Exit permits

Record a pupil leaving during the school day with leave: when, why and who collected them, and tell their guardians.

What it is for

When a guardian asks for their child to leave before the end of the day, the permit is recorded here so it shows on the register beside the pupil, and everyone knows they left with leave and who collected them.

Who uses it

The page opens for whoever holds “View exit permits”, to look only, or “Record attendance: the register, the gate and exit permits”, to work in it. In the built-in roles: Owner, Manager, Team member, Principal, Stage supervisor, Teacher, Counselor. They are granted to any role under Settings → Roles and permissions.

Step by step

1. Press “Export Excel” to download the whole list, not the fifty rows on screen, under the filters and tab shown and with the page's own columns; the health reason “sick” and its note are withheld from anyone without its key; “Print” prints the page under the group's letterhead, naming the school and the class you picked. An export is recorded as a count of rows.
2. Pick the school and the class above, then press “Add an exit permit” and choose the pupil.
3. Choose who collected them from the guardians allowed to collect them, or choose “Someone else” and type the name on one line with no link.
4. Type the time they left and choose the reason yourself: none is preselected.
5. “Tell the guardians” stays on so a message naming the pupil and the time goes to the guardians recorded to receive messages; turn it off if you do not want one.
6. To correct a permit, press “Edit” on its row: change the time, the reason or the note and save. The day, the pupil and who collected do not change; cancel the permit and add another.
7. If the pupil's family was not told when the permit was added, its “Tell the guardians” column holds a button of that name: press it and confirm and the message goes, once only per permit, and the column then shows how the message stands.
8. To cancel a permit press the bin icon; it moves to the deleted tab and can be brought back from there.

How it works

Whoever collects the pupil is either a guardian the school recorded as allowed to collect them, whose name is taken from their record, or a name you type for someone else; a guardian of another pupil, or one not allowed, is refused. The notice goes only to the guardians recorded to receive messages, and never states the reason, the note or who collected. If the school has connected neither WhatsApp nor a text-message service the message is recorded “unsent” and the page tells you so; if WhatsApp is connected but Meta has approved no template, it is recorded “unsent” too and is never sent as a text message in its place. Editing a permit sends nothing. The reason “sick” is health data: only someone given the key to see health reasons sees or chooses it, and everyone else sees “Reason withheld” and not the note. Every action is logged without the reason, the note or the name of whoever collected the pupil.

On the page

• The school, stage, grade and class (each list inside the one before it) and the period. As your role's scope allows.
• The permits: the pupil, the day and time, the reason and who collected, how the message to guardians stands or the button that sends it, “Edit”, and the bin.
• “Add an exit permit” records a permit for a pupil of the chosen class.

Part of these flows

• A pupil's year on one page

Questions

Why can't I see a permit's reason?

Because it is “sick”, which is health data seen only by someone given the key for health reasons; ask the manager of the group if you need it.

Why isn't the guardian in the list of who collected?

Because they are not allowed to collect the pupil in the pupil's file. Change that in the file, or type their name as someone else.

Why does the page say the message was recorded unsent?

Because the school has not connected WhatsApp or a text-message service yet. The message stays recorded in the message log.

How do I delete a record in “Deleted” permanently?

From the “Deleted” tab: “Delete permanently” on the record, or “Delete all permanently” above the tab after typing the count, which takes every deleted record of the kind in all of {{customer.the}}, whatever the page's filter shows. It takes the “Permanent delete” permission, the owner's, and a fresh code from the authenticator app each time. A record other records still point to stays, and what holds it is named. A person's record has its personal data erased that night, and a row with no name stays in the records. The backups keep a copy for a few weeks, then it is gone.