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Heronix PassTrack

The only on-premise system that combines digital hall passes, student dismissal, and staff summons in one product. Built for phone-free schools with kiosk-first scanning. AES-256 encryption, FERPA audit logging, and true offline operation. No per-student fees.

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How PassTrack Works

Scan. Select. Go. Return. Done.

1. Student Scans ID

Student scans their ID card via QR code, barcode, or enters their name manually at the classroom kiosk.

2. Select Destination

Student picks where they're going: restroom, nurse, office, counselor. Rules engine checks capacity, gender routing, and restrictions.

3. Teacher Notified

Destination teacher receives a real-time WebSocket notification. Pass timer starts. Admin dashboard updates instantly.

4. Return & Close

Student scans again at the kiosk when they return. Pass closes, duration recorded. Tardy data syncs automatically.

Three Systems, One Product

Replace three separate products with one integrated solution

Digital Hall Passes

  • QR code, barcode, and manual ID entry
  • Virtual queue when destinations are full
  • Per-destination capacity limits
  • Gender-specific restroom routing
  • Class period buffers (first/last 10 min)
  • Bell schedule integration
  • One-click fire drill (end all passes)
  • Automatic tardy tracking

Student Dismissal

  • Bus arrival tracking and alerts
  • Parent pickup coordination
  • Early dismissal scheduling
  • Walker/bike/after-school tracking
  • Real-time vehicle arrival alerts
  • Staff notification workflows
  • Time-stamped attendance records
  • SIS sync for official records

Student Summons

  • Summon students to office, counselor, or dean
  • Purpose tracking (discipline, guidance, nurse)
  • Named counselor routing by specialty
  • Distinct notification sound on kiosk
  • Real-time WebSocket delivery
  • Auto-pass issuance to destination
  • Elapsed timer tracking
  • Student acknowledgment workflow

Smart Rules Engine

Configurable policies that enforce your school's rules automatically

Encounter Prevention

Configure student groups that cannot have active passes at the same time. Prevents unauthorized meetups and enforces restraining orders or safety plans.

504/IEP Accommodations

Students with special plans get automatic overrides: extended pass duration, exemption from daily limits, exemption from capacity restrictions. Compliance tracked in reports.

Per-Classroom Limits

Maximum 2 students (configurable) can leave one classroom at the same time. Prevents entire groups from leaving and ensures minimal disruption.

Gender-Specific Routing

Separate capacity limits for boys' and girls' restrooms. Per-building/wing limits, not just school-wide. Auto-routes based on student profile.

Class Period Buffers

Block passes during the first and last 10 minutes of each period. Integrates with your bell schedule. Disable passes entirely during testing periods.

Instant Lockdown

One click suspends ALL active passes and blocks new ones. Emergency fire drill mode ends every pass instantly. Activates from admin dashboard or kiosk.

Built for Every Role

Purpose-built interfaces for students, teachers, counselors, and admins

Kiosk (Students)

JavaFX desktop app locked to kiosk mode. Students cannot access other programs.

  • QR code, barcode, or manual entry
  • English/Spanish bilingual interface
  • Dark/light theme toggle
  • Works completely offline (local H2 database)
  • Background sync when server is available
  • Summon notifications with distinct sound

Teacher Dashboard (Web)

Real-time view of passes in their classroom, auto-routed by assigned room.

  • Live list of active passes with elapsed time
  • One-click end pass when student returns
  • Pass approval workflow for controlled destinations
  • Student pass history per class
  • Classroom analytics and usage patterns
  • Print QR code tickets for manual passes

Counselor/Staff Portal (Web)

View arrivals, create summons, manage dismissals.

  • Create summons by specialty (academic, behavioral, college prep)
  • Approve/deny visits for controlled destinations
  • View incoming students and track arrivals
  • Dismissal event management (bus, parent, early)
  • Student flow analytics

Admin Dashboard (Web)

Full control: real-time stats, configuration, analytics, and compliance.

  • Active passes, overdue alerts, kiosk device status
  • Destination configuration with capacity and approval rules
  • CSV/JSON roster import (PowerSchool, Skyward, etc.)
  • PDF, Excel, CSV, JSON report exports
  • FERPA audit log (who accessed what, when, from where)
  • Emergency lockdown and fire drill controls

Security & Encryption

The strongest security of any hall pass system on the market

Encryption & Data Protection

  • AES-256/GCM encryption for all student PII at rest
  • HMAC-SHA256 hashed lookups (search without decrypting)
  • BCrypt-12 password hashing
  • JWT token authentication with key rotation
  • HttpOnly + SameSite=Strict cookies
  • Encryption key rotation without downtime

FERPA Compliance & Audit

  • Every student data access logged asynchronously
  • WHO (user, role), WHEN (timestamp, IP), WHAT (action, resource)
  • Queryable audit log for compliance reports
  • Configurable data retention (default 365 days)
  • Content Security Policy, HSTS, X-Frame-Options headers
  • Rate limiting per IP (Bucket4j)

Why Heronix PassTrack

What makes us different from every other hall pass system

On-Premise, Not Cloud

Every competitor is cloud-only. PassTrack runs on your servers. Student data never leaves your building. No internet required for daily operation.

Phone-Free by Design

Built for schools that banned phones. Kiosk-first architecture with ID card scanning. Students never need a personal device.

No Per-Student Fees

Competitors charge $3-5 per student per year. A 2,000-student school pays $6,000-10,000 annually forever. PassTrack is a one-time perpetual license.

True Offline Mode

Kiosks work completely offline with a local H2 database. Write-ahead buffer ensures zero data loss. Background sync resumes when the server reconnects.

Three Products in One

Hall passes, student dismissal, and staff summons integrated in a single system. Competitors require you to buy each separately.

District-Scale Deployment

3-tier architecture (state hub, district hubs, schools) with burst-sync protocol for secure cross-school data exchange. Redis support for mega-districts.

Technical Specifications

Enterprise architecture, school-friendly deployment

Server

  • Java 17 + Spring Boot 3.4
  • PostgreSQL 14+ (production)
  • 150+ REST API endpoints
  • Interactive Swagger API docs
  • WebSocket real-time updates
  • Docker + Kubernetes support

Kiosk

  • JavaFX 21 desktop application
  • Native key blocking (Windows/Mac)
  • Local H2 database for offline
  • QR + barcode scanner support
  • Auto-sync with write-ahead buffer
  • 100+ concurrent kiosks supported

Web Portals

  • Thymeleaf + HTMX (no SPA framework)
  • 32+ HTML templates
  • Admin, teacher, counselor, staff views
  • PDF/Excel/CSV/JSON report exports
  • 7-day trend analytics
  • 138 unit tests (100% pass)

What Ships with PassTrack

Everything a school needs to go live — no extra purchases required

4 Portals

  • Student Kiosk — full-screen self-service with 5 screens (idle, destination, active pass, return, error)
  • Teacher Dashboard — live pass view, approve/deny, student history
  • Staff/Counselor Portal — dismissal queue, summons management, notifications with distinct sounds
  • Admin Dashboard — configuration, analytics, reports, audit log, device management, user management
  • Setup Wizard — first-time configuration with school name, admin account, and license validation

Roster Import

  • CSV, TSV, JSON, and TXT file support
  • Auto-detect Skyward, PowerSchool, and Infinite Campus formats
  • Custom column mapping with drag-and-drop
  • Preview before import with validation
  • Save and reuse import profiles
  • QR code batch printing by grade level
  • Individual student QR card generation (PDF)

Reports & Analytics

  • Per-student comprehensive report (passes, summons, audit, monthly trends)
  • School-wide daily summary with destination breakdown
  • 7-day trend analysis (pass count, overdue, avg duration)
  • Counselor-specific metrics and caseload
  • Export to PDF, Excel, CSV, and JSON
  • Hall pass usage grading (A/B/C/D)
  • FERPA audit trail (who accessed what, when, from where)

Admin Controls

  • 6 user roles (Superadmin, Admin, Teacher, Staff, Counselor, Substitute)
  • Named counselors with specialty, grade levels, and contact info
  • Multi-building/wing sections with per-section restroom limits
  • Configurable pass duration, daily limits, and block windows
  • Kiosk device registration and approval
  • Data retention policies with right-to-delete (FERPA/GDPR)
  • Account lockout (5 failures = 15 min), password complexity enforcement

Deployment Options

  • Single School — 1 server JAR + kiosk JARs, 100-500 students
  • Docker Compose — PostgreSQL + server in containers
  • District — multi-school aggregation, burst-sync protocol, 20k+ students
  • Mega-District — Redis sessions, PgBouncer pooling, Nginx load balancer, 100k+ students
  • Kubernetes — deployment manifests, autoscaling, StatefulSet for PostgreSQL

Integrations

  • Heronix SIS bidirectional sync (optional connector module)
  • Tardy/attendance webhook for any SIS
  • SMTP email for parent notifications
  • 150+ REST API endpoints with Swagger docs
  • Student messages to staff (sanitized, 500 char)
  • English/Spanish kiosk interface
  • Dark/light theme toggle

Available Standalone or with Heronix Suite

PassTrack works on its own or integrates seamlessly with Heronix SIS for roster sync, attendance data, and unified reporting. One-time perpetual license with no per-student fees.

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