Available standalone or with Heronix Suite
PassTrack works on its own or connects to Heronix Suite's SIS for roster, attendance, and reporting.
Pilot applications open — 2026 school year
Heronix PassTrack
Digital hall pass, dismissal, and summons system for K-12 schools. Kiosk-first and phone-free by design. Works alongside any SIS — Skyward, PowerSchool, or Heronix Suite. Runs on your district's own servers. No per-student fees.
Accepting applications from districts for the 2026 school year.
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, designated restroom routing, and restrictions.
3. Teacher Notified
Destination teacher receives an instant notification. Pass timer starts. Admin dashboard updates in real time.
4. Return & Close
Student scans again at the kiosk when they return. Pass closes, duration recorded. Tardy data syncs automatically.
Six Systems, One Product
Replace six 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
- Designated restroom routing per student profile
- 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
- Priority levels: routine, urgent, emergency
- Named counselor routing by specialty
- Bulk summons by grade level or group
- Instant real-time delivery
- Auto-pass issuance to destination
- Distinct notification sound on kiosk
- Student acknowledgment workflow
Behavior & Rewards
- Award behavior points for positive conduct
- Rewards catalog with point redemption
- House/team system with competitions
- QR award tokens for instant rewards
- Student badges and achievements
- Behavior incident tracking with severity
- Leaderboards and house standings
- Behavior analytics and trend reports
Parent Portal
- Invite-code registration for parents
- Device registration and admin approval
- View child's hall pass history
- Behavior summary and reward points
- Email notification preferences
- FERPA-compliant read-only access
- Rate-limited auth (5 attempts per 15 min)
- Responsive mobile-friendly design
Nurse Clinic & Appointments
- Staff appointment scheduling (counseling, academic, medical)
- Clinic visit scheduling and tracking
- Medication reminders with time tracking
- Epi-pen location and expiration tracking
- Immunization record management
- Medical screening follow-ups
- Appointment status (scheduled, completed, no-show)
- Completion notes and follow-up actions
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.
Designated Restroom Routing
Separate capacity limits per designated restroom. Per-building/wing limits, not just school-wide. Auto-routes students to their assigned restroom based on 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.
Behavior & Rewards Engine
Built-in PBIS-compatible system for positive behavior reinforcement
Points & Rewards System
Award behavior points for positive conduct. Teachers and staff can give points instantly from any dashboard. Points accumulate per student and per house team.
Rewards Catalog & Redemption
Create a school rewards catalog with custom items and point costs. Students redeem earned points for catalog items. Fulfillment tracking keeps staff organized.
House/Team Competitions
Organize students into houses for team competitions. Track inter-house standings and scores. New students are auto-assigned to balance teams. Drives school-wide engagement.
Student Badges & Achievements
Award achievement badges to recognize student milestones. Custom badge categories for academics, behavior, attendance, and more. Visible on student profiles.
QR Award Tokens
Generate printable QR codes that students scan to instantly claim behavior rewards. Perfect for classroom incentives, hallway recognition, and event prizes.
Leaderboards & Standings
Student leaderboard displays top point earners. House standings track inter-house competition scores. Behavior analytics show incident and reward trends over time.
Parent Portal
FERPA-compliant visibility into your child's school activity
Invite Code Registration
Parents register using school-issued invite codes linked to their child. No open registration prevents unauthorized access. Admin controls code generation.
Device Approval Workflow
Parents register devices that require admin approval before access is granted. Track approved devices per parent account. Revoke device access at any time.
Hall Pass History
Parents view their child's recent hall pass activity including destinations, durations, and timestamps. Provides transparency without disrupting school operations.
Behavior Summary Dashboard
Parents see their child's behavior incidents and reward points at a glance. Encourages home-school alignment on positive behavior reinforcement.
Email Notification Preferences
Parents control which notifications they receive via email. Choose alerts for behavior incidents, reward milestones, or daily activity summaries.
FERPA-Compliant Access
Read-only, child-specific data access. Parents can only see their own child's records. Rate-limited authentication with brute-force protection (5 attempts per 15 minutes).
Nurse Clinic & Appointments
Comprehensive health tracking and staff appointment scheduling
Staff Appointments
Schedule meetings between students and staff for counseling, academic support, or medical visits. Track appointment types and status (scheduled, completed, no-show, cancelled).
Clinic Schedule Management
Separate scheduling for nurse clinic visits. Track walk-ins and scheduled visits. Completion notes document actions taken and follow-up needed.
Medication Reminders
Track medication schedules for students. Automated reminders notify the nurse when medication times are due. Full medication administration log for compliance.
Epi-Pen Tracking
Track epi-pen locations and expiration dates across the building. Alerts when epi-pens approach expiration. Know exactly where every epi-pen is at all times.
Immunization Records
Manage student immunization history and compliance status. Track required vaccinations by grade level. Generate compliance reports for state reporting.
Medical Screening Tracking
Track vision, hearing, and other medical screenings. Flag students needing follow-up. Record screening results and referral status for each student.
Built for Every Role
Purpose-built interfaces for students, teachers, counselors, and admins
Kiosk (Students)
Dedicated desktop app locked to kiosk mode. Students cannot access other programs.
- QR code, barcode, or manual entry
- English/Spanish bilingual interface
- Neumorphic light/dark theme toggle
- Works completely offline with built-in local database
- Background sync when server is available
- Summon notifications with distinct sound
Teacher Dashboard (Web)
3-column touch-friendly layout with real-time pass view, 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
- Notification bell for new passes and summons
- 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
Monitor Dashboard (Web)
Daily statistics, overdue alerts, and system health at a glance.
- Daily pass count and completion rate
- Overdue pass alerts with student details
- Kiosk device status (online/offline)
- 7-day trend visualization
- Destination usage breakdown
Login Portal (Web)
Secure authentication with role-based routing to the correct dashboard.
- Industry-standard password encryption
- Temporary passwords with forced change on first login
- Account lockout after 5 failed attempts
- Emergency password reset for admins
- Role-based redirect (admin, teacher, staff, counselor)
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 from any SIS vendor
- PDF, Excel, CSV, JSON report exports
- FERPA audit log (who accessed what, when, from where)
- Emergency lockdown and fire drill controls
Parent Portal (Web)
FERPA-compliant read-only portal for parents to monitor their child's activity.
- Invite-code registration linked to student
- Device registration with admin approval workflow
- View child's hall pass history and durations
- Behavior incidents and reward points summary
- Configurable email notification preferences
- Rate-limited auth with brute-force protection
Nurse Clinic (Web)
Dedicated health management portal for school nurses and medical staff.
- Clinic visit scheduling and walk-in tracking
- Medication administration log with reminders
- Epi-pen location and expiration tracking
- Immunization records and compliance reports
- Medical screening results and referral tracking
- Appointment notes with follow-up actions
Security & Encryption
On-premise architecture, AES encryption at rest, and FERPA audit logging from day one
Encryption & Data Protection
- AES encryption for all student data at rest
- Indexed search across encrypted-at-rest student records
- Industry-standard password encryption
- Secure token authentication with automatic key rotation
- Tamper-resistant session 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)
- Full suite of browser security protections
- Built-in brute-force and abuse protection
Technical Specifications
Enterprise architecture, school-friendly deployment
Server
- Java-based server, deployable on Linux or Windows
- Production-ready database engine
- Full integration API with interactive documentation
- Real-time dashboard updates
- 6 integrated modules (server, kiosk, SIS connector, networking, clinic, shared core)
- Cloud-ready container deployment
Kiosk
- Dedicated desktop application
- Locked-down kiosk mode (Windows/Mac)
- Built-in offline database
- QR + barcode scanner support
- Auto-sync with zero data loss protection
- 100+ concurrent kiosks supported
Web Portals
- Fast, lightweight web interface — no app install needed
- 50+ purpose-built screens
- Admin, teacher, counselor, nurse, parent, staff views
- PDF/Excel/CSV report exports
- 7-day trend analytics
- Partially tested; production-hardening ongoing through pilot deployments
What Ships with PassTrack
Everything a school needs to go live — no extra purchases required
7 Portals
- Student Kiosk — full-screen self-service with 5 screens (idle, destination, active pass, return, error)
- Teacher Dashboard — 3-column touch-friendly layout, live pass view, notification bell, approve/deny
- Staff/Counselor Portal — dismissal queue, summons management, notifications with distinct sounds
- Parent Portal — invite-code registration, child activity view, behavior summary, device approval
- Nurse Clinic — clinic visits, medication reminders, epi-pen tracking, immunization records
- 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 exports from all major SIS vendors
- OneRoster 1.1 specification support — designed for real-time sync at configurable intervals (15-min default); pending pilot validation against major SIS vendors
- Custom column mapping with preview and 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
- 8 user roles (Superadmin, Admin, Teacher, Staff, Counselor, Nurse, Parent, Substitute)
- Full teacher management — add, edit, create accounts, reset passwords
- Temporary passwords with forced change on first login
- Emergency password reset for locked-out users
- Named counselors with specialty, grade levels, and contact info
- Multi-building/wing sections with per-section restroom limits
- Scheduled auto-restart with admin configuration
- Kiosk device registration and approval
- Data retention policies with right-to-delete (FERPA/GDPR)
Deployment Options
- Single School — simple install, 100-500 students
- Containerized — pre-packaged for easy IT deployment
- District — multi-school aggregation with secure sync, 20k+ students
- Mega-District — enterprise infrastructure, load-balanced, 100k+ students
- Optional cloud storage — districts that prefer it can run the database on a private cloud or S3-compatible object store. Cloud is never a runtime dependency; the application stays on district infrastructure.
Integrations
- Heronix-SIS bidirectional real-time sync
- OneRoster 1.1 specification support — configurable sync interval (15-min default); pending pilot validation
- Tardy/attendance data push to external systems
- Email notifications for parents
- Full integration API with interactive documentation
- Student photo upload and display
- English/Spanish kiosk interface
- Light/dark theme with toggle
Zero-Config Networking
- Built-in secure web proxy — no separate server needed
- Automatic security certificate generation
- Built-in name resolution for school network
- No certificate purchases or external proxy setup needed
- Works out of the box on your school network
Accessibility & Licensing
- Per-room accessibility profiles (font scale 100-200%)
- High contrast mode and simplified layout options
- Audio feedback (text-to-speech for pass actions)
- 90-day free trial — no USB required to evaluate
- USB perpetual license with hardware binding
Production Hardening
- Industry-standard input protection against web attacks
- Built-in brute-force and abuse rate limiting
- Safe database updates — never lose data during upgrades
- Automatic data protection for zero data loss
- Automatic log management and cleanup
- Security testing ongoing; hardening continues through pilot deployments
Behavior & Rewards
- Behavior points for positive conduct reinforcement
- Rewards catalog with point-based redemption
- House/team system with inter-house competitions
- QR award tokens for instant rewards
- Student badges, leaderboards, and house standings
- Behavior incident tracking with severity categories
Nurse Clinic
- Clinic visit scheduling and walk-in tracking
- Medication reminders with administration log
- Epi-pen location and expiration tracking
- Immunization record management and compliance
- Medical screening tracking with follow-up flags
- Staff appointment scheduling (counseling, academic, medical)
Voice & Audio
- Custom admin voice recordings for announcements
- Event-based audio (bus arrival, lockdown, student called)
- Text-to-speech fallback when no recording exists
- Voice file upload and management
- Distinct notification sounds per event type