Step by step
Let a learner out on a pass
A pass is recorded and approved, the gate lets the learner go only with a guardian or an adult on their list, and signs them back in.
Gate and passes shows who is out, who is overdue, the passes to decide and those approved but not out yet. A learner leaves on a pass (Leave-out, Exeat or Gate pass) only with a guardian or an adult on their pick-up list, and the guardian gets a text when they go and come back.
Not available yet
SMS is in test mode until an SMS provider is connected: messages are kept in the message log and not delivered to phones.
Record the pass
Whoever takes the request, such as the matron, taps New pass (or presses N), finds the learner, and chooses the Kind and when they are Due back. Under Reason, write why and who asked, such as “Family wedding; asked by the mother on the phone”. Approve the pass: Kila says Pass approved.
Find the pass at the gate
At Today › Gate and passes, open Passes. The pass shows Approved, with Out, Print and Cancel.
Tap Out
Kila opens “Joy Kariuki goes out on GP-000012”: “Check the adult’s ID against the list.”
Choose the adult collecting
Under Choose the adult collecting, choose the guardian or the listed adult in front of you. Each shows their ID number to check.
Tap Let them go
Kila says Joy Kariuki is out: “Their guardian gets a text.” The learner moves to Out now, with the time they are due back.
Sign them back in
When they return, find them under Out now and tap Back. Kila says they are back, and the guardian gets a text.
A pass past its time shows overdue under Due back, and counts under Overdue at the top. A pass someone asked for and nobody has decided waits as Asked for, with Approve and Refuse.
The adult is not on the list
Link to this section: The adult is not on the listChoose Someone not on the list (a manager decides), then their name, ID number and who confirmed it. At the gate, Kila refuses:
Call the head or the deputy: only they, or the manager, can let the child go with someone who is not on the list, and they give the reason. The adults allowed to collect a learner are on the learner’s page, under Who may collect, kept by the office or the head.
The learner already has a pass
Link to this section: The learner already has a passUse that pass, or cancel it first: under Passes, Cancel on an approved pass.
- Sign a visitor in: the visitors’ book at the same gate.
- Take a roll call: a boarder out on a pass shows so on the roll.
- Gate or reception: your day at the gate.
Next: check Overdue before the evening roll call and call the guardians of anyone not back.