Manage Passports

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At a glance

Managing passports is the work of keeping your store's passport definitions accurate, useful, and current: editing items, organizing them into sections, embedding photos and links through Link Pathway 2.0 Markdown, resetting a team member's progress when needed, and reverting a broken definition to the default template. Manager permission or higher is required for every action in this article. Creating new passports happens automatically when a training position or permission role is added elsewhere in Settings; this article covers what to do after the passport exists.

Before you start

1. Confirm you have Manager permission or higher. The Passport Manager surface is gated at that level, and several actions (Reset, edit item definitions, Revert to Default) require it.
2. Understand the Training vs Leadership distinction. Training Passports are linked to training positions (configured under Settings > Training Ratings) and are separate between FOH and BOH. Leadership Passports are linked to permission roles (configured under Permissions settings) and are shared across all teams. See Understand the Passport Lifecycle.
3. Coordinate with other leaders before editing. Only one device should edit a passport definition at a time; simultaneous edits cause the second write to overwrite the first. If your store has multiple Managers, agree on who owns passport edits.
4. Estimated time: five minutes for a small edit, thirty minutes for a full passport restructure.

Steps

Open the Passport Manager

The Passport Manager is where passport definitions live. It is distinct from the per-team-member Passport views on individual profiles.

1. Open Settings from the left navigation menu.
2. Click Passports. The list of all passport definitions at your store appears, grouped by type (Training Passports and Leadership Development Passports).
3. Click a passport name to open its definition. The editable item list and section structure appear.

Add, edit, or remove items

Items are the individual requirements inside a passport. Each item has a type (one of nine), a description, and any type-specific configuration.

1. To add an item. Click the + button at the bottom of a section. Enter a task description and pick the item type from the dropdown. The nine types are: Checkmark, Number, Slider, Dropdown, Short Answer, Long Answer, Signature, Photo, and Multiple Phase. Save; the item appears in the section.
2. To edit an item. Click the item row. The description becomes editable and the type dropdown appears. Change what you need; the edit auto-saves on blur (tapping outside the text field).
3. To change an item's type. Click the item row and pick a new type from the dropdown. Existing completion records for the item are preserved but may display differently under the new type; verify the item still reads clearly after the change.
4. To reorder items. Drag the item row up or down within the section. The order persists for every team member on this passport going forward.
5. To delete an item. Click the three-dot menu on the item row and select Delete. Completed instances of the deleted item on team member passports remain in the historical log but disappear from the active item list.

Item descriptions support Link Pathway 2.0 Markdown (see the Link Pathway 2.0 section below) for embedding photos, links, and bold text.

Organize items into sections

Sections group related items inside a passport. A passport with no sections is a flat list; a passport with sections is a structured outline.

1. To add a section. Click Add Section at the bottom of the item list. Enter a section name and save.
2. To rename a section. Click the section header. The name becomes editable.
3. To reorder sections. Drag the section header up or down.
4. To move items between sections. Drag the item row from its current section into the target section.
5. To delete a section. Click the three-dot menu on the section header and select Delete. Items inside the section are deleted with it; move items out first if you want to keep them.

Embed photos, links, and bold text with Link Pathway 2.0

Passport item descriptions support a small subset of Markdown for rich content. This is Link Pathway 2.0.

1. Photos. Use the Markdown image syntax with a Google Drive hosted image:

Task Name

Replace HASH with the Drive file hash. To get the hash, open the image in Google Drive, right-click, select Get link, copy the link, and extract the string between /d/ and the next slash or question mark. 2. Links. Use the Markdown link syntax:

Task Name

Any HTTPS URL works, including YouTube, Vimeo, Google Docs, and external training sites. 3. Bold text. Wrap the phrase in double asterisks or double underscores:

**bold phrase** or __bold phrase__ 4. Preview before saving. Open the passport from a test team member's profile after editing to confirm the Markdown rendered as intended. Unrendered Markdown (asterisks and brackets showing literally) means the syntax is not quite right; re-open the item definition and check.

For the Markdown basics in general, the CommonMark reference at commonmark.org/help covers the full syntax.

Reset a team member's passport

Reset clears a team member's progress on a passport and returns it to Not Started. The historical log is preserved; Reset is not a delete. Use Reset for mistakes, annual recertification, or a team member returning after extended time away.

1. Open the team member's profile from the Team list.
2. Open the Passports tab.
3. Find the passport in the list. Click the three-dot menu on the passport row.
4. Select Reset. Confirm the action.
5. The passport is now in Not Started state. A leader can press Start to begin a new pass when the team member is ready.

Reset requires Manager permission or higher. If you do not see the Reset option, your role does not carry the required permission.

Revert a passport definition to the default

If edits to a passport definition have broken it (wrong item types, missing sections, unintended deletions), Revert to Default restores the original template.

1. Open the passport in the Passport Manager.
2. Click the three-dot menu in the passport header.
3. Select Revert to Default. A confirmation prompt warns that all customizations will be lost.
4. Confirm. The passport definition snaps back to the OneClick default for its type (Training or Leadership).

Revert to Default is an escape hatch, not a routine action. It discards every edit made since the passport was created. Use it when the alternative is rebuilding from scratch.

Rename a passport

Passport titles are linked to training position titles (for Training Passports) and permission role titles (for Leadership Passports). They cannot be renamed directly from the Passport Manager.

1. To rename the underlying training position or role: open Settings > Training Ratings (for training positions) or Permissions settings (for leadership roles) and rename the position or role. The passport title does NOT auto-update; the two can drift out of sync.
2. To rename the passport itself: contact OneClick support via OneClickApp.com/support. Support can rename a passport to match an updated position or role title, or to correct a typo.

Renaming is a support-only action by design. The linkage between titles and underlying records is enforced to prevent accidental breaks.

Video

Video coming soon.

Common gotchas

I edited a passport definition and another leader says their changes disappeared.

Passport definition edits do not support concurrent editing. The second write wins and the first device's unsaved changes are lost. Coordinate edits to one device at a time, save often, and agree with your leadership team on who owns passport edits.

I changed an item's type and the historical completion records look strange.

Item type changes preserve completion records but may display differently under the new type. For example, a Slider that becomes a Dropdown will still show a recorded value, but the value may not match any dropdown option. If the mismatch is confusing, consider deleting the item and adding a fresh one of the new type; the old records will remain in the log but will no longer appear in the active list.

I renamed a training position but the passport title did not change.

Passport titles and training position titles are not auto-synced. Renaming the position does not rename the passport. Contact support to rename the passport if the two need to match.

Link Pathway 2.0 photo is showing as a broken image.

Check three things. One, the Google Drive file is shared with at least "Anyone with the link can view" permission. Two, the hash extracted from the Drive URL is correct (the string between /d/ and the next slash or question mark, with no extra characters). Three, the image-syntax punctuation is exactly right: an exclamation mark immediately followed by square brackets (no space between them), followed by parentheses containing the URL. The exact pattern is shown in the Link Pathway 2.0 section above; copy it from there if the syntax is hard to retype. Any of the three off breaks the render.

I deleted an item by accident.

Items cannot be recovered through the UI. If a template-default passport, Revert to Default restores the original item set. If the deleted item was a store-specific customization, the item needs to be re-created manually. Deletion is a point-of-no-return action; confirm before you select Delete.

I Reset a team member's passport and now they want their old progress back.

Reset preserves the historical log but clears the active passport. The log is visible in the team member's profile history but the progress bar and item checkmarks start from zero. If the Reset was a mistake, the team member can work through the items again; the original completion timestamps remain in the log for audit purposes.

A team member's passport shows items their coworkers' passports do not show.

Two possibilities. One, the passport definition was edited after the team member started theirs; mid-start definition changes can leave different team members with different item sets depending on when they began. Two, the team member is on a different team (FOH vs BOH) and the Training Passport for their team has a different item set than the other team's version. Confirm by opening the Passport Manager and comparing the definitions for each team's training position.

A Leadership Passport is stamped but the team member still does not have the leadership permission.

Stamping a Leadership Passport does not auto-grant the corresponding permission. Stamping is the evidence; a leader must then edit the team member's profile and set the permission explicitly. This separation is deliberate. See Understand the Passport Lifecycle.

I want to require a specific leader to sign off on each item.

Items do not have per-item signer requirements. The passport as a whole is stamped by a Shift Leader or higher once all items are complete and the rating is 3 or higher. If per-item accountability is needed, use Signature-type items and have the signing leader complete them.

Related articles

1. Understand the Passport Lifecycle (Reference) for the canonical passport model
2. Start a Passport for a Team Member (How-To Guides)
3. Rate a Team Member in a Passport (How-To Guides)
4. Stamp a Passport (How-To Guides)
5. Why a Passport Will Not Stamp (Troubleshooting)
6. Understand Rating Modes and Tiers (Reference) for the rating that drives stamping
7. Understand Permission Levels (Reference) for the roles that drive Leadership Passports
8. Configure Training Rating Positions (How-To Guides) for adding training positions that auto-create Training Passports

Still stuck

If a passport definition is not saving, a Markdown item is not rendering, or a Reset is not returning a passport to Not Started, submit a support ticket with:

1. Your store number.
2. The passport name (and whether it is a Training or Leadership Passport).
3. The specific action you were performing.
4. A screenshot of the Passport Manager or the affected team member's passport.
5. What you expected to happen versus what happened.

Support typically responds within one business day. Passport title changes are also handled through support.

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Pre-publish checklist

39 6bf3da29-b537-40cb-80ac-47f41c93f240 complete Seven sections filled.

40 54edadf6-b6c3-4306-adc2-67dc0a497d5c complete Multi-step How-To with six sub-workflows (open, items, sections, Markdown, reset, revert, rename).

41 71e13dc9-d3d5-4f6f-a101-ed4137f13989 complete No em dashes, no hedge words.

42 71f16823-ac9a-4248-9b23-3149f590e2ec complete Permission-based role references throughout; Manager+ gate documented.

43 f70fbfe3-453d-45b7-8fb7-f74856978ed4 complete Link Pathway 2.0 Markdown syntax canonical.

44 1c84224f-4348-4d7c-8be4-5f289c0986cb complete Concurrency warning preserved.

45 a3f1192f-234a-4466-86e7-c779e6e23696 complete Reset and Revert distinguished clearly.

46 6f8f64ed-f319-4a90-8f0c-405a09035d60 complete Voice: leader, not operator.

47 056b4587-369d-41d5-ac54-d289e8449b16 complete No real team member names or store numbers.

48 3897240f-1daa-4369-8096-f6e807cbea87 complete v2: render-glitch fix in the broken-image gotcha (literal image-syntax pattern rewritten as prose description to avoid Confluence markdown-to-storage image auto-conversion).

49 f06b53d0-bae2-4aef-b472-62b9641f569e complete v3: UI label fixes. "Settings > Training Ratings" (plural); "Leadership Development Passports"; removed bogus alternate nav path "(or Training Rating > Passports depending on your store's menu configuration)". validated 2026-05-04.

50 b46470d0-07b3-454e-bf79-6ef5c554487b incomplete UI verified against Production.

51 9b416cd8-4b43-4bdd-9961-6a8f8e30cf73 incomplete Screenshots at decision points (Passport Manager landing, item type dropdown, section drag handle, Link Pathway 2.0 rendered example, Reset confirmation, Revert to Default confirmation).

52 b91e8755-7f21-4f70-9cfd-d6a42f707ea2 incomplete Reviewed by Jared and Kevin.

Why this article exists

Surfaced by the Wave 1 cross-link map Pass 2 audit (Turn 38, Flag 38). Understand the Passport Lifecycle references this article as a placeholder in its Related list because the Passport Manager surface (editing definitions, organizing items, embedding Markdown) is the deepest configuration surface in the Passports module and needed its own article. The per-team-member How-Tos (Start, Rate, Stamp) operate on individual passports; this article operates on definitions. Deflection value: Link Pathway 2.0 Markdown questions, Reset vs Revert confusion, and concurrency-related lost-edit tickets are all common support patterns.

Source

Derived from Understand the Passport Lifecycle v2 (394362901), which canonically documents the nine item types, Link Pathway 2.0 syntax, concurrency warning, Reset semantics, Revert to Default, and the title-rename-via-support rule. No new VERIFY blocks.