Advanced Reporting - District & School Insights

Advanced Reporting - District & School Insights

With this reporting feature, admin users are able to get a snapshot of Pass usage and trends in their school and/or across their district if they have membership in those schools.

• Admin with membership in one school will be able to see their school’s detailed Pass data. They can also view how their data compares to any other Pass schools in their district; however, the other school names will be hidden.

• Admin with membership to multiple schools will be able to see detailed and comparative data for all schools they belong to.

IMPORTANT NOTE:

If you need to add/roster district admin to your school, please click HERE for those details.  

REMEMBER: 

• Information will not be updated in real time. All data will be from yesterday and before.

• These reports are compiling large amounts of data. Please be patient and allow your report time to load and display.

To access the District & School Insights tab, under the Control Panel, click Reports → District & School Insights.

Using the School dropdown menu, admins can choose to view data from one school or multiple schools (as long as they have membership in those other schools).  Click Apply once the school(s) is/are chosen.

One School Chosen

Multiple Schools Chosen

The first three graphs are static and provide an overview of Pass usage within a school/district:

• User roles and % logged in

• School Year Pass Breakdown

• School Year Pass Trend Chart

User Roles and % Logged In

Admin can see the total number of users shared by role (Admins, Teachers, Staff, Students) and percentage of those who have logged in.

School Year Pass Breakdown

This chart shows how different pass types are being used throughout the year. An admin will see if all pass types are being used and how much each pass type is being used in relation to the other pass types. A school/district could have zero or very low usage of a particular pass type based on a school system's configuration or utilization.  (Hover over the different sections to see the specific number of passes for that pass type.)

School Year Pass Trend Chart

The School Year Pass Trend Chart compares pass usage month by month, this year versus last year.

Specific School/District Pass Data

To dig even deeper into your school's/district's data, you can choose a specific date range. You can also select which Data Points to include on your District & School Insights page.

Under the School Year Pass Trend chart, click the date field and choose the desired date range. To the right, click the four (4) squares to personalize your data dashboard with the desired Data Points.

Date Range

Data will be displayed as follows:

• Previous Day - Using hours of the day (default)

• This Week - Using days of this week

• This Month - Using days of this month

• This Year - Using months of the school year

• Custom Range

Personalize Dashboard

Customize the Data Dashboard by selecting which charts to display and in which order.

• Select All Charts to be displayed

OR

• Check the boxes of the individual charts

• To move the order in which the charts are displayed, click on the dots to the left of the chart and move it to the desired position.

• Click Restore Default or Save when finished

Pass Breakdown - Shows an admin if all pass types are being used and how much each pass type is being used in relation to the other pass types during the specified date range. A school/district could have zero or very low usage of a particular pass type based on a school system's configuration or utilization.

Pass Trend - Highlights daily pass activity for the selected time period.

Most Passes Granted By Schools  - Compare pass usage across different schools.  Click Table View to see more detailed information.  (The names of the school(s) selected will be displayed on the chart.)

Most Passes Taken - Shows which students (top 5) are taking the most passes.  To see the names of these students, click Reveal Names.  Click View More to see a listing of the top 20 student pass takers.

Top Five Students

View More

Most Passes Granted - Illustrates which adults (top 5) are granting the most passes.  To see the names of these adults, click Reveal Names.  Click View More to see a listing of the top 20 adult pass granters.  (This data will include any adult who interacted with a pass, NOT just the adult who activated the pass.)

Top Five Adult Pass Granters

View More

Tardy Infractions - Tracks tardies over time, including late passes.

* COMING SOON - Pass Breakdown by Graduation Year - Shows pass usage by graduation year.

Most Frequented Locations - Displays which locations students visit most often.

Top Five Locations

View More

Average Pass Duration - Shows the average length of time for each type of pass.

Contact Control - Illustrates prevented interactions between students who should be kept apart.

Visitors Trend - Tracks the number of visitors over time.

Zero Granters - Shows adults who haven't granted any passes.

QUICK TIP:

Based on what the data reveals, admins can make adjustments in their Pass system to school-wide limits, certain locations, or specific students.

Export Options

Admin have three (3) different export options to share Pass data, and they live in the top right corner of the District & School Insights page.

• Download Report (#1)

• Email Report (#2)

• Schedule Report (#3)

Download Report (CSV format)

When the Download Report option is clicked, a Download Report popup will appear where an admin can check the boxes of the data points to be downloaded.  When finished, click Download.

The files of the selected data points can be found in your Downloads folder on your computer.

Email Report

When the Email Report option is chosen, an admin can then select the data points and click Send to Email. Those selected files will then be emailed to that user’s email address, as listed in Pass.

Scheduled Report

The Scheduled Report option allows an admin to schedule the selected data points to be emailed to them at the chosen frequency until the selected end date.

To schedule a report, click the gear icon.  On the popup screen, an admin can select from the following options:

• Schools to include in the report

• Repetition of the report  (Daily, Weekly, or Monthly)

• Start and End Dates

• Data Points to be included

Click OK when finished.