Pass › Back To School
2026 Pass Admin BTS Checklist
Admin Back-to-School Checklist
The Pass system school year runs from July 1st - June 30th. Some components,
marked below with *, will reset on July 1st.
District Technical Changes
Submit a Support Request if you plan to change any of the following:
User provisioning method (e.g., CSV → Securly Sync, Clever → Securly Sync, ClassLink, etc).
Email domains for staff or students, or the addition of a new domain
Student Information System (SIS) or other technical systems that may change file formats, data, or IP requirements.
Keep in mind that districts and APIs often pause roster syncs over the summer. Touch base with your district IT for specifics. Securly Sync School Year Rollover Information, Clever Pause Dates, ClassLink Updates
Profile Settings
My Profile
Update your student-facing photo for the new year
Review toggle settings and edit as needed
Reset your PIN, ensuring it is not easy for students to guess (avoid 1234, abcd, 1111, etc.)
My Locations
Review your associated locations and update for the new year
*Remember that when you associate with a location, you will see all passes to and from that location on your My Passes dashboard
Reports *
Review the District & School Insights Dashboard for insights into Pass usage from the year and set up scheduled reports as needed
Run and download any reports needed to inform decisions for the next school year
The “school year” drop-down lets you run reports on prior years
Blocks and Limits
(Migrate limits from last year to the current school year. Click HERE for details.)
Limit Student Pass *
Review limits used last year - note students requiring additional passes or those who need stricter limits
Build student limits you’ll need for the new year (uploading a CSV of students allows you to make individual adjustments)
Limit Location Max Cap
Review current capacities and edit as needed
Limit Active Pass
Reflect on how your hallway limit has been working
Determine a hallway limit for the new year
Limit Location Availability *
Review and set up “Members Only” and “Access Denied” locations
Consider students with accommodations (walk pass, calm down break, etc.) and set up accommodation passes as needed
Contact Control
Use the “# of times triggered” and Detailed report to inform decisions
Add blocks for new student pairs
Delete any blocks no longer needed
Pass Blocking *
Enter blocks for testing dates, emergency drills and other planned hallway closures
Build 10/10 rules and other recurring blocks for the new year
Users
Main Users
Coordinate provisioning for the new school year
Communicate login expectations to your staff, teachers, and students
Substitute Users
Deactivate or rename substitutes who are not returning
Create new substitute accounts as needed
For extra security, change the existing user PINs
System Settings
Auto Pass
Review admin-approved Auto Pass locations and adjust as needed
Remind teachers of the workflow and expectations for Auto Pass use
Pass Times
Adjust your pass times - particularly long-running and system-ended - for the new year
Periods
Delete any unused class periods
Add or rename periods to reflect schedule changes
Locations (rooms)
Inactivate or rename locations that are not used
Add new locations, if needed
Modules
Appointment Pass
Review appointment pass settings and adjust as needed
Tardy Management
Review your Tardy Adults and add/remove them as needed
Build your Tardy Detentions for the new school year
Add dates to your Detention Calendar as available *
Review the Consequence Ladder(s) and update as needed
Update your Reset Date for back-to-school *
Reminder: All earned detentions that had not been scheduled were cleared as of June 30th. All students start with a clean slate on July 1, 2024.
Visitor
Set school hours for check-in/check-out availability
Add custom reasons for check-in, check-out, and visits
Review kiosk settings and enable needed components
Write subject lines and message content for emergency alerts
Establish syncing for the parent student/matrix
Add necessary users to your security staff list, emergency contact list, and watch list
Queue Management
Add and schedule Auto Queue Clearing times
Select which locations should have a queue
Set Location Max Cap limits for your queue locations
Auto Check In
Evaluate Auto Check-in locations
Kiosk
Ask for input from teacher/staff who used kiosks
Make any necessary changes to kiosk settings for the new year
Digital ID
Review and update the digital ID settings, if needed
Helpful Resources
Pass Teacher/Staff Back to School Checklist 26/27 School Year
Admin Guides: Pass / Visitor / Tardy Management