Stage Pass Properties Overview

Stage Pass Overview

Stage Passes are 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.

Navigation: Click on the Ceremonies module and then select the Stage Pass button.

Event Code

Each Tassel ceremony has a unique event code, which is used in the Ticketing app to verify the validity of stage passes for a specific ceremony.

Note: Scanning stage passes 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 stage pass cut-off date marks the deadline for issuing passes to graduates. After this date, no additional passes can be assigned as Tassel begins processing your ceremony files. The cut-off date is visible on your account and can only be modified by your Customer Success Manager.

Assigning Stage Passes

This setting determines which graduates are assigned a stage pass.

Accessing Stage Passes

This setting controls when stage pass recipients can access their pass on Tassel's graduate site.

Activating Stage Passes

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

Stage Pass To-Do Checklist

Preliminary Meeting: Meet with your Client Success Manager to establish a stage pass release plan before uploading graduates to the site. Decide on stage pass assignment criteria and release timing.
Assignment Options:

Automatic Assignment: Passes can be assigned automatically when graduates are imported into the site or manually at a later time.
Manual Assignment: Passes must be assigned before the data processing deadline, regardless of whether the process is manual or automatic.

Stage Pass Release:

Determine when stage passes will be made available for graduates to view, download, and print from the registration site.
Stage passes can be accessible from the start or released closer to the event.
Important: Passes must be released before the final data deadline.

Automatic Pass Assignment

Setting Overview: All graduates are automatically assigned a stage pass upon upload to the site. New additions to the database will receive a stage pass immediately upon import.
Stage Pass Access:

ON: Graduates receive an email with their pass upon registration and can download it from the site, regardless of RSVP status.
OFF: Graduates have a stage pass in their record but are not immediately notified or able to access it. When manually enabled, they can view and download their pass from their registration page.

Mass Release: To release stage passes to all graduates:

Navigate to Ceremonies > Stage Pass and click the green button to assign passes.

Manual Pass Assignment

Stage passes may be manually released by a school or ceremony administrator, which is useful in the following scenarios:

If content (e.g., honors, line-up number) is not available until after registration.
If you need to remove graduates from the ceremony due to eligibility changes.

Control: Administrators can control stage pass release timing, but they must be released before the data processing deadline.

Releasing Stage Pass Manually

Release Stage Passes Based on Specific Criteria

To Release to a Specific Group (e.g., only graduate students, only "Yes" RSVPs):

Go to Graduates and click Load All Graduates.
Select your ceremony and create a view for the target group. (Contact your Client Success Manager for assistance.)
Select all graduates within the view, then click Actions > Assign Stage Pass.

To Release Based on RSVP Status:

Navigate to Ceremonies and select the Stage Pass button next to the ceremony.
In the Stage Pass Properties tab, set Assigning Stage Pass to Manual.
Go to the ceremony's registration form, and adjust the RSVP question to automatically assign stage passes based on confirmed attendance.

Release Stage Passes After the Registration Period Begins

Contact your Client Success Manager to activate stage pass. On the Stage Pass Properties page, click Activate Stage Pass for Graduates Without It to assign passes to those who have not yet received them.

Release Stage Passes After Cut-Off Date (When Registration Closes)

If you plan to release the stage passes after the cut-off date, ensure that passes are assigned before the data deadline but kept hidden until ready for release.

Use the "Send Stage Pass to Graduate" email template from the Communication module to notify graduates.

Release Stage Passes After Updating Data

To release stage passes after updating graduate data (e.g., honors, line-up number):

Update the data using the Update from Excel/CSV feature on the admin site.
Use the Stage Pass Layout Editor to ensure that the new data is correctly displayed on the stage passes.
After updating, follow the steps for assigning and releasing stage passes and send the "Send Stage Pass to Graduate" email to provide access.

Important Notes

Post Cut-Off Processing: After the cut-off date, Tassel will process your ceremony files, including the stage pass QR codes. Graduates who were assigned a pass will see it on the registration site and can view/print it before the ceremony.
Visibility Settings: Stage pass visibility can be toggled on/off by an administrator under Stage Pass Properties.

Can Access: Graduates can view/print their pass if released.
Hidden: Graduates cannot view/print their pass until this setting is changed to Can Access.