GradPass

Release GradPass to YES RSVPs only: We do not recommend this option because a graduate’s RSVP status may be fluid and preparing a GradPass for all eligible graduates, regardless of RSVP status is a safe way to prevent unnecessary last minute help calls, frantic activity at your help desk and frustrated graduates and guests.

To release to a specific population (eg “only graduate students”, or “only YES RSVPs”, etc.):

• • Go to Graduates > Load All Graduates
  • Select your ceremony from the drop-down, then create a view that contains the population to which you want to assign GradPasses. (For assistance building a view, contact your CSM.)
  • Select all graduates within the view, then click Actions > Assign GradPass

If you have not communicated your GradPass release plan to your Client Success Manager, please be sure to do so BEFORE uploading graduates to the site.

IMPORTANT: GradPass MUST be released prior the final data date.

Release GradPass after the registration period has begun
Contact your Client Success Manager to activate GradPass. On the GradPass properties page, you will see a button marked Activate GradPass for Graduates Without it. This button will indicate the number of graduates who do not yet have an assigned GradPass. Click this button to assign GradPasses to those graduates. Then click Save Properties.

Once GradPass is active, GradPasses will automatically be assigned to new graduates immediately upon import, at any time before your data processing deadline. This cut-off date is 11 AM PST on the date labeled MarchingOrder Pulls Final Graduate Data on your ceremony timeline.

If you would like to release the GradPass AFTER the cut-off date you must first assign GradPasses before the deadline, keep them hidden from graduates until you’re ready, then make them visible and use the Send GradPass to Graduate from the Communication Manager to provide each graduate with the link to their GradPass. See the note below for Visibility Tool instructions.

IMPORTANT: GradPasses must be assigned before the cut-off data, as the QR codes are required for processing ceremony software and back-up cards/labels.

IMPORTANT: Releasing the GradPass does NOT automatically notify the graduates. An email must be sent using the templates under the Communication menu.

No new GradPasses can be assigned after processing has begun. You may need to add graduates to the data collection site after the processing deadline to provide them with access to guest tickets. Those graduates and any other late additions must be added manually to the MarchingOrder Director software using a blank card in order to be included in the ceremony. Instructions for adding graduates to the software can be found in the training guide.

If you would like to release the GradPass after importing new graduate data (eg honors, line-up number, etc.):

First, follow these instructions to import your new/revised data to the admin site. How to use Update from Excel/CSV
Then use the GradPass Layout editor to make sure your new data is populating onto the GradPass the way you want it.

Once this update is complete, follow the instructions above to assign and release your GradPasses and then send the Send GradPass to Graduate email to provide each graduate with the link to their GradPass.

After the cut-off date, MarchingOrder will begin processing your ceremony files, including the GradPass codes for all those assigned a pass before the deadline. Graduates who were assigned a GradPass will see the GradPass button when they access the MarchingOrder site. They will be able to view/print their GradPass here at any time before the ceremony.

GradPass visibility can be toggled on/off by an administrator.
In GradPass Properties, see the Allow Graduates to Access GradPass question to choose between Can Access and Hidden.
Note: Visibility settings apply whether GradPass release is set to Manual or Automatic.

• Can Access: If their GradPass is released, the graduate will be able to view/print it at any time.
• Hidden: The graduate will not be able to view/print their GradPass until this setting is changed to Can Access.

1. GradPass Properties
   • From the admin homepage, click Ceremonies and then the GradPass button next to the applicable ceremony name.
   • The Event Code will be pre-populated. The event code can be used in the MarchingOrder Ticket Scan App to verify that GradPasses are valid for a particular ceremony. If you are scanning GradPasses at the live event, this Event Code will be input into the MarchingOrder Ticket Scan App. The event code is editable. If you make changes, be sure not to use the same event code for more than one event.
   • Cut-off Date is viewable, but can only be edited by the Client Success Manager.
   • Activate GradPass for Graduates without it – Use this button to assign GradPass to any graduates who have not been assigned prior to the Cut-off date.
2. GradPass Layout
   • From the admin homepage, click Ceremonies and then GradPass button next to the coordinating ceremony name.
   • You may adjust the format of your GradPass. You can use the font editor to adjust font style and size and the image editor to change or add logo or other images.
   • Placeholders/Dynamic fields: You can use a placeholder to add ceremony information and specific graduate information to the GradPass layout.
     • MarchingOrder will include common ceremony placeholders in your ticket format.
     • To add additional placeholders, use the Insert Placeholder dropdown in the GradPass editor.
     • To insert a line break, click space bar one time in the blank line.
   • Save Layout
   • Preview to approve.
   • Repeat as needed. Save Layout to lock in changes.