Calendar App for NDT Inspection Companies

Shared schedules for jobs, audits and client meetings. Request a demo. Affordable. Accessible. Fully customizable. Quote on request.

What the Calendar app is for in an NDT company

An inspection company's week is full of things that are not inspections but still decide whether inspections happen. The kick-off meeting with a refinery's QA team before a turnaround. The pre-job safety briefing with a fabrication shop's supervisor. The certification body's surveillance audit. The Level III's review session for a new procedure. The call with the calibration lab about a delayed certificate. The internal training session for trainees before their practical exam.

In many NDT companies those events are spread across personal phone calendars, email threads and a whiteboard in the office. People miss meetings because the invitation went to one person and was never passed on. Clients get double-booked. The Level III finds out about the audit the day before.

The Calendar app in Atlantis NDT ERP is the shared diary for that side of the business. It is the standard Atlantis ERP Calendar app, set up by Atlantis NDT for an NDT company: meetings with internal and external attendees, invitations and reminders, recurring events, and events linked to the records they concern, such as a CRM lead or a customer.

It is important to be clear about what it is not. The Calendar app is not where you dispatch technicians to jobs. Technician availability and job dispatch live in Team Assignments, which has its own calendar view and its own rules for blocking double-bookings. The Calendar app is for meetings and events around the work. Keeping the two separate is what makes both of them readable.

The problems it is meant to stop

Scheduling problems in an NDT company are rarely about lack of effort. They come from information living in too many places:

• A client meeting is booked on the sales manager's personal calendar. The operations manager, who needs to be there to talk about crew availability, never hears about it.
• The certification body confirms audit dates by email to the QA manager, who is on leave. The date is discovered a week later.
• A pre-job meeting with a fabrication shop is agreed on the phone by a supervisor and never written down anywhere the office can see.
• A recurring internal meeting, like a weekly operations review, lives in one person's head and quietly stops happening when they are busy.
• A technician is booked into a training session on a day they are already committed to site, because the training was scheduled in one place and the job in another.

Each one is small. Together, they make a company look disorganised to clients and auditors, and they waste the time of the people who are hardest to replace: Level IIIs, QA managers and senior supervisors.

The Calendar app fixes this by putting company meetings in one place that everyone with access can see, by sending proper invitations to internal and external attendees, and by tying meetings to the records they belong to. It doesn't require anyone to change how they think about their week. It just means the week is written down once, where the team can see it.

Everyday events an NDT company puts in the calendar

Every company will use the calendar slightly differently, but the events tend to fall into a few groups:

None of these need special fields. They need a place, a time, the right people and a link to whatever they are about. That is what the Calendar app provides.

Invitations, attendees, reminders and recurring events

The Calendar app handles the basics well, and for most NDT companies the basics are what was missing.

Attendees and invitations. Each event can have internal attendees, who see it in their own Atlantis NDT ERP calendar, and external attendees such as client representatives or auditors, who receive an email invitation they can accept or decline. Responses are visible on the event, so you know who is actually coming.

Reminders. Events can carry reminders by email or on-screen notification at intervals you choose, such as a day before and an hour before. For an audit or a client kick-off, that is often all it takes to make sure the right people turn up prepared.

Recurring events. Weekly operations reviews, monthly QA meetings, quarterly management reviews and similar events can be set to repeat. They stay on the calendar without anyone having to rebook them, and a single occurrence can be moved without breaking the series.

Views. Users can see their own calendar, colleagues' calendars or several people's at once, by day, week or month. An operations manager can check when the Level III and the client's QA lead are both free before proposing a meeting.

Location and notes. Each event has a location, which might be a client site, your office or an online meeting link, and a description for the agenda or anything attendees need to bring, such as the latest revision of a procedure or the calibration certificates an auditor will ask for.

Simple as they are, these features replace a surprising amount of back-and-forth by email and phone.

Connecting to Google or Outlook calendars

Most people in an NDT company already live in Google Calendar or Outlook on their phone. Asking them to check a second calendar rarely works.

Atlantis ERP Calendar supports synchronisation with Google Calendar and Microsoft Outlook calendars. Where your company uses one of these, the connection is set up during implementation so events created in Atlantis NDT ERP appear in people's usual calendars, and events they create there can appear in the ERP. Each user connects their own account, and the details of what syncs are agreed with you as part of the setup.

This matters most for field staff and senior people. A supervisor on a shutdown is not going to log into an ERP to check tomorrow's pre-job briefing. They will look at their phone. If the briefing is there, the sync has done its job.

It also matters for people who work with clients' own calendars. A client QA lead who sends an invitation from their own system still reaches your team's usual calendar, and your office can bring the event into the ERP so it sits alongside everything else.

If your company uses a different setup, for example shared mailboxes or a mix of providers, that is discussed during implementation. We will tell you plainly what works well and what does not, rather than promising a sync that behaves badly in practice.

Meetings linked to the records they belong to

One of the most useful things about having the calendar inside the ERP is that meetings are not floating. They belong to something.

When someone schedules a meeting activity from a CRM lead, for example a scope call with a refinery's inspection manager, Atlantis ERP creates a calendar event linked to that lead. The meeting shows in the attendees' calendars, and it also shows on the lead's history. Anyone picking up the account later can see what meetings took place and when.

The same idea applies elsewhere in the system. Meetings can be scheduled as activities on records such as customers, projects or quotations, so the conversation about a job and the job itself stay together.

In the CRM, Atlantis NDT ERP adds NDT-specific fields such as service line, NDT service type, industry sector, site country and estimated technicians and days, along with an NDT lead score. A sales manager preparing for a meeting can open the lead from the calendar event and see all of that before walking in.

For operations, the link works the other way. A project in Atlantis NDT ERP holds the job type, site, client PO, methods, codes, scope, acceptance criteria and assigned technicians and equipment. When a pre-job meeting is linked to it, the supervisor has the job details one click from the invitation.

It is a small thing, but it is what separates a shared calendar from a company memory.

Audits, renewals and the compliance calendar

NDT companies live by dates: certificate expiries, calibration due dates, surveillance audits, licence renewals. Several of these are already handled by specialist apps in Atlantis NDT ERP, and the Calendar app works alongside them rather than replacing them.

• Certificates tracks technician certifications, vision tests and company certifications, with status computed automatically and warning tasks created 90 days before a technician's cert or vision test expires. Company certifications carry their own alert days, and configurable daily email alerts cover technician certs, calibration certificates and company certifications.
• Asset Management keeps calibration records and a calibration certificate register with valid, expiring and expired status and expiry alerts.
• Procedures sends notifications and reminders to approvers for pending procedure approvals.

Those apps own the expiry logic. The Calendar app is where the resulting meetings and events go: the audit itself, the preparation session a week before, the meeting with the certification body, the review with the Level III once a procedure is ready to approve.

In practice, the QA manager sees an expiring company certification flagged by the Certificates app, agrees audit dates with the certification body, and puts the audit and its preparation meetings in the calendar with the right attendees and reminders. Nothing is duplicated; each piece lives where it works best.

Who uses the Calendar app

• Owners and general managers run recurring management reviews and see the key client and audit meetings across the company.
• Sales and business development book client meetings from CRM leads so the history stays with the account.
• Operations managers and coordinators schedule pre-job meetings and client briefings, and check colleagues' availability before proposing times.
• QA/QC managers keep audit dates, preparation meetings and internal quality reviews visible to everyone involved.
• Level IIIs schedule procedure reviews, technician examinations and training sessions.
• Trainers run internal sessions and make sure trainees are not double-booked against site work checked in Team Assignments.
• Office administrators manage meeting rooms, vendor visits and general company events.

Each user sees their own calendar by default and can add colleagues' calendars as needed. Access and visibility are set during implementation to suit your company, including what external attendees receive.

What implementation looks like

The Calendar app is one of the easiest parts of Atlantis NDT ERP to roll out, but a little thought at the start makes it far more useful.

1. Agree what goes where. We confirm with you that technician dispatch and availability belong in Team Assignments and Time Off, and meetings and events belong in Calendar, so staff know which one to check.
2. Connect personal calendars. Where you use Google or Outlook, synchronisation is set up and each user is shown how to connect their account.
3. Set up recurring events. Your regular operations reviews, QA meetings and management reviews are created as recurring events with the right attendees.
4. Default reminders. Sensible default reminders are agreed for client meetings and audits.
5. Link to CRM and projects. Sales and operations are shown how to schedule meetings from leads, customers and projects so the history stays connected.
6. Training and support. Short sessions per role, then support through the first weeks.

Atlantis NDT ERP is fully customizable, so anything specific to your company is scoped and agreed with you before work starts. Pricing is quote on request. Request a quote and tell us which calendar tools your team already uses.

Frequently asked questions

Is the Calendar app where we schedule technicians for jobs?

No. Technician dispatch and availability live in Team Assignments, which has its own calendar view, blocks overlapping bookings and draws on Time Off for leave. The Calendar app is for meetings and events around the work, such as client meetings, audits and briefings.

Can it sync with Google Calendar or Outlook?

Yes. Atlantis ERP Calendar supports synchronisation with Google Calendar and Microsoft Outlook. It is set up during implementation, and each user connects their own account.

Can clients and auditors be invited?

Yes. External attendees receive an email invitation they can accept or decline, and their responses show on the event.

Can meetings be linked to CRM leads and projects?

Yes. Scheduling a meeting activity on a CRM lead creates a calendar event linked to that lead, so the meeting sits in both the calendar and the lead's history. The same approach works on other records such as customers and projects.

Does it track certificate and calibration expiry dates?

Expiry tracking belongs to the Certificates and Asset Management apps, which compute statuses and send alerts. The Calendar app holds the meetings and audits that follow from them.

Can we set recurring meetings?

Yes. Weekly, monthly or other recurring events can be created, and individual occurrences can be moved without breaking the series.

What does it cost?

Atlantis NDT ERP is affordable and fully customizable. Pricing depends on your scope and is quote on request.

See how it fits your week

Tell us what your typical week looks like: which client meetings, briefings, audits and internal reviews you run, and which calendar tools your people already use. We will show you how that week looks in Atlantis NDT ERP, alongside CRM, Team Assignments and Certificates.

Affordable. Accessible. Fully customizable. Book a demo of the Calendar app, or explore the full NDT ERP first.

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.
• Asset Management: NDT equipment by serial number: issue and return, reservations, calibration and maintenance history.
• Maintenance: Preventive and corrective maintenance requests for instruments, vehicles and site equipment.
• Fleet: Vehicles, drivers and service records for field crews.
• To-do: Personal and team task lists linked to jobs and records.

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