Questions and answers

Yes. TraxSystem records vehicle entries onto the site, and the entry log is the core of the whole system. A vehicle visit moves through the states booked, unconfirmed, present and closed, so at any moment you can see who is on site, why they came and how long they have been there.

Yes. An arrival is planned with a booking, meaning an advance notice with a time slot and a dock. The record in the entry log is only created from the booking at the gate.

Yes, if there is a plate-reading camera at the gate: TraxSystem matches the plate it reads to a booking and raises the barrier. This works on one-way gates, with separate lanes for entry and exit; without a camera, the operator registers the entry.

The system marks a visit that exceeds the permitted time as overstayed and closes it automatically, and a reason has to be chosen from a lookup list. Dwell time is counted from entry, and the threshold depends on the entry type.

Yes. Access to all gates is a separate operator permission, independent of the right to register an entry and the right to open the barrier.

Yes, that is what tenant mode is for: in TraxSystem a tenant sees only its own traffic and its own gate, even though it works in the same system instance as everyone else.

Yes. The carrier books the arrival itself in the carrier portal. It has its own account there, with access only to its own data, and never enters the customer’s system.

Yes. A booking reserves a specific dock for a specific time. Which row of the booking calendar and what preparation time apply depends on the entry type.

After a set time, the system automatically closes a booking the vehicle never turned up for as a no-show, so the dock is not left blocked. TraxSystem does not enforce the slot on the carrier, because that remains a matter for the contract.

Yes. Drivers check in themselves at the TraxSystem self-service kiosk. The kiosk has configurable fields, confirms the phone number with an SMS code, runs the health and safety induction with a signature, scans documents and prints a pass with a QR code that opens navigation to the dock. It runs on Linux (including Raspberry Pi) or on Android.

Yes. Drivers enter their details themselves on a tablet at the operator’s workstation, in a wizard available in 18 languages. The wizard shows no more than two fields per screen and stores the PESEL number (the Polish national identification number) only in masked form, and the operator inserts the completed details into the entry registration with one click.

Yes, a dock can be blocked for the duration of repairs.

Yes. Bookings can be recurring, and a whole series is edited at once.

Yes. The entry registration screen is designed to be used from the keyboard: Enter moves to the next field, F2 saves, F4 clears the form, and details are suggested from the history of previous visits.

Yes. The warehouse has a day plan broken down by dock, and sees only its own docks on it.

Yes. The warehouse operative confirms the start and end of unloading in the system. Marking a vehicle as ready is information for the gate and does not open the barrier.

Yes. TraxSystem keeps a register of material withdrawals, which is also available through the API.

No. TraxSystem is not a warehouse management system (WMS): it handles the point where the warehouse meets vehicle traffic, but it does not keep stock levels, locations or picking.

Yes. People access control is the second pillar of TraxSystem, independent of the vehicle register, including in permissions.

Yes. TraxSystem accounts for working time from passages through readers and produces reports for HR. It does not calculate wages, leave or absences, because it is not an HR and payroll system.

Yes. Reception issues the visitor a card from a pool. The system keeps separate pools for visitors, for temporary workers and for temporary cards for staff without their own card.

An employee who has forgotten their card gets a temporary card at reception, once staff have found them in the search and compared them with the photo on file. The temporary card opens exactly the same passages as their own cards, time and attendance included, for a set time, 12 hours by default. From that moment their permanent cards are blocked, because the missing card may have been stolen, and returning the temporary card at reception unblocks them automatically. There is more about temporary cards on the access control page.

Yes. TraxSystem shows who is currently on site, and closes a person’s presence by itself once the maximum visit time has been exceeded.

Yes. Access rules can be limited by schedule and date range, and one person can be given a permission for a specific period. Offline cards work by date range only, without a schedule.

That depends on the model: TraxSystem communicates with controllers over REST, and the compatibility of a specific controller is established during the analysis.

No. TraxSystem does not recognise faces, and biometrics are not a basis for access in it. Identification relies on the card and personal details.

Yes. We handle subcontractors and contractor companies through work lists. The company sends a named roster and the dates, from which a list is created, and each person on it gets a card from a separate pool, valid only for the duration of the contract. The whole process, from the roster to the return of the cards, is described on the contractor staff page.

The pass office assigns the card on the work list, and reception hands it over in person. Only the handover activates the card at the readers, so a card waiting in the reception drawer will not let anyone in, including under someone else’s name.

You paste the roster into the system from the clipboard or import it from a spreadsheet. The paste function splits up text in which the date of birth and the document number sit on the same line as the surname, and there is a ready template, with the columns your deployment requires, to send to the company.

Yes. TraxSystem counts days from the date ranges of the work lists a person appears on, including other companies’ lists, and once the limit is exceeded it blocks that person from being added to another list. The system cannot see employment outside your site.

On the last day of the work, a contractor employee’s card directs them to the card return reader instead of the normal exit. A card handed back in person or lost is released by staff from the list of issued cards, and cards from lists that ended long ago return to the pool by themselves after a set grace period.

Partly. Without controllers you have the person register and reports from manually entered data; handling passages requires hardware.

TraxSystem runs the health and safety induction and tracks its validity, but it does not block entry by itself for a driver who has not completed it. The system provides the information, and the decision is made by the operator or an access rule.

Yes. The health and safety induction is completed on a self-service touch terminal, with a signature on the screen.

Yes. On the next visit, the system knows whether the person’s health and safety induction is still valid.

In 18 driver languages. The health and safety induction on the TraxSystem terminal can be run in any of them, including Arabic, with a right-to-left layout. The operator interface supports 14 languages, the manual is in Polish and English, and the operator’s workstation has voice messages read out to the driver in their own language.

Yes. The statement is signed on the security terminal, at the scene, even without signal. Templates with translations are stored on the device, and the signature reaches the system once the signal returns, together with a faithful copy of the content the signer saw.

Yes, the validity of a health and safety induction can be revoked.

TraxSystem recognises the same person from the details in the induction form. The rule is more lenient than for site bans: without an identifier, two people with the same first name, surname and company count as one person in the induction records. This is a deliberate choice, because a mistake in the induction records ends in a repeated induction and does not let anyone unwanted onto the site.

Yes, if the induction form does not require a date of birth. The same caveat then applies: without an identifier, two people with the same first name, surname and company count as one person in the induction records.

No. TraxSystem handles only the general induction for people entering the site. It does not keep records of job-specific training, medical examinations or professional qualifications, and the content of the induction is prepared by your health and safety officer.

Yes. You can enter a vehicle entry ban for a specific vehicle and a site ban for a person, either temporary or indefinite. A ban does not close the barrier by itself: at registration it shows the operator a warning.

Yes. When an entry is registered, TraxSystem shows the operator a warning about the driver. A ban deliberately does not block the barrier automatically, so as not to stop an emergency vehicle or penalise a driver for a typo in the data, which leaves the decision with the operator.

Yes. The details the system uses to recognise a banned person are chosen in the matching settings. The comparison considers letters only and changes nothing in the database, and the result is one of three: certain match, possible match or different person.

It can, which is why the system requires an additional identifier when the details are incomplete. TraxSystem does not establish identity and does not query government registers.

Yes. The guard scans the checkpoints, and every scan is recorded with the time. A route can be open or fixed-sequence, and a missed checkpoint, a delay or a round longer than estimated closes the patrol with the status ‘with remarks’.

Yes. TraxSystem keeps an electronic duty log together with official notes, which can be passed to a supervisor for review.

Yes. An incident has a description, photos, a point on the site map and a signature, and the output is a PDF report. An incident can also be linked to an entry and to a statement.

Yes. TraxSystem shows the status of alarm panels and their event history, but it does not arm or disarm zones.

Yes. The system runs post check-ins on a set cycle, with an SMS code and repeat requests. A check-in confirms contact with the person, but it does not check their GPS position.

No. The system does not detect incidents by itself: it documents what a person or an alert reports.

No. TraxSystem does not replace CCTV, because it does not record video continuously. It uses the site’s cameras for live view and number plate recognition, and for visits and events it saves photos and short video clips of key moments: entry, exit and passage through an access control point.

Yes. TraxSystem saves the key moments of a visit to the site. On vehicle entry and exit it attaches photos from the gate cameras to the visit, and at access control points with a camera it saves a photo of the passage and, if clip recording is enabled on that camera, an MP4 recording of 5 to 60 seconds, including up to 30 seconds before the event. The clip can be attached to an e-mail notification sent by an alert rule. The retention period for photos and clips is set separately in data retention, and is 60 days by default.

Yes. For an evacuation the system provides a list of everyone present (employees, drivers and visitors) and of the vehicles, frozen in a snapshot to tick off at the assembly points. The list covers only registered people: anyone who came in without registering will not appear on it. That is a limitation of every card-based system and has to be taken into account when planning the roll call at the assembly points.

No. TraxSystem does not detect fire and is not a fire alarm system, and an evacuation in it is started by a person.

Yes. TraxSystem measures average speed over a section, from the travel time between two number plate recognition points, so you need ANPR at both ends of the section. It does not measure instantaneous speed and is not a measuring instrument within the meaning of Polish road traffic regulations: it is there to discipline traffic on private property, and no fines are issued on the basis of its readings.

Yes. With section speed measurement, the system records evidence of the speed limit being exceeded and lets you define several measurement sections.

Yes. The system selects people for random inspection with a probability set in the configuration. A rule has a single probability, and its scope can be narrowed to selected turnstiles, companies or people. Exemption from inspection is set explicitly, with an exclusion mode, not by entering 0%.

Yes. A full decision trail is recorded with every selection. The draw is random: the same person may be picked twice in a row, and the distribution evens out over a longer period.

Yes. A room booking in TraxSystem is both a calendar entry and a door permission for the duration of the meeting. A participant who is already in the person register opens the door with their own card, and when the booking ends the access expires.

Yes. A visitor from outside the company gets a PIN that works only during the booking and only at the booked room. The PIN needs a reader with a keypad and does not open the gate or reception, so entry to the site is arranged separately.

No. A booking only adds a permission for as long as it lasts and does not take permanent access away from anyone.

Yes. Doors on the way to the room open if they are assigned to the room as entrances to its zone: floor, corridor, lift. The permission to use them expires together with the booking.

Yes. A room with no assigned access points works as a planner: the calendar, notifications and the utilisation report all work, but the system does not open the door.

Yes. A guest room can work in overnight mode: the number of nights follows from the difference between the dates, and access covers the whole stay in a single window. TraxSystem is not hotel management software, however, and has no nightly rates, billing or front desk functions.

Yes. For a tablet by the room there is an anonymous page that shows only the schedule of that one room and can optionally open the door with a PIN. The page shows no PINs and no participant details.

No. The room calendar works within TraxSystem without synchronising with Outlook or Google Calendar. Participants receive an e-mail and an SMS, each individually, because the message contains their own PIN.

Yes. A visitor with a booking drives in on their own plate if the gate has a plate-reading camera. The participant gives their registration number when booking, and gates are assigned to the room: entry to the site, entry to the car park and the corresponding exits. The camera reads the plate, the system checks the booking and raises the barrier; at a gate without such a camera, the booking will not open the barrier.

No. The visitor’s registration number lasts only as long as the booking. Once the booking ends, the same car is as unknown to the system as it was before it arrived.

The booking path only comes into play when the vehicle has not been recognised by the vehicle register or by any vehicle group. It therefore handles only a drive-up that previously ended with the message ‘vehicle unknown’.

No. The time margins for vehicles are deliberately separate and wider: by default an hour before and an hour after the booking, compared with a quarter of an hour at the door.

The booking mechanism in TraxSystem handles a full stay: the barrier for the number plate, the car park and the room door with a code, all valid from check-in to check-out. We do not yet have a hotel deployment. TraxSystem is also not hotel management software, so selling rooms, nightly rates and billing stay where they are now. There is more about this market on the hotel and guesthouse page.

TraxSystem runs on .NET 10 and Blazor Server, with a single MongoDB database (around 90 collections). The server runs on Windows or Linux, and the interface opens in the browser, with nothing to install on the workstations.

No. The interface runs in the browser; the exception is device agents on workstations with a scanner or a printer.

Yes. The server runs on Linux and on Windows. The kiosk in its dedicated-device version runs on Linux, and the tablet version on Android.

TraxSystem’s architecture does not impose a limit on the number of gates or posts. One of our deployments runs at a large manufacturing plant with several gates and several thousand employees, and for anything larger we agree the scope and performance testing individually.

Yes. TraxSystem recognises plates on the server or on an edge device at the gate, which does not load the server and does not send images outside. Recognition works on the stream in memory, without saving it frame by frame, and only photos and clips of key moments are written to disk.

Yes. Barriers are controlled through the API, in three protocol generations, and also through relays.

The devices connect to the TraxSystem server themselves, so you do not need to open any ports. Controllers for barriers and access points, relay modules and the SMS gateway poll the server, and there are no incoming connections to the devices, which means they work behind NAT and in separate subnets. Device firmware is updated remotely through the server.

Yes. Without signal, the security terminal stores patrols, incidents, warehouse withdrawals, company vehicle handovers and statements, and sends them without duplicates once the network returns. Gate handling and random inspections need a connection, because they work on live data.

TraxSystem sends text messages either through a hardware gateway with its own SIM card on site or through our messaging server, whichever you choose. The gateway sends and receives messages without any external service. In both options the system records that a message was sent, but not that it was delivered.

When the server is not responding, access control passages keep working on the card lists stored in the controllers, limited to date ranges, and send their events once the connection is back. The barrier controller has no logic of its own, so security staff operate the gate in the meantime. The relay module can be set to switch on all its outputs as a fallback when it loses the server.

Yes. The system monitors the network and runs diagnostics on its devices, and raises an alert when one of them stops responding. It does not manage the plant network or configure switches.

Yes. TraxSystem has an API with 35 REST controllers and live communication. There is no ready-made connector for any particular ERP, so the integration is built on the API, and two working production connectors serve as a reference.

TraxSystem has no ready-made connector for SAP, Comarch or IFS: such a connector is built on the system’s API, and the scope and cost of the work are agreed individually.

The database backup is a configurable .zip archive of bson files. The backup is a separate procedure, so data retention does not clear out its archives.

Yes. TraxSystem can run on two servers in an active–passive arrangement: a MongoDB replica set, a floating IP address, a watchdog service on Windows and Linux, a configuration wizard in the interface, planned switchover and notifications. Single-server operation remains the default. We do not give a switchover time, because the RTO has not been measured, and we do not say ‘tested’: tests in a physical environment, with power cuts and link failures, have not yet been carried out. For critical deployments we agree the scope and acceptance tests individually. Two-server operation is not a backup or a disaster recovery plan.

Yes. The version number and the release identifier are visible in the interface.

Yes. TraxSystem has a built-in manual: 290 topics in Polish and English and 409 screenshots, with search and access from every screen. The manual describes every screen and every window in the application.

The TraxSystem interface works in 14 languages and has a dark mode and colour skins. The interface and the manual are translated; the system does not translate data entered by users.

Yes. The system has messages and a notice board. TraxSystem is not a messaging app, though, and does not replace email or company chat.

Yes. The system records a change trail with the user account and the time.

Yes. Personal data is subject to retention rules with deadlines, and the retention run takes place once a day. Scans and attachments have a separate retention configuration.

Yes. The data of a selected person can be anonymised, and their phone numbers are deleted in the process. Anonymisation is irreversible, so you need to know that before carrying it out.

TraxSystem provides the mechanisms needed for GDPR compliance: retention, anonymisation, audit and restricted data visibility. No system is ‘GDPR compliant’ on its own, however, because compliance depends on the configuration and on the data controller’s policies, and those policies are set by the customer.

That depends on the deployment model, and the choice of model also changes the legal roles regarding the data.

Data in the TraxSystem cloud is stored in Poland. There is no transfer outside the European Economic Area or to third countries, so standard contractual clauses and all the paperwork that goes with them do not apply.

The TraxSystem cloud runs on EROW infrastructure or on that of an external provider. With EROW infrastructure there is no sub-processor; with an external provider there is one, and we name it in the data processing agreement. The choice is yours, and we agree it before the contract is signed.

In the TraxSystem cloud we declare 99% availability, and a higher figure with the two-server operation module. The figure for your specific deployment is written into the contract.

In the TraxSystem cloud a backup is taken every 8 hours, and with two-server operation the backup is continuous.

When you cancel the cloud service, you receive a copy of your instance’s database (MongoDB), because the data is yours.

In the cloud option, that depends on how your site is configured, because the devices are at your premises and the server is with us. We establish the extent of that dependency in the pre-implementation analysis and record it in the acceptance report. We do not promise in advance that ‘the gate works anyway’, because that is not true in every configuration.

Yes. A template data processing agreement is ready, and we sign the agreement before the system goes live.

Yes. TraxSystem’s 217 permissions in 24 groups are granted only through roles. The permissions are fine-grained: registering an entry, opening the barrier and access to all gates are three separate rights.

No. Users see only data within their visibility scope, in reports and exports as well. The scope has two dimensions: target sites and entry types. A user with no role has no access to any data.

Yes. Data can be imported from specific file formats, but there is no automatic migration from an arbitrary system.

Yes. You create statement templates yourself, with your own fields, translations and an electronic signature.

Yes. The system handles work shifts and schedules, together with shift patterns and shift groups, and work shifts can run up to midnight.

Not yet. EROW, the maker of TraxSystem, is in the process of implementing TISAX and ISO.