NDT Equipment and Calibration Management Software

NDT equipment by serial number: issue and return, reservations, calibration and maintenance history. Request a demo. Affordable. Accessible. Fully customizable. Quote on request.

What the Asset Management app does for an NDT company

Every inspection company has the same drawer of problems. A flaw detector that was definitely returned is still in a technician's truck two hundred miles away. A phased array probe went out with a crew and came back with a cracked wedge, and nobody can say which job it was on. The calibration certificate for a UV-A meter is buried in an email thread, and the client's QA auditor wants it now. The Asset Management app in Atlantis NDT ERP exists to close that drawer.

It is an equipment and instrument register built for NDT work: ultrasonic flaw detectors, thickness gauges, phased array and TOFD units, eddy current instruments, probes and wedges, yokes and UV lamps, light meters, densitometers, radiography exposure devices and survey meters, calibration blocks and step wedges. Each item is tracked by serial number from the day it arrives to the day it is retired or disposed of, with its calibration, maintenance, issue history and current holder in one place.

It is worth being precise about what it is not. This app manages the tools your company owns or rents. It is not plant integrity software: it does not model your client's vessels, piping circuits or tanks, store wall-thickness history for their equipment or plan their inspection intervals. Those belong to the asset owner's own systems. The Asset Management app answers a narrower and very practical question that every NDT manager asks each morning: what kit do we have, where is it, who has it, and is it fit to use today?

It is one of the apps in Atlantis NDT ERP, our pre-configured and customised Atlantis ERP system for inspection companies, and it works alongside the other NDT apps rather than as a stand-alone spreadsheet replacement.

One record per serial number

The foundation is a single record for every serialised item. Each record carries the equipment type, serial number, asset tag, firmware version, the accessories supplied with it, the person it is assigned to, its current condition and its lifecycle stage. Lifecycle stages follow what really happens to NDT kit: new, active, in calibration, in repair, rented out, retired and disposed. At a glance you can see that the second phased array unit is away for calibration, the spare thickness gauge is in repair and three yokes are rented out to another contractor.

Firmware matters more than most registers admit. When a manufacturer releases an update that changes a setup file format or a sizing feature, you need to know which units run which version before a crew loads a procedure setup on site. Recording firmware on the serial record, and logging firmware updates in the maintenance history, gives you that answer without phoning every technician.

Accessories are the other quiet source of losses. A flaw detector rarely travels alone: it goes out with cables, a battery pack, a charger, a carry case, perhaps a set of probes and a calibration block. Listing the accessories on the record means the storeman checks the same list at issue and at return, and a missing charger is noticed at the counter rather than at the next job.

Each item also carries its calibration frequency and a calibration status, so the register never presents an instrument as ready for work when its certificate has lapsed. If you hire equipment out, rental rates can be recorded against the item, which keeps the commercial side of a rented-out flaw detector next to its technical history.

Issue and return with approvals

Most equipment losses in inspection companies are not theft. They are handovers nobody wrote down: one technician passes a gauge to another on site, a crew leader takes an extra probe just in case, kit sits in a hotel room after demobilisation. The issue and return workflow puts a record on every one of those moments.

When a technician needs equipment, an issue request is raised against specific serial numbers. It goes to a supervisor and then a manager for approval, which matters most for high-value or controlled items such as phased array units, radiography exposure devices and survey meters. The condition of each item is recorded at issue. When the item comes back, condition is recorded again at return. If a wedge left in good order and came back worn through, the record shows exactly who had it and for which period.

That condition trail does two jobs. It lets you have a fair, fact-based conversation with a technician or a client about damage instead of an argument. And it tells the equipment coordinator what needs attention before the item goes out again: a return marked as damaged should go to repair, not back on the shelf.

Because every issue has a holder and dates, overdue returns become visible. The NDT dashboards in the ERP include issued equipment overdue as a KPI alongside calibration due and overdue, so the operations manager sees late returns in the same view as expiring certificates instead of finding them at the next stock count.

For field teams, the ERP's REST API for field devices includes an equipment-issued-to-me call, so a technician's device can show what they are currently signed out for. That small detail removes a lot of end-of-job confusion.

Reservations and movements

Double-booking equipment is the scheduling problem that follows double-booking technicians. Two project managers both plan to use the only TOFD unit next Tuesday, and one of them finds out when the crate is empty. Reservations deal with this. An item can be reserved for a period, and the app prevents a clashing reservation for the same serial over overlapping dates. The second planner sees the clash at the moment of booking, while there is still time to rent, borrow or reschedule.

Reservations sit alongside inbound and outbound movement records. Every time an item leaves the base or comes back, whether to site, to a calibration lab, to the manufacturer for repair or to a company that rented it, a movement is logged. Over a year that builds a clean movement history for each serial. It helps when an insurer asks where an item was, when a client asks which instrument was used on their shutdown, or when you are deciding whether a unit that spends half its life in repair is worth keeping.

Reservations also line up with the Team Assignments app, which handles crew dispatch. When a job is planned there, assigning an equipment serial that is already committed to another job is blocked, just as double-booking a technician is. And if an assigned instrument is out of calibration, the planner gets a warning before the crew mobilises, not after the client's inspector has checked the certificate at the gate.

Calibration records and the certificate register

Calibration is where equipment records are audited most often and are most often weak. Clients, third-party inspectors and certification auditors all ask the same thing: show me that this instrument, with this serial, was within calibration on the date of this report, and show me who calibrated it.

Each calibration event is recorded against the serial with the calibration provider, certificate number, the standard used, the range calibrated, the uncertainty stated on the certificate, whether the lab is accredited, the result (pass, fail or conditional) and the next due date. A conditional result is worth capturing properly: an instrument that passed with a limitation on range should not be issued for work outside that range, and the record makes the limitation visible to whoever issues it.

Alongside the event history there is a calibration certificate register. Each certificate is stored with its PDF, the lab's accreditation number and a status that moves between valid, expiring and expired. Expiry alerts go out before the due date, and the ERP's daily email alerts for calibration certificates can be configured with recipients, how many days ahead to look and how often to resend. Nobody should discover an expired certificate when a client auditor asks for it.

Calibration labs themselves are handled in Purchase. Vendors can be typed as OEM, dealer or calibration lab, with an accredited-lab flag, accreditation number and accreditation expiry, and purchase order lines can be linked to the specific equipment serial being sent. The calibration spend, the lab's accreditation status and the resulting certificate all tie back to the same instrument.

Maintenance log: what happened to this instrument

Calibration tells you an instrument measured correctly on the day it was checked. The maintenance log tells you what happened in between. Every entry is typed as preventive, corrective, repair, cleaning, firmware update or probe replacement, and records the condition before and after the work.

In practice that covers the daily reality of an NDT equipment room: a yoke with a frayed cable repaired, a UT cable replaced, a phased array unit back from the manufacturer after a connector fault, a probe replaced after wear-face damage, an instrument cleaned and dried after a job in heavy rain or a dusty yard. Each entry sits in the serial's history, so when an instrument starts giving intermittent trouble you can see the pattern instead of guessing.

Probe replacement entries are especially useful for ultrasonic work. Probes wear, delaminate and get dropped, and the probe named on a report needs to be the one that was checked. On the reporting side, the ERP's NDT Reports app carries a probe calibration table on UT reports, so the report and the equipment history tell the same story.

For wider planned maintenance, the standard Atlantis ERP Maintenance app is set up for NDT companies to raise preventive and corrective requests on instruments, vehicles and site equipment, so a recurring check can be scheduled and a breakdown can be reported from the field without a phone call to the office.

Consumables: couplant, chemicals, PPE and stationery

Consumables are unglamorous and constantly short. A PT crew arrives on site with two cans of developer for a job that needs ten. The magnetic particle ink ran out last week and nobody reordered. Couplant, cleaners, penetrant, developer, contrast paint, PPE and even stationery such as report pads and paint markers are what keep a crew productive.

The app tracks consumables with a reorder level for each item and a low-stock flag when stock falls below it. A movement ledger records every issue and receipt, so you can see which jobs use what and spot a site that consumes far more penetrant than its scope suggests. With the ERP's Inventory app, which holds stock of equipment by serial and of consumables, the store has one view instead of a shelf count and a guess.

Consumables matter commercially too. The Invoicing app has separate subtotals for labour, equipment and consumables on each invoice, so materials used on a job can be billed where your contract allows rather than quietly absorbed.

Batch tracking for penetrant and magnetic particle materials, or shelf-life checks on particular chemicals, can be configured during implementation if your procedures or clients require them. That is part of the customisation scope agreed with you, not something to assume out of the box.

How it connects to the rest of the ERP

• Team Assignments: blocks double-booking of equipment serials and warns when assigned equipment is out of calibration.
• Project and Timesheets: projects list the assigned equipment, and timesheet lines can carry the equipment serial used, which gives you real usage evidence per instrument.
• Invoicing: invoice lines can carry the equipment serial, method and technician, with an equipment subtotal, so equipment charges are based on what was actually used.
• Purchase: calibration labs, OEMs and dealers as typed vendors with accreditation details, and order lines linked to serials.
• Fleet: vehicles record whether they can carry radioactive sources, with the transport licence number and expiry, and are assigned to projects and drivers.
• Certificates: the same daily alert engine that warns about technician certifications covers calibration certificates.
• Dashboards: calibration due and overdue, and issued equipment overdue, as NDT KPIs.
• NDT Reports: field devices can pull the equipment issued to a technician, and in marine mode the report PDF merges the calibration certificate.

Inspection results live on the reporting side. If your clients want to see those results placed on a 3D model of their asset, that is our companion product, Digital Twin Reporting Software, which works alongside the ERP's NDT Reports app. The Asset Management app stays focused on your own instruments.

Who uses it day to day

Equipment coordinators and storemen live in the app: issuing and receiving kit, recording condition, logging movements, reordering consumables and chasing calibrations.

Supervisors and managers approve issue requests, especially for high-value or controlled items, and review damage reports and overdue returns.

Operations managers and planners use reservations and the Team Assignments link to plan jobs around real availability, and see calibration and overdue-return KPIs on their dashboard.

QA/QC managers and the Level III use calibration records and the certificate register to answer audits, confirm that equipment named on a report was in calibration, and agree the calibration frequencies set for each equipment type.

Radiation safety officers can see who holds each exposure device and survey meter and where it has moved, with source-carrying vehicles in Fleet. Records specific to your radioactive material licence, such as source inventories or leak test logs in the format your regulator expects, are scoped during implementation rather than assumed.

Technicians see what they are signed out for and return it with a recorded condition. Finance sees equipment on invoices and rental rates where you hire kit out.

Implementation: getting your equipment into the system

Atlantis NDT sets the app up with you rather than handing over an empty database. A typical implementation runs like this:

1. Equipment import. Your existing register, usually a spreadsheet, is cleaned and imported: serials, types, asset tags, firmware, accessories, current holder and lifecycle stage.
2. Calibration history. Current certificates are loaded with PDFs, lab details and due dates, so alerts work from day one.
3. Frequencies and rules. Calibration frequencies per equipment type are agreed with your Level III and QA manager, and approval steps for issue requests are set to match your procedures.
4. Consumables. Items, units and reorder levels are set up for each store or base.
5. Alerts and dashboards. Recipients, look-ahead days and resend intervals for calibration alerts are configured, and the NDT KPI dashboard is set up for managers.
6. Customisation. Anything specific to your company, such as extra fields for regulator records, a custom issue form or client-specific checks, is agreed as part of the customisation scope.
7. Training. Storemen, planners and technicians are shown the workflows they will actually use.

Cost is quoted on request based on your scope. The aim is affordable, accessible and fully customisable: you pay for the setup you need. Book an Asset Management demo and bring your current equipment spreadsheet; we will show you how it maps.

Frequently asked questions

Is this asset integrity or inspection data management software?

No. It manages your company's own NDT equipment and instruments: serial register, issue and return, reservations, calibration, maintenance and consumables. Your clients' plant equipment, its inspection history and integrity assessments are not part of this app.

Can it track calibration blocks and reference standards as well as instruments?

Yes. Any serialised item can have a record, calibration frequency and certificate history, including calibration blocks, step wedges, reference standards, light meters, UV-A meters and densitometers.

Does it stop a technician using an out-of-calibration instrument?

It makes it very hard to happen by accident. Calibration status sits on each record, expiry alerts go out ahead of time, and Team Assignments warns the planner when assigned equipment is out of calibration. The final check still belongs to your procedures and your people.

Can we track equipment we hire out?

Yes. Items can be set to the rented-out lifecycle stage, rental rates can be recorded, and outbound and inbound movements show when the item left and came back.

Does it handle radiography equipment?

Exposure devices, source containers, survey meters and related items can be tracked by serial with issue and return, approvals, movements, maintenance and calibration. Source activity calculations and regulator-specific logbooks are not built in; if you need them in the ERP, they are scoped during implementation.

How long does setup take?

It depends mostly on the state of your current register and how many sites you run. After a demo we look at your data and agree a realistic plan with you.

See it with your own equipment list

The quickest way to judge the app is to see your own kit in it: your flaw detectors, your probes, your calibration certificates and your consumables. Browse the other ERP apps to see how the pieces fit, then request an Asset Management quote for your company.

Asset Management by region

• Asset Management in United States
• Asset Management in Canada
• Asset Management in UK & Europe
• Asset Management in Middle East
• Asset Management in India

Works with

• Team Assignments: Assign qualified technicians and crews to jobs by method, level and availability.
• Project: Inspection projects, tasks and milestones from award to final report.
• Timesheets: Technician hours per job, feeding payroll and client invoicing.
• Maintenance: Preventive and corrective maintenance requests for instruments, vehicles and site equipment.
• Fleet: Vehicles, drivers and service records for field crews.
• Calendar: Shared schedules for jobs, audits and client meetings.
• To-do: Personal and team task lists linked to jobs and records.

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