NDT Technician Certification Tracking Software

Technician certifications, eye tests and expiry tracking against your written practice. Request a demo. Affordable. Accessible. Fully customizable. Quote on request.

The expired certificate nobody noticed until the client did

Every NDT company has a version of this story. A Level II UT technician is two days into a shutdown when the client’s QA reviewer asks for his certification and eye test. The certificate is on file, but the vision test lapsed last month. He comes off the job, the crew is short, and someone spends the evening explaining to the client why the paperwork missed it.

It rarely happens because people don’t care. It happens because certification data lives in too many places: a spreadsheet the QA manager updates when she remembers, scanned PDFs in a shared drive, paper eye-test cards in a technician’s wallet, and the Level III’s own memory of who sat which exam. Each piece is correct on its own. Nobody sees the whole picture on the day it matters.

The Certificates app in Atlantis NDT ERP puts that whole picture in one place. Each technician’s certifications, vision tests, exam results and radiation-safety details sit on their employee record. The system works out each certificate’s status every day, warns you 90 days before anything runs out, and emails the right people on a schedule you set. Your company’s own certifications, such as ISO registrations and API-type accreditations, are tracked the same way.

It is and set up by Atlantis NDT for inspection companies, so the fields match how NDT people actually talk about qualifications: scheme, level, method, certifying body, OJT hours. Affordable, accessible and fully customizable, with a demo and a quote on request.

What the app records for each technician certification

A certification record is more than a name and an expiry date. The app captures the details an auditor or client reviewer actually asks for:

• Scheme: SNT-TC-1A, CP-189, ISO 9712, PCN, CSWIP, or other for anything that doesn’t fit those categories, such as an aerospace or client-specific qualification.
• Level: trainee, Level I, Level II or Level III.
• Method: one record per method, so a technician qualified in UT, MT and PT at different levels has three clear entries instead of one confusing line.
• Certifying body: your own company under an employer-based written practice, or an external certification body.
• Dates: issue, expiry and renewal dates.
• Industry sector: useful where a qualification is sector-specific.
• Experience and training: on-the-job training hours, formal training hours, and whether the exam was passed.
• Attachments: the scanned certificate, exam papers, training records or anything else you need to produce on request.

Because every record is structured, you can filter and group it. Which Level IIs in PAUT do we have? Who is certified to ISO 9712 and who under an in-house SNT-TC-1A practice? Which trainees are close to their OJT hours? Those answers come from a list view and a filter instead of an afternoon of opening PDFs.

The attachments matter too. When a client asks for a technician’s qualification pack before mobilisation, the certificate, exam evidence and vision test are already on the record, ready to send.

Status that keeps itself current

The app computes every certificate’s status automatically. You don’t tick a box to say something has expired; the dates do the work.

• Active: valid, with more than 90 days to run.
• Expiring soon: within 90 days of expiry.
• Expired: past the expiry date.
• Revoked: withdrawn, for example after a failed practical, a disciplinary matter or a Level III decision under your written practice.

Two menus, Expiring Soon and Expired, give the QA manager a working list every morning. No one has to build a report or remember to sort a spreadsheet by date.

Behind the menus, a daily check runs through technician certificates and vision tests and creates a warning task 90 days before each expiry. The task lands with the person responsible, so renewals turn into planned work: book the recertification exam, schedule the eye test, collect the evidence, update the record.

On top of the tasks, you can set up daily email alerts. You choose who receives them, how many days ahead to look, and how often an alert is resent if nothing changes. One alert can go to the QA manager and the operations manager for technician certificates; another to the equipment coordinator for calibration certificates; a third can cover the company’s own certifications. The resend interval stops a slipping renewal from quietly disappearing after one ignored email.

Ninety days is long enough to book an exam slot, arrange a vision test between jobs, or plan a recertification around a turnaround. That is the point: problems surface while there is still time to fix them.

Vision tests on the record, not in a wallet

Most certification schemes require technicians to pass a vision examination at regular intervals, and client auditors check it as closely as the certificate itself. A technician with a valid Level II certificate and an expired eye test should not be signing reports.

The app keeps vision tests as their own records, linked to the technician:

• Near vision, recorded against the Jaeger chart (J1 or J2).
• Far vision.
• Colour perception.
• Contrast.
• The examiner and the clinic that carried out the test.
• The certificate file itself.
• The expiry date.

Vision tests get the same daily check and 90-day warning task as certifications. So the reminder to book an eye test arrives weeks before it lapses, not when a client’s reviewer points it out.

Keeping vision tests separate from certifications also reflects how the requirements work in practice. The eye test usually runs on a shorter cycle than the certificate, and a single test covers every method a technician holds. One vision record, many certifications, and the status of each visible on its own.

Colour perception deserves a mention. It matters for methods where the technician judges colour contrast, such as dye penetrant and colour-contrast magnetic particle work. Recording the result means a Level III can see at a glance whether any restriction applies before a technician is put on that kind of job.

Examination sheets and certificate templates

If your company certifies its own people under an employer-based written practice, the exam is part of the evidence. The app records examination sheets with the general, specific and practical scores, the passing score (70% by default, adjustable to match your written practice or scheme), and the exam files themselves. When an auditor asks how a technician reached Level II in MT, the answer is on one screen: scores, papers and date.

Certificate templates set the rules for each scheme you work with. For each template you define:

• Validity in months.
• Whether a vision test is required.
• Whether an exam is required.
• Minimum OJT hours.
• Minimum training hours.

Templates mean the rules live in the system rather than in one person’s head. When a new certificate is created against a template, the validity period and requirements come with it. If your written practice differs from a scheme’s usual rules, or a client asks for tighter conditions, you set that in the template once.

This is especially useful for companies that hold several schemes side by side: an in-house SNT-TC-1A practice for most work, ISO 9712 certificates held by technicians who came from other employers, and CSWIP or PCN certificates for specific contracts. Each scheme has its own template and validity rules, and the technician’s record shows all of them together.

Training towards SNT-TC-1A certification is something Atlantis NDT also delivers through its NDT training programmes; the hours your people complete can then be recorded against their certificate records.

The employee NDT profile

Certificates hang off a technician’s employee record, and that record gains an NDT profile:

• A technician flag, so NDT staff can be filtered from office and admin staff.
• Highest level held.
• Methods certified.
• Radiation safety training.
• Radiation badge (dosimeter) number.
• Medical fitness expiry.

For a planner, this is the quick view: who is a Level II in UT, who has current radiation safety training and a badge number for an RT job, whose medical is still valid for a site that insists on one. For HR, it keeps the NDT-specific information alongside the rest of the employee record instead of in a separate file.

The radiation fields matter for any company running radiography. Clients and regulators expect to see that a radiographer has completed radiation safety training and is monitored with a personal dosimeter. Having the badge number on the profile keeps the link between a person and their dose monitoring one click away.

Medical fitness is increasingly a site entry requirement, particularly for confined space, offshore and some plant work. Recording the expiry date means it can be checked before mobilisation, not at the gate.

Everything on the profile is employee data in the ERP, so access rights apply. You decide who can see medical and personal details and who only sees certification status. That separation is set up during implementation to match your company’s privacy obligations.

Company certifications and calibration certificate alerts

Your company holds certificates too, and a lapsed one can cost more than a lapsed technician certificate. An expired ISO 9001 registration, or an accreditation a major client requires, can take you off an approved vendor list.

The Certificates app tracks company certifications, including ISO registrations and API-type accreditations, with their own alert days. The same daily email alerts that cover technicians can cover these, so the managing director and the quality manager both hear about a surveillance audit or renewal well before the deadline.

Calibration certificates are the third leg. The daily alert settings in the app include calibration certificates, with their own recipients, look-ahead days and resend interval. The calibration records themselves live in the Asset Management app, where each instrument and probe is tracked by serial number with its calibration history, lab accreditation number and certificate PDF. The Certificates alerts make sure the equipment coordinator hears about an expiring calibration certificate on the same rhythm as everything else.

Put together, the three alert types cover the documents a client’s QA reviewer asks for before a job: is the technician qualified, is the instrument calibrated, is the company approved. One set of daily emails, sent to the people who can act on them.

How Certificates connects to the rest of the ERP

Certification data is only useful if it shows up where decisions are made. In Atlantis NDT ERP it does.

Timesheets. When hours are logged for a technician whose certificate is not valid, the timesheet shows a warning. It is a last line of defence: if someone was sent to site with a lapsed certificate, the problem surfaces when the hours come in, before the invoice goes out and before the report reaches the client.

Team Assignments. Planners dispatch crews in the Team Assignments app, which blocks double-booking of technicians and equipment and warns when assigned equipment is out of calibration. The technician’s NDT profile and the Expiring Soon list give the planner the certification side of the picture. If you want a certificate check built directly into the dispatch step, that can be part of the customization scope agreed with you.

Dashboards. The NDT KPI dashboards include certificates expiring and expired alongside calibration due and overdue and issued equipment overdue. Managers get one screen instead of three spreadsheets.

Employees and Time Off. Certificates sit on the employee record. Time Off feeds the technician availability used for scheduling, so a technician away for a recertification exam shows as unavailable rather than being booked on a job.

Reporting. Reports are signed by the inspector, reviewer and approver in the NDT Reports app, and many companies pair it with Digital Twin Reporting Software, Atlantis’s separate product that places inspection results on a 3D model of the asset. Accurate certification records sit behind every signature on those reports.

Who uses it, and what they do with it

• QA/QC manager: works the Expiring Soon and Expired lists, keeps attachments complete, and prepares qualification packs for client pre-qualification and audits.
• NDT Level III: records exam sheets, approves certifications under the written practice, revokes a certificate when needed, and sets the templates for each scheme.
• Operations manager or planner: checks who is qualified and current before building a crew, and plans renewals around the job calendar.
• HR and admin: maintains vision tests, medical fitness dates and radiation badge numbers, and chases technicians for renewed documents.
• Owner or managing director: watches the dashboard and the company certification alerts, and knows the business can prove its people are qualified.
• Technicians: get reminders in time, rather than finding out from a client.

The common thread is that nobody has to maintain a separate tracker. The data is entered once, on the technician’s record, and everyone who needs it sees the same version. When the QA manager is on leave, the alerts still go out and the lists still update.

What implementation looks like

Atlantis NDT deploys and configures the ERP for you. For the Certificates app, a typical setup covers:

1. Scheme review. We go through the schemes you work with, your written practice if you certify in-house, and any client-specific requirements, then build certificate templates with the right validity, vision test, exam and hours rules.
2. Data migration. Your existing spreadsheet or document register is imported: technicians, certificates, levels, methods, dates and vision tests. Scanned certificates are attached to the right records.
3. Alerts. We set up the daily email alerts for technician certificates, calibration certificates and company certifications, with the recipients, look-ahead days and resend intervals you choose.
4. Access rights. We agree who sees what, especially for medical and vision data.
5. Connections. We link Certificates with Timesheets, Team Assignments, Dashboards and the other apps you use, and agree any customization such as extra fields or checks.
6. Handover. Your QA team is walked through the daily routine: work the lists, close the tasks, update the records.

You can start with Certificates on its own and add other apps later, or roll it out as part of the full Atlantis NDT ERP. The system is fully customizable, so fields, templates and alerts follow your process rather than the other way round. If you’d like to see it with your own schemes, book a Certificates demo.

Frequently asked questions

Can the app track certifications from different schemes for the same technician?

Yes. Each certification is its own record with its own scheme, level, method, certifying body and dates. A technician can hold an in-house SNT-TC-1A certificate, an ISO 9712 certificate and a CSWIP certificate side by side, and each shows its own status.

How far ahead does it warn about expiring certificates?

The status changes to expiring soon 90 days before expiry, and the daily check creates a warning task at the same point for certificates and vision tests. Email alerts use look-ahead days you configure, with a resend interval so reminders repeat until something is done.

Does Atlantis NDT issue ISO 9712 or PCN certificates?

No. The app records certificates your technicians already hold from any scheme. Atlantis NDT’s own training is based on ASNT SNT-TC-1A. ISO 9712, PCN and CSWIP certificates are issued by their own certification bodies; the app simply keeps track of them.

Can we store scanned certificates and exam papers?

Yes. Certification records accept attachments, examination sheets hold exam files, and vision tests hold the certificate file from the clinic.

What happens if a technician with an expired certificate logs hours?

The timesheet shows a warning that the technician’s certificate is not valid, so it can be caught before the hours are approved and billed.

Can it track our company’s ISO and accreditation certificates?

Yes. Company certifications are recorded with their own alert days and can be included in the daily email alerts.

Do we need the full ERP to use Certificates?

No. Many companies start with Certificates and add apps such as Team Assignments, Asset Management and Timesheets later. The connections described above apply as each app is added.

See your own certification register in the app

Send us a list of the schemes and methods your technicians hold and we’ll show you how they look in the Certificates app, with expiry lists, vision tests and alerts set up the way your QA team works. The cost is quoted on request, based on the apps and customization you need. Request a quote for the Certificates app and tell us how your team tracks certificates today.

Certificates by region

• Certificates in United States
• Certificates in Canada
• Certificates in UK & Europe
• Certificates in Middle East
• Certificates in India

Works with

• NDT Reports: Method-specific NDT inspection reports, captured in the field and issued from the ERP.
• Procedures: Controlled NDT procedures and techniques with revisions and approvals.
• Dashboards: KPI dashboards across jobs, reports, certifications and revenue.

Send an enquiry about Certificates · All ERP apps · Atlantis NDT ERP