Gate Pass

The Gate Pass feature allows you to manage controlled entry and exit of students and staff from the campus. This comprehensive guide covers creating, tracking, and managing gate passes through their complete lifecycle.

Overview

The Gate Pass system helps you:

• Track student departures during school hours with parent/guardian authorization
• Monitor staff movements for official or personal leave
• Maintain security records of all campus entries and exits
• Streamline approval workflows from application to check-in
• Generate printable passes for security verification

Accessing Gate Pass

1. Navigate to Operations in the sidebar
2. Click on Gate Pass
3. You’ll see tabs for Student Passes and Staff Passes

Note: Access is controlled by permissions. You need appropriate permissions under the operations.gatepass module to create or manage passes.

Understanding the Dashboard

Header Statistics

The page header displays key metrics at a glance:

![Gate Pass Statistics - Screenshot placeholder showing the stats cards in the header]

Tab Navigation

The gate pass system is organized into two tabs:

• Student Passes - Manage passes for students
• Staff Passes - Manage passes for staff members

Click on the respective tab to switch between views.

Student Gate Passes

Creating a Student Gate Pass

Step 1: Open the Create Dialog

1. Ensure you’re on the Student Passes tab
2. Click the “Create” button (or use the header dropdown)
3. The creation dialog will open

![Create Student Pass Button - Screenshot placeholder showing the create button]

Step 2: Fill in Student Information

Academic Year (Required)

• Select the current academic year from the dropdown
• This helps filter students by enrollment period

Class (Required)

• Select the student’s class (e.g., “Class 10-A”, “Grade 12 Science”)
• Classes are filtered by the selected academic year

Student (Required)

• Search and select the student by name
• Students are filtered based on the selected class
• The student’s photo and details will be displayed for verification

Step 3: Enter Pass Details

Reason (Required)

• Clearly state the reason for leaving campus
• Examples:
  • “Doctor’s appointment at 2:00 PM”
  • “Family emergency - parent pickup”
  • “Dental checkup”
  • “Parent requested early dismissal”

Out Date (Required)

• Select the date when the student will leave
• Typically today’s date for immediate passes

Expected Out Time (Required)

• Enter the time the student is expected to leave
• Format: HH:MM (e.g., 14:00 for 2:00 PM)

Expected In Time (Conditional)

• Enter the expected return time
• Required if not a half-day leave
• Can be left empty for half-day leaves

Pickup Person (Required)

• Name of the person who will pick up the student
• This is verified at the security checkpoint
• Examples: “Mother - Mrs. Sharma”, “Driver - Raju”

Half Day Leave (Optional)

• Check this box if the student won’t return today
• When checked, Expected In Time is not required

Attachment (Optional)

• Upload supporting documents if needed
• Examples: Doctor’s note, parent’s written request
• Supported formats: Images, PDFs

![Student Gate Pass Form - Screenshot placeholder showing the complete form]

Step 4: Submit the Pass

1. Review all entered information
2. Click “Create” to submit
3. On success:
   • Dialog closes
   • Pass appears in the list with “Applied” status
   • Success notification is shown

Student Pass Workflow

┌─────────────┐    ┌─────────────┐    ┌─────────────┐    ┌─────────────┐
│   Applied   │───▶│  Approved   │───▶│ Checked Out │───▶│ Checked In  │
└─────────────┘    └─────────────┘    └─────────────┘    └─────────────┘
       │                                                        ▲
       │                                                        │
       ▼                                                        │
┌─────────────┐                                                 │
│  Rejected   │                                   (Person returns)
└─────────────┘

Managing Student Passes

Filtering and Search

Use the filter controls to find specific passes:

Search Field

• Search by student name, reason, or pass ID
• Case-insensitive search

Status Filter

• Filter by pass status:
  • All Status
  • Applied
  • Approved
  • Checked Out
  • Checked In
  • Rejected

Refresh Button

• Click to reload the latest data

Approving a Pass

1. Find a pass with “Applied” status
2. Click the green checkmark (✓) button
3. Status changes to “Approved”

Rejecting a Pass

1. Find a pass with “Applied” status
2. Click the red X button
3. Status changes to “Rejected”

Recording Check-Out

1. Find a pass with “Approved” status
2. Verify the pickup person’s identity
3. Click the “Out” (→) button
4. Status changes to “Checked Out”
5. Actual out time is recorded

Recording Check-In

1. Find a pass with “Checked Out” status
2. Click the “In” (←) button
3. Status changes to “Checked In”
4. Actual in time is recorded

Printing a Student Pass

1. Locate the pass in the table
2. Click the printer icon in the Actions column
3. A printable version opens
4. Print for security checkpoint verification

The printed pass includes:

• Pass number
• Student name and photo
• Class information
• Reason for leaving
• Expected out/in times
• Pickup person details
• Approval status

![Print Pass - Screenshot placeholder showing the print preview]

Staff Gate Passes

Creating a Staff Gate Pass

Step 1: Open the Create Dialog

1. Switch to the Staff Passes tab
2. Click the “Create” button
3. The creation dialog will open

Step 2: Select Staff Member

Staff (Required)

• Search and select the staff member
• Staff photo and designation will be shown for verification

Step 3: Enter Pass Details

Reason (Required)

• State the reason for leaving
• Examples:
  • “Bank work - 1 hour”
  • “Official meeting at District Office”
  • “Personal work - half day”
  • “Medical appointment”

Out Date (Required)

• Select the date of departure

Expected Out Time (Required)

• Enter the planned departure time

Expected In Time (Conditional)

• Enter the expected return time
• Required if not a half-day leave

Half Day Leave (Optional)

• Check if the staff won’t return today

Attachment (Optional)

• Upload supporting documents if needed

![Staff Gate Pass Form - Screenshot placeholder showing the staff pass form]

Step 4: Submit the Pass

1. Review all information
2. Click “Create” to submit
3. Pass appears with “Applied” status

Staff Pass Filters

Staff passes have additional filtering options:

Use date range filters for reports or to find passes within a specific period.

Staff Pass Workflow

The workflow is identical to student passes:

• Applied → Approved → Checked Out → Checked In
• Or Applied → Rejected

Understanding the Pass Table

Table Columns

Status Badge Colors

Pagination

Use the pagination controls at the bottom to:

• Navigate between pages
• Change items per page (10, 20, 50, 100)
• See total count of passes

Best Practices

For Administrators

1. Review passes promptly

   • Don’t let “Applied” passes wait too long
   • Parents/staff are waiting for approval

2. Verify pickup persons

   • For students, always verify identity before check-out
   • Maintain a list of authorized pickup persons

3. Keep records updated

   • Record check-out and check-in times accurately
   • These records may be needed for audits

4. Use attachments wisely

   • Request doctor’s notes for medical leaves
   • Keep parent authorization forms on file

For Security Personnel

1. Always verify printed passes

   • Match person with photo on pass
   • Verify pickup person for students

2. Record times accurately

   • Click “Out” when person leaves
   • Click “In” when person returns

3. Don’t allow exit without approval

   • Only “Approved” status means permission granted
   • “Applied” status means still waiting

For Teachers/Staff Creating Passes

1. Provide clear reasons

   • Vague reasons may be rejected
   • Include relevant details

2. Set realistic times

   • Estimate return time accurately
   • Update if plans change

3. Attach supporting documents

   • Medical appointments: Doctor’s note
   • Official work: Meeting invitation

Troubleshooting

Common Issues

Problem: Cannot see the “Create” button

• Solution: You may not have creation permissions. Contact your administrator.

Problem: Student not appearing in the dropdown

• Solution:
  • Check if correct academic year is selected
  • Check if correct class is selected
  • Student may not be enrolled in that class

Problem: “Expected In Time is required” error

• Solution: Either enter an expected return time OR check the “Half Day Leave” option.

Problem: Pass status not updating

• Solution:
  • Check your internet connection
  • Try clicking the Refresh button
  • Verify you have permission to update status

Problem: Print not working

• Solution:
  • Enable pop-ups for this site
  • Try a different browser
  • Check printer connection

Error Messages

Permissions Reference

Contact your administrator to request permission changes.

Related Documentation

• Operations Overview - All operations features
• Holidays - Managing institutional holidays
• SIS Students - Student information management
• HRMS Staff - Staff information management

Quick Reference

Gate Pass Status Workflow

Student/Staff applies → Admin approves → Security checks out → Security checks in

Keyboard Shortcuts

• Esc - Close any open dialog
• Tab - Navigate between fields

Quick Links

• View all gate passes
• Operations dashboard
• Help & Support

Last updated: 30 November 2025