GradPass Properties Overview

GradPass Properties Overview



GradPass Overview

GradPass is the digital version of the traditional printed graduate card, uniquely assigned to each graduate through a QR code. This QR code is scanned during graduate check-in and when graduates cross the stage for name display and announcement.

Login: Begin by logging into your account at MarchingOrder Admin.
Navigation: Click on the Ceremonies module and then select the GradPass button.

Event Code
Each MarchingOrder ceremony has a unique event code, which is used in the MarchingOrder Ticket Scan app to verify the validity of GradPasses for a specific ceremony.
Note: Scanning GradPasses using the app is optional and only performed at the entrance, not at the stage. This scanning process does not affect the stage crossing software or graduate check-in.

Cut-Off Date
The GradPass cut-off date marks the deadline for issuing GradPasses to graduates. After this date, no additional GradPasses can be assigned as MarchingOrder begins processing your ceremony files. The cut-off date is visible on your account and can only be modified by your Client Success Manager.

Assigning GradPass
This setting determines which graduates are assigned a GradPass.

Accessing GradPass
This setting controls when GradPass recipients can access their GradPass on the MarchingOrder site.

Activating GradPass
  1. This section displays the number of graduates who have not yet received a GradPass.
  2. If you opted to assign all GradPasses upon upload, this number will be zero, as all graduates were assigned a GradPass when uploaded.
  3. If you chose manual assignment, this section will show the number of graduates still awaiting their GradPass, and allows for mass assignment if necessary.

GradPass To-Do Checklist

  1. Preliminary Meeting: Meet with your Client Success Manager to establish a GradPass release plan before uploading graduates to the site. Decide on GradPass assignment criteria and release timing.
  2. Assignment Options:
    1. Automatic Assignment: GradPasses can be assigned automatically when graduates are imported into the site or manually at a later time.
    2. Manual Assignment: GradPasses must be assigned before the data processing deadline, regardless of whether the process is manual or automatic.
  3. GradPass Release:
    1. Determine when GradPasses will be made available for graduates to view, download, and print from the MarchingOrder site.
    2. GradPasses can be accessible from the start or released closer to the event.
    3. Important: GradPasses must be released before the final data deadline.

Automatic GradPass Assignment

  1. Setting Overview: All graduates are automatically assigned a GradPass upon upload to the site. New additions to the database will receive a GradPass immediately upon import.
  2. GradPass Access:
    1. ON: Graduates receive an email with their GradPass upon registration and can download it from the site, regardless of RSVP status.
    2. OFF: Graduates have a GradPass in their record but are not immediately notified or able to access it. When manually enabled, they can view and download their GradPass from their MarchingOrder Login Page.
  3. Mass Release: To release GradPasses to all graduates:
    1. Navigate to Ceremonies > GradPass and click the green button to assign GradPasses.

Manual GradPass Assignment

  1. GradPasses may be manually released by a school or ceremony administrator, which is useful in the following scenarios:
    1. If content (e.g., honors, line-up number) is not available until after registration.
    2. If you need to remove graduates from the ceremony due to eligibility changes.
  2. Control: Administrators can control GradPass release timing, but GradPasses must be released before the data processing deadline.

Releasing GradPass Manually 

Release GradPass Based on Specific Criteria

  1. To Release to a Specific Group (e.g., only graduate students, only "Yes" RSVPs):
    1. Go to Graduates and click Load All Graduates.
    2. Select your ceremony and create a view for the target group. (Contact your Client Success Manager for assistance.)
    3. Select all graduates within the view, then click Actions > Assign GradPass.
  2. To Release Based on RSVP Status:
    1. Navigate to Ceremonies and select the GradPass button next to the ceremony.
    2. In the GradPass Properties tab, set Assigning GradPass to Manual.
    3. Go to the ceremony's registration form, and adjust the RSVP question to automatically assign GradPasses based on confirmed attendance.
 

Release GradPass After the Registration Period Begins

Contact your Client Success Manager to activate GradPass. On the GradPass Properties page, click Activate GradPass for Graduates Without It to assign GradPasses to those who have not yet received them.

Release GradPass After Cut-Off Date (When Registration Closes)

If you plan to release the GradPass after the cut-off date, ensure that GradPasses are assigned before the data deadline but kept hidden until ready for release.
Use the "Send GradPass to Graduate" email template from the Communication section to notify graduates.

Release GradPass After Updating Data

To release GradPasses after updating graduate data (e.g., honors, line-up number):
  1. Update the data using the Update from Excel/CSV feature on the admin site.
  2. Use the GradPass Layout Editor to ensure that the new data is correctly displayed on the GradPass.
  3. After updating, follow the steps for assigning and releasing GradPasses and send the "Send GradPass to Graduate" email to provide access.

Important Notes

  1. Post Cut-Off Processing: After the cut-off date, MarchingOrder will process your ceremony files, including the GradPass QR codes. Graduates who were assigned a GradPass will see it on the MarchingOrder site and can view/print it before the ceremony.
  2. Visibility Settings: GradPass visibility can be toggled on/off by an administrator under GradPass Properties.
    1. Can Access: Graduates can view/print their GradPass if released.
    2. Hidden: Graduates cannot view/print their GradPass until this setting is changed to Can Access.