Z Pass Management

Z Pass Management enables you to view, edit, and add new individual cardholders or groups of cardholders to the Z Pass system. A benefit of this report is that it provides a searchable record of all student busing activity, organized in one location.

This topic also describes how to import multiple cardholders to Z Pass using a CSV file.

Manage Z Pass

To access the Z Pass Management:

1. From the main menu, select Manage, and then click Z Pass under the Riders section.
2. You can manage cardholders by type. To toggle the data viewed in the Z Pass data table, in the top-left corner click one of the following filters:
   1. Riders
   2. Aides
   3. Drivers
3. ClickFilters to expand the filters panel, and then define the following criteria for narrowing your search results:

   Status	Filter the data by selecting to view Active or Inactive Z Pass holders. NOTE: Avoid filtering for both statuses simultaneously.
   Last Name	Enter the last name of Z Pass holder for the generated report or leave it blank to filter for all riders.
   First Name	Enter the first name of Z Pass holder for the generated report or leave it blank to filter for all riders.
   Card No	Enter a specific RFID.
   Unique ID	Enter a specific custom ID assigned to a cardholder. In some cases, companies have used this to associate the cardholders’ Company Issued ID OR a Student ID Important: Once you add a Unique ID you CANNOT change it.
   Group	Select a defined group from the list. Groups are designed to organize cardholders based on custom categories. For example, you can group riders into General Education, Special Needs, or Work Shifts.

4. Click Apply.
5. You cannot delete Z Pass cardholder(s); instead, mark them as inactive. Select the check box next to the card holder(s), and then click Deactivate Selected.
6. Once you apply filters, click Export All Card History to download the filtered data in a CSV file.

Z Pass Groups

The Z Pass Groups feature enables you to restrict and filter cardholders based on locations defined in Ground Traffic Control. You must first assign cardholders to a group. If the Ground Traffic Control user is not assigned to the specific location or set to All Locations, you cannot view the cardholder information. Click Manage Groups, and then define the following to add, remove, or change group categories:

Show Inactive Groups	By default, disabled groups will not appear in the group list. Select this check box to include those groups in the list.
Add New Group	Click Add New Group, enter a Group Name, and then click Save. Your new group appears in the group list on the left side and is selected by default. With your group name selected in the group list, in the Visible for the following GTC locations window, click Active next to a location where your new group applies, and then click Save. You MUST repeat this step for each location with which your group is associated. For example, if you service five schools, and there are seven grades in each school, then create a group for each grade including, Kindergarten and grades 1 through 6. Select the Kindergarten group in the list, click Active and Save for all five school (GTC) locations, then repeat these steps for the grade 1 through grade 6 groups.
Group List	Once a group is created (and is not disabled or the check box is checked), the groups are listed in the group filter in the order that they were created.
Group Name	Displays the selected group name, or when adding a new group, enter a group name in the text box, then click Save.
Group Status	With a group selected in the list, click Active or Inactive. Setting a group to Inactive will REMOVE the ability to assign it to cardholders. IMPORTANT: Setting a group’s status to Inactive will also set ALL cardholders associated with that group to Inactive. To avoid this, first re-assign the cardholders to a different group.
Visible for the following GTC locations	A list of locations defined in your GTC account. With a group selected, click Active/Inactive to define which locations this group will appear as a filter. NOTE: Selecting Inactive for a GTC location will hide the cardholders assigned to the group and hide the group from a GTC user that does not have permission to see that location. To change a location active/inactive, click a group in the list, and then click Active/Inactive next to a GTC location. Click Save after each change. The selected group will appear/hide in filters depending on the location.

Add ZPass Cardholders

Single Cardholder

• To quickly add a SINGLE cardholder, click, complete all the information on the form, and then click Add Cardholder.

Multiple Cardholders

To add MULTIPLE cardholders, Zonar Systems recommends using the CSV Import method.

1. Create a comma-separated value (CSV) file containing your cardholders’ data.
2. Click Import, and then complete the following information on the Import Cardholders form.
   
   

   Cardholder Type	Select the cardholder type (riders, aides, drivers) to which the imported CSV will be assigned.
   Set up your Custom Columns	The following basic columns are visible and required for a successful import: Card No, Card Status, Last Name, First Name, Unique ID, and Group Name. Custom columns are not required, but if you have custom values, define these columns PRIOR to importing your CSV file. a.     Click + enter a column name, and then click Add. b.     In the bottom-left corner, click Save Column. Important: If you do NOT save columns in this form, your CSV data will NOT import properly. c.     To remove custom columns, click and drag the column name to Drag here to remove. Note: The only values ALLOWED within the card status is Active or Inactive. Filling this column with any other values will issue an error with the import. Custom columns are limited to 16 characters for the header and 128 characters for the field. You can have a maximum 25 custom columns.
   Example and Complete CSV	Click the Example link to download an example CSV file, add your information to that file, and then import that file to Z Pass. Or, click the Complete link to view a completed, CSV file with your existing Cardholder data.
   Upload and Review	a.    Once you complete the CSV file, click Upload and Review, review the imported file, and then click Save. Once you upload the CSV file, the review screen will display additions and changes. If data is missing or duplicated, an error description appears. b.   If errors occur, correct the errors in the CVS file, click Previous Step, and upload the corrected file. Note: To import the CSV file without errors, the required Unique ID attribute must be different for each cardholder. c.    If no errors occur, click Save.

   
   The Imported Cardholders window appears.
   • The Updates tab will highlight changes made to each of the Unique IDs in the CSV file. In the following example, if the changes are saved, the rider associated with the Unique ID 234 will be changed from Betsy to Arlene. We also see that the last name for Neil will be changed to the correct spelling:
     
     
   • The New tab provides a listing of all the added records:
   • The No Change tab will list all records that were in the CSV file, but will not create a change:
3. After verifying all changes, click Save to import the changes. If the updates are not what were expected or there were errors, edit the CSV file and click Previous Step. This will enable CSV import again.

Z Pass Cardholder Data Table

Based on the filter criteria, cardholders are listed and include all the available information: Card No, Last Name, First Name, Unique ID, Group Name, and Card Count.

Card Count

Number of cards assigned to cardholder since they were added to Z Pass. Click Card Count number to view the Card History.

Edit Cardholder

a.     To edit the information associated with a cardholder, click  edit, complete the Edit Cardholder form, and then click Save. To edit multiple users, Zonar Systems recommends using the Import CSV file process. b.     Click the Details tab to edit the following information: Type: The type of cardholder this person is: Rider, Aide, or Driver. Group: Cardholders must belong to a group. These groups can be customized and at least one group must be created prior to importing cardholders. Status: An active status will display the cardholder events as normal and not require attention; setting them to Inactive will flag them in the Attention Required Events tab. An event that is recorded by Z Pass that has a card number associated with an Inactive cardholder will be marked as an Inactive Card. Last Name: Cardholder’s Last Name. First Name: Cardholder’s First Name. Unique ID: This is an identification that is entered by the company, such as an employee ID or other cardholder related ID. Once entered, the Unique ID cannot be changed. Card No: This is the RFID number on the card issued to the cardholder. Note: All non-custom fields are required when adding or editing a cardholder. These include Type, Group, Status, Last Name, First Name, Unique ID, and Card No. c.     Under the Last Event section, the last recorded event is displayed for reference. If more events exist, click View More Events. d.     To find unassigned events, enter a Date from which to start, click Search to find Attention Required Events with the newly entered information, and then inquire about the resolution. e.     Click Save. f.      Click the History tab, to view a list of historical changes to the cardholder’s information. This information is display only—you cannot edit it here: