Understand the Passport Lifecycle

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At a glance

A passport in OneClick is a structured training record tied to one team member and one position or leadership role. It tracks their progress through defined items, captures a rating, and ends in a stamp that marks certification. Passports come in two flavors (Training and Leadership) with different linkage and team-sharing rules, and the lifecycle from Not Started through Stamped is governed by a simple rule: complete all items, reach a rating of 3 or higher, and a Shift Leader or higher can stamp.

Before you start

This is a reference article. Read it once, return when needed.

Core reference content

What a passport is

A passport is per team member per position (for Training Passports) or per team member per permission role (for Leadership Passports). The same team member can have multiple passports. Each passport contains a set of items the team member needs to complete and a rating component that captures the team member's performance on the associated position.

Passport items each represent a single requirement and track who completed them and when. Items can be organized into Sections. Every item in every section must be completed before the passport can move toward stamping.

Training vs Leadership passports

OneClick distinguishes two kinds of passports. They share the same item and rating mechanics but differ in what they track and how they propagate across your teams.

Training Passports track progress toward proficiency in a training position. Each Training Passport is inherently linked to a training position (configured under Settings > Training Ratings); adding a training position automatically adds the matching passport, and removing the position removes the passport. Training Passports are separate between FOH and BOH: each team has its own training positions, so each has its own Training Passports.

Leadership Development Passports track progress toward a new leadership role (Trainer, Team Leader, Shift Leader, Manager, Director, and so on). Each Leadership Passport is inherently linked to a permission role configured under Permissions settings; adding a permission role adds the matching Leadership Passport. Leadership Passports are shared across all teams in the business (FOH, BOH, Delivery, Catering), because permission roles themselves are shared.

Important distinction for the Leadership side: completing a Leadership Passport does not automatically grant the corresponding permission level. A leader still needs to edit the team member's profile to set the new permission if the team member is ready. The passport is the evidence; the permission assignment is the decision.

No other passport types are supported today. If your store needs a passport for something outside training positions or leadership roles, that is a feature request (submit to the Idea Board).

The passport lifecycle

A passport moves through five states:

1. Not started. The passport definition exists for your store, but this team member has not begun it. On their Passports tab, the passport shows an empty progress bar and a Start button.
2. Started. A leader has pressed Start. The passport has a Started date, the progress bar is no longer empty, and the team member can begin working through items.
3. In progress. Items are being marked complete and a rating is being captured. The progress bar advances as items are completed.
4. Ready to stamp. All items are complete and the rating meets the stamping threshold (see Rating gate, below). The Stamp button becomes available to a Shift Leader or higher.
5. Stamped. A Shift Leader or higher has stamped the passport. The team member is certified on the position or qualified for the leadership role. The passport log records who completed items and when, who stamped, and the stamped date.

A sixth state, Reset, returns the passport to Not Started. Reset is Manager-level or higher and is used for mistakes, annual recertification, or a team member returning after time away. The historical log is preserved across a Reset.

The rating gate

Stamping a passport requires a rating of 3 (qualified) or higher. This is the core rule of the Passports module. A passport with all items complete but a rating below 3 will not stamp; the Stamp button is unavailable and a Stamping Blocked banner surfaces the unmet rating threshold.

The passport's rating is captured in the rating box at the bottom of the passport detail view. This is typically the team member's first rating on the associated position, and it flows into the Training Ratings system the same way any other rating does. See Understand Rating Modes and Tiers for the rating model, and Why a Passport Will Not Stamp for the full list of stamping-blocked conditions.

The nine item types

Passport items can take any of the following types, configured per item when a Manager or higher edits the passport definition:

1. Checkmark (also called Checklist). Simple done/not-done toggle.
2. Number. Numeric entry.
3. Slider. A range-based entry.
4. Dropdown. A pick-list with store-configured options.
5. Short Answer. Single-line text.
6. Long Answer. Multi-line text.
7. Signature. Captured signature, typically used for acknowledgement tasks.
8. Photo. Image upload, supported via Markdown syntax (see Link Pathway 2.0, below).
9. Multiple Phase. A five-state progression (Not Started, Demonstrate, Imitate, Repeat, Completed) designed for skills that are learned in stages (for example, drink preparation: watch, try with guidance, try solo, be observed at full speed, complete).

Managers can change an item's type through the Passport Manager dropdown. The Revert to Default action restores a passport to its original template if changes go wrong.

Link Pathway 2.0

Passport items support Markdown for embedding photos, links, and bold text. This lets a single training item point the team member at a supporting video, a reference image from Google Drive, or an external training resource.

Photo syntax uses the Markdown image format with a Google Drive hash:

textTask Name

Link syntax:

textTask Name

Bold syntax:

text**bold phrase** or __bold phrase__

See Manage Passports for the full syntax reference and a pointer to commonmark.org/help for the Markdown basics.

How passports relate to other modules

Ratings. The rating drives the stamp. A passport's rating tier is the same rating that appears everywhere else the team member is evaluated on that position.

Training Positions. A Training Passport exists only as long as its training position exists. Reordering training positions reorders the passports.

Permissions. Starting, completing, rating, stamping, resetting, and managing passport definitions each require specific permissions. Trainer+ can complete; Shift Leader+ can stamp; Manager+ can reset and (by default) edit passport definitions.

Checklists. Similar item mechanics (Markdown, nine types, auto-save on blur), but checklists are shift-level and passports are certification-level. Checklists track what got done today; passports track what the team member is certified to do going forward.

Leadership Progression. Stamped Leadership Passports are the evidence trail for progression decisions. A team member who has stamped the Trainer passport is ready for the leader to consider a Trainer permission assignment.

Auto-save and concurrency

Passport definition edits auto-save. For text-based edits (task description, section name, passport name), the save fires when you click outside the text field.

Concurrency warning. Only one device should edit a passport definition at a time. If two devices edit simultaneously, the second write wins and the first device's unsaved changes are lost. This is a technical limitation. Coordinate edits among leaders, save often, and avoid editing from two windows on the same account at once.

Passport titles

Passport titles are linked to training position titles and leadership role titles and can only be changed through support. Renaming the underlying position or role does not automatically rename the passport; contact support to keep the two in sync if a rename is needed.

Video

Not planned for this reference article.

Common gotchas

A passport has all items complete but will not stamp.

The rating is below 3. Check the team member's rating on the associated position. Both all-items-complete and a rating of 3 or higher are required. See Why a Passport Will Not Stamp.

I stamped the wrong passport.

A Manager or higher can Reset the passport. Reset clears progress; the historical log is preserved so the record is not erased, but the passport returns to Not Started and can be re-stamped after another pass.

The passport I expected is not on the team member's Passports tab.

The passport definition does not exist in your store's configuration yet. For a Training Passport, add the training position under Settings > Training Ratings. For a Leadership Passport, add the permission role under Permissions settings. Both actions auto-create the corresponding passport.

Two leaders tried to edit the same passport definition and one leader's changes disappeared.

Concurrent editing is not supported; the second write wins. Coordinate who is editing, save often, and keep edits to a single device at a time.

A team member transferred to a different store and their passports did not follow.

Passport definitions are per store. Passports do not transfer across stores by default. Cross-store transfer for a team member is a support-ticket workflow, and the team member's new store may have different passport definitions than the old one.

A team member finished the Leadership Passport for Shift Leader but still does not have Shift Leader permission.

Leadership Development Passports do not grant permissions automatically. Finishing the passport is the evidence; a leader still needs to edit the team member's profile and set the Shift Leader permission. Separating evidence from action is deliberate: a leader may want to finish the passport before the permission is actually needed.

Related articles

1. Start a Passport for a Team Member (How-To Guides)
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 the rating that drives the stamp
7. Understand Permission Levels (Reference), for the permission roles that drive Leadership Passports
8. Manage Passports (How-To Guides)

Still stuck

If passport behavior does not match this reference, submit a support ticket and include your store number, the team member's name, the passport name, its current state, and a screenshot of the Passports tab.

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Pre-publish checklist status

43 46ff8967-4c5d-4f69-8b60-f1a92690ac47 complete Seven sections filled (Reference adaptation).

44 b7601d3b-56fb-4123-a8a8-df3468855eab complete At a glance within template spec.

45 d34fb09a-ef28-4346-af66-3075d2fc9340 complete No em dashes, no hedge words, permission-based throughout.

46 f03dd1f1-dfb3-41d5-9c1c-fc8493293d1e complete Training vs Leadership distinction documented.

47 688a07ef-1251-4a06-bd76-09636ee1dac6 complete VERIFY blocks resolved (state labels, threshold, permission labels, creation flow, item types, Markdown, concurrency, title rename).

48 00221026-a837-4fd2-8567-62d44671bb12 complete UI label fixes: "Settings > Training Ratings" (plural, corrected 2026-05-04), "Leadership Development Passports" (corrected 2026-05-04).

49 39cd8215-691e-4eba-8b82-fb13ce817896 incomplete UI verified against Production.

50 b56b9dc4-b945-4117-90a7-b26b4f282668 incomplete Cross-store transfer behavior confirmed for gotcha (per-store model documented from PDF, but cross-store transfer process itself is outside PDF scope).

51 8e62db2b-5230-46b8-9870-88dec24ba4ab incomplete Reviewed by Jared and Kevin.