Stamp a Passport

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At a glance

Stamping a passport is the final step in a team member's training for a position. It certifies that they have completed every item in the passport and earned a qualified rating. Once stamped, the passport's progress bar turns green, a Completed date is recorded, and the team member is officially trained for that position. The Stamp Passport button only becomes clickable when three conditions are all met: every item is 100% completed, a rating has been entered, and that rating is 3 or higher.

Before you start

1. You need a role with permission to stamp passports. [VERIFY: exact permission label.]
2. All items in the passport must be 100% completed. Items include Short Answer fields (which need text entered), checkbox tasks (which need to be checked), quizzes (which need to be taken), and any other required items.
3. The team member must have a rating entered for the passport.
4. That rating must be a qualified rating of 3 or higher on the one-to-five star scale.
5. Estimated time: under one minute once the three conditions are met.

Steps

1. Open the team member's profile by selecting Team from the left navigation menu and clicking into their row.
2. Click the Passports tab in the profile's tab bar.
3. Click the passport you want to stamp to open its detail view.
4. Confirm every item in the passport is checked off or completed. Items with missing answers, unchecked boxes, or untaken quizzes will block the stamp.
5. Scroll to the rating section and confirm that a rating has been entered (every category shows a star count, not No Score) and that the overall total is 3 or higher. If either is missing, see Rate a Team Member in a Passport.
6. Scroll to the Stamp Passport button at the bottom of the passport detail view. If the button is active (not grayed out), the three conditions are met and you are ready to stamp. If the button is grayed out and a yellow Stamping Blocked banner appears above it, see Why a Passport Will Not Stamp.
7. Click Stamp Passport. You should now see the passport with a green progress bar and a Completed date matching today. The team member is officially certified for this position.

Video

Video coming soon.

Common gotchas

The Stamp Passport button is grayed out.

The button stays disabled until all three conditions are met: every item 100% completed, a rating entered, and a rating of 3 or higher. The yellow banner above the button lists exactly which conditions are missing. Fix the listed conditions and the button will become clickable. See Why a Passport Will Not Stamp for a full diagnostic walkthrough.

I stamped the wrong passport.

Use the Reset Passport button in the same passport detail view to clear the stamp. [VERIFY: confirm Reset Passport behavior. The button was visible but disabled in the April 23 screenshot, so reset state and confirmation dialog behavior is not confirmed.] Note that resetting clears item progress, so re-stamping will require redoing all the items.

I need to re-certify someone (annual recert, long absence, position change).

Stamping only happens once per passport session. If the team member needs to be re-certified, use Reset Passport to clear the prior state, then start the passport again and work through items and rating. The prior completion date will no longer show, but rating history from prior Average-mode ratings may still factor in if you do not switch the new rating to Override mode.

The team member has multiple positions. Do I stamp each one?

Yes. Each passport covers one position, so a team member certified for Runner, Front Counter, and Drinks needs three stamped passports. Each one follows the same lifecycle: start, complete items, rate, stamp.

I stamped the passport but the team member does not see the completed status on their device.

App state can cache. Ask the team member to log out and log back in. If the completion still does not show, confirm they are signed into the correct store.

I wanted to stamp but the rating is 2.9 and I think they deserve a 3.

The threshold is strict at 3.0. A rating below 3 is by design a signal that the team member is not ready to be certified in that position. Options: re-train in the weak categories and re-rate, or if you believe the rating should be higher, switch to Override mode and rate again with a score you stand behind. Stamping is a certification, so it should reflect actual readiness.

Related articles

1. Why a Passport Will Not Stamp (Troubleshooting)
2. Rate a Team Member in a Passport (How-To Guides)
3. Start a Passport for a Team Member (How-To Guides)
4. Manage Passports (How-To Guides)

Still stuck

If the Stamp Passport button will not respond, the passport stamps but does not show a completion date, or stamping produces unexpected behavior, submit a support ticket and include:

1. Your store number.
2. The name of the team member.
3. The name of the passport.
4. A screenshot of the passport detail view showing the Stamp Passport button and the rating section.
5. What you expected to happen versus what happened.

Support typically responds within one business day.

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Pre-publish checklist status

32 e8d1d7e7-4a73-4de2-ae8c-8f413be7dc25 complete All seven sections filled.

33 27668725-86be-4453-858f-96c2b4204fe0 complete Final step is a confirmation step.

34 893c25fa-fc03-429e-981e-c6a9c6e7b556 complete No em dashes.

35 84989ab5-b7c0-48f2-9f42-06c430022ea6 complete No hedge words.

36 778d22e7-736f-409d-8314-ae528c55c501 complete Role references are permission-based, not role-name-based.

37 0ea7a0db-49fe-4ecf-98c3-007c5191923e complete Step count within the seven-step guidance.

38 026b3518-7f15-4e6b-a8d3-06961ab18f2b complete Navigation path verified against a real store on Alpha.

39 7fc6f7fc-95f6-483f-81bf-20ad0826d480 complete No real store numbers, store names, or team member names in body or metadata (April 24 privacy pass).

40 efff1381-0cdf-44a2-bafc-6185c46ec275 incomplete UI verified against Production before publishing.

41 4d65e966-4d7a-4c7a-a570-13ee3f96472c incomplete Screenshots to be inserted at decision points (Step 6: Stamping Blocked banner with the three conditions listed, Step 7: stamped passport with green progress bar and Completed date).

42 1246e110-b754-4e36-b5da-f73c95807d59 incomplete Related article links to be activated once those articles exist.

43 affdce5e-98b5-45a4-bc13-304522e2a697 incomplete VERIFY block on exact stamp permission label resolved.

44 0c5790c2-ad05-4426-adca-32f1337baa87 incomplete VERIFY block on Reset Passport behavior resolved.

45 2d8b2467-d619-4450-8ead-d60717c4f757 incomplete Primary search term tested in HubSpot KB search (likely "stamp passport" or "complete passport").

46 914d5584-6255-4881-b51b-7232fee70555 incomplete Reviewed by Jared.

47 6255ca09-664a-4647-9713-050dc9d5c148 incomplete Reviewed by Kevin.

Source of stamping conditions

The three stamping conditions in this article are taken verbatim from the Stamping Blocked banner observed in an April 23, 2026 screenshot of a test Orientation (Shift 0) passport: the requirement that all items be 100% completed, the requirement that the team member have a rating for the passport, and the requirement that the rating be a qualified rating of 3 or higher. These are the three product-level gates to stamping. Team member names are substituted dynamically by the app into the banner text.