Demo:

https://app.trupeer.ai/view/JWypdJoUx

Overview:

Staff can now make smarter decisions when approving pass requests that have already passed their scheduled return time. Previously, when a pass was approved after the scheduled end time, the system would automatically archive it — creating a duty-of-care risk where students still off-site would not appear on late lists.

With this improvement, staff are presented with context-aware approval actions that adapt based on the pass window (departure/return times) and whether the pass is a one-off or recurring request. Instead of a single Approve button, staff now see clearly labelled primary and secondary actions such as Final Approve & Schedule, Final Approve & Activate Now, Final Approve & Create Retroactive, and Override Gating — each guiding the correct outcome for the situation.

Key Changes:

• Context-aware approval buttons replace the single Approve action — the options shown depend on whether the pass has a future, in-progress, or past-due time window.

• Staff can now choose to Activate a late pass so that the student appears as Active and Late in the system, maintaining duty-of-care visibility until they physically return.

• Retroactive pass creation is available when both departure and return times are in the past, allowing accurate record-keeping without creating an active location record.

• Recurring pass requests use the same decision flow as one-off passes, with a recurring icon and recurrence description visible on the approval confirmation screen.

• Override Gating action is available when gating blocks would otherwise prevent approval, giving staff controlled flexibility.

• Available across Staff Web (Desktop & Mobile) and iOS.

Instructions:

This feature is controlled by the Pass Activation Decision Workflow feature flag. When the flag is ON, the new approval flow is active. When OFF, the legacy approve screen with the activate-now toggle is displayed. No additional configuration is required by schools — the appropriate actions are automatically shown based on the pass time window.