Start a Passport for a Team Member

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At a glance

Starting a passport marks the beginning of a team member's training for a specific position or leadership role. Every team member automatically has access to every passport your store has defined, so there is no assignment step; starting is simply telling the system "begin tracking this team member's progress on this passport." Once started, the team member works through the items with a leader guiding them, a rating is captured at the end, and a Shift Leader or higher stamps the passport to certify completion.

Before you start

1. You need Trainer-level permission or higher. Trainer is the default minimum for viewing and completing passports; Shift Leader and higher can additionally stamp, and Manager and higher can reset.
2. The team member must have a profile in OneClick.
3. The passport definition must exist in your store's configuration. For Training Passports, adding a training position in Settings > Training Ratings automatically creates the matching passport. For Leadership Development Passports, adding a permission role creates the corresponding leadership passport.
4. Estimated time: under one minute.

Steps

You can start a passport from either the Shifts screen or the Team list. Use whichever entry point is closer to what you are already doing.

From the Shifts screen (faster when you are on shift):

1. Long-press (desktop: long-click) the team member's name on the Shifts lineup or Layout.
2. Press Passports in the synopsis popover.
3. Locate the passport you want to start in the list (for example, Runner, Front Counter, or Orientation). A passport that has not been started shows an empty progress bar and a Start button.
4. Press Start. The passport updates to show a Started date and the progress bar shifts to in-progress.

From the Team list (better when you are doing other profile work):

1. Open Team from the left navigation menu.
2. Click the team member's name to open their profile.
3. Click the Passports tab.
4. Find the passport in the list and press Start.
5. You should see the passport marked with a Started date. The team member can now work through items and you can rate their performance and stamp the passport when they are ready.

Video

Video coming soon.

Common gotchas

The passport I want to start is not in the list.

Passports are tied to training positions and leadership roles. If a Training passport is missing, the corresponding training position has not been added in Settings > Training Ratings; add the position there and the passport will appear automatically. If a Leadership passport is missing, the corresponding permission role has not been added under Permissions settings. You cannot create passports directly in Passports settings because passport titles are linked to position and role titles and must stay in sync.

I started the wrong passport by mistake.

Manager level or higher can reset a passport from inside the passport detail view. Reset clears item progress so the team member can relearn or so the record can effectively be undone. Shift Leaders and Trainers cannot reset; ask a Manager if you do not have reset access.

The team member already has this passport completed and I want to restart it for recertification.

Manager-level reset works the same way for completed passports as for in-progress ones. Reset clears progress and allows a fresh pass. This is the standard pattern for annual recertification or for a team member returning after time away.

The team member cannot see their new passport on their own device.

Ask them to log out and log back in. Passport assignment is automatic once the training position or permission role exists, but a device may need a session refresh to pick up the new definition.

The Started date is different from the day the team member actually began.

The Started date is set the moment you press Start, not when the team member begins answering items. Press Start on the day training actually begins rather than in advance if date accuracy matters for your store's records.

Two leaders edited the same passport definition at the same time and work was lost.

This is a separate workflow from starting a passport (passport definitions are edited under Manage Passports), but the concurrency warning is worth knowing: only one device can edit a passport definition at a time; simultaneous edits on two devices will cause one side's changes to be lost. See the Manage Passports article for details.

Related articles

1. Understand the Passport Lifecycle (Reference)
2. View a Team Member's Passport Progress (Reference)
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 how ratings gate the stamp

Still stuck

If you cannot start a passport, the Start button does not appear, or the passport list is empty, submit a support ticket and include your store number, the team member's name, the name of the passport you want to start, and a screenshot of the Passports tab. Support typically responds within one business day.

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Pre-publish checklist status

89 1def5918-0615-4e95-852f-9d8f9d0d54ae complete All seven sections filled.

90 37e82a78-c65e-4b36-9e0b-265762a6c875 complete Final step is a confirmation step.

91 557ba860-8fd5-440b-9a2f-8dfb470bb003 complete No em dashes, no hedge words.

92 b340bd6e-21bf-4db2-9f80-05d2ae1a74dd complete Role references are permission-based, not role-name-based.

93 74405f48-3489-4261-9306-a675d0997845 complete Two access paths documented (Shifts long-press and Team list → profile).

94 3c079b32-4d53-4fb1-b88e-a2ad6eeb327e complete Navigation path verified against Alpha.

95 ae39d1ab-b6e7-4ab6-a548-95d4db7e3831 complete No real store numbers or names in body or metadata.

96 f38be477-6137-42cb-b36c-c8998e4bf84f complete VERIFY blocks resolved (permission label is Trainer+ default; passport assignment is automatic per training position / permission role; Reset is Manager+ and clears progress).

97 74218d8e-6f01-49ae-a430-59cbad10fe2a complete UI label fixes: "Settings > Training Ratings" (plural, corrected 2026-05-04), "Leadership Development Passports" (corrected 2026-05-04).

98 eef20671-4853-4f8b-9298-a181e2081f2c incomplete UI verified against Production before publishing.

99 d92316b2-2f6e-4aa6-b462-41614215f8a8 incomplete Screenshots to be inserted (Passports tab, Start button, Started state).

100 f5c32c79-726f-4f4f-ace5-042338aa69c6 incomplete Related article links activated once those articles exist.

101 ffe49a9c-058b-400b-b8a9-5b156003c300 incomplete Primary search term tested in HubSpot KB search.

102 268b4823-e6b4-47cc-9e93-5a977f44b590 incomplete Reviewed by Jared and Kevin.