Students can tap the Return button on their device once they have come back from their destination

Note for Admins and Teachers: You can also click or tap the Return button on the admin or teacher side when a student returns.

Expired Passes (Student and Dashboard Views)

If a student's hall pass exceeds the Max Duration (if set for that destination), the system provides visual indicators.



  • Student View: Students will see a timer in their student portal indicating the pass is expiring. Once expired, a prompt will appear on their screen saying Pass Expired

  • Admin/Teacher Dashboard View
  • The student's pass record on the Hall Manager dashboard in the View All table will turn red
  • The Status will change from In Progress to Expired. 
  • A tooltip symbol appears in the Requested column for the student. To view how the pass has been expired, hover over the symbol. 


Note: There are no direct notifications (e.g., email alerts) sent to administrators or teachers when a pass expires. The primary indicators are the visual change on the dashboard and the prompt on the student's device.