NDT Employee and Technician Records Software

Technician records, levels, documents and contracts. Request a demo. Affordable. Accessible. Fully customizable. Quote on request.

One record per technician, not five spreadsheets

Ask most NDT companies where a technician’s information lives and the honest answer is: everywhere. Contact details are in the payroll system. Certificates are in a shared drive folder named after the technician, some scanned and some photographed on a phone. The vision test is in the QA manager’s email. The radiation badge number is on a spreadsheet the radiation safety officer keeps. Medical fitness expiry lives in somebody’s head, and availability is on a whiteboard in operations.

That works until a client wants a crew submission by tomorrow morning. Or an auditor asks for the qualification file of the Level II who signed last month’s RT reports. Or a technician leaves and nobody can find the originals.

The Employees app in Atlantis NDT ERP gives each person a single record. It’s the standard Atlantis ERP Employees app, extended with an NDT profile: whether the person is a technician, their highest NDT level, methods certified, radiation safety training, radiation badge number and medical fitness expiry. Certificates, vision tests and exam sheets link to the same record through the Certificates app, and the technician’s availability and utilisation come through from Team Assignments.

So when someone asks who this person is, what they’re qualified to do and whether they’re free next week, the answer is on one screen.

This page covers what the record holds, how it’s used day to day, who uses it and how we set it up for you.

What the Employees app holds for an NDT company

The standard Atlantis ERP Employees app covers the HR basics. That means name, job position, department, manager and coach, work contact details, work location and working hours. It also holds private information such as home address, emergency contact, nationality, identification and passport numbers, and work permit or visa details with expiry dates. You can record resume lines and skills, and the org chart builds itself from the manager field.

Atlantis NDT ERP adds an NDT profile to every employee:

• Technician flag, so field staff can be separated from office staff in lists and reports.
• Highest NDT level held: trainee, Level I, II or III.
• Methods certified, taken from the technician’s certification records.
• Radiation safety training status.
• Radiation badge number, for technicians who work with radiography sources.
• Medical fitness expiry date.

These are linked to the same record through the Certificates app:

• Every certification: scheme (SNT-TC-1A, CP-189, ISO 9712, PCN, CSWIP or other), level, method, certifying body, issue, expiry and renewal dates, industry sector, OJT hours, training hours, exam passed, and attachments.
• Vision tests: near vision (Jaeger J1/J2), far vision, colour perception, contrast, examiner, clinic, certificate file and expiry.
• Examination sheets with general, specific and practical scores and the exam files.

Team Assignments adds the technician’s current status, current assignment, utilisation and next available date.

Nothing here forces you to change your written practice. The record simply holds the evidence your written practice already requires, in one place.

How the record is used day to day

Nobody admires an employee record. It gets used when a decision has to be made. Here is where it earns its place in an NDT company.

Building a crew

Operations needs two Level II UT technicians and a Level II RT technician with a current radiation badge for a job starting Monday. They filter employees by technician flag, level and method, check certification status, and look at the next available date. Ten phone calls become one list.

Sending a crew submission to a client

Many clients want qualification documents before anyone steps on site: certificates, vision tests and sometimes a reference to the employer’s written practice. With certificates and vision tests all linked to the employee record, the QA coordinator pulls the files from one place instead of hunting through folders.

Answering an auditor

An auditor picks a report and asks for the signing technician’s qualification file as of the report date. The record shows the certification with its issue and expiry dates, the vision test in force at the time and the exam sheet. Changes to records are tracked in the chatter, so you can see what was updated and by whom.

Onboarding a new hire

A new Level II joins. HR creates the employee and the QA manager enters their certifications and vision test. Once the certifications are in the system, operations can schedule them, with nothing re-entered in a separate scheduling tool.

Offboarding

When someone leaves, their record is archived, not deleted. Their history, the reports they signed and the certifications they held at the time stay on file for as long as your quality system requires.

Expiry dates that don’t slip onto a job

The expensive mistake in NDT staffing isn’t a typo in a phone number. It’s a technician arriving on site with an expired certificate or vision test and the client’s QA inspector finding it at the gate. Worse, it gets found after the reports are issued.

Because employee records are tied to the Certificates app, the ERP works out each certification’s status automatically: active, expiring soon (within 90 days), expired or revoked. Dedicated Expiring Soon and Expired menus give the QA manager a list to work through.

Daily checks create warning tasks 90 days before a certificate or vision test expires. Daily email alerts can go to the people who need them, and you set the recipients, look-ahead days and resend interval. The same alert system covers equipment calibration certificates and company certifications.

Two more safeguards sit where the work happens:

• Timesheets warn when a technician’s certificate isn’t valid, so a supervisor approving hours sees the problem.
• Team Assignments shows the technician’s status and availability while you build a crew, and the NDT profile is on the same record.

Medical fitness expiry is on the NDT profile as well. We agree during implementation how you want it monitored, for example which roles need it and who gets told.

What you should expect is qualitative but real: expired certs stop being a surprise. The QA manager works from a list instead of memory, and operations sees problems before a crew goes out. For more on the certification side, see the Certificates app.

Availability and utilisation from Team Assignments

Knowing who someone is solves only half the problem. Operations also needs to know where they are and when they’re free.

Team Assignments in Atlantis NDT ERP runs jobs through a dispatch workflow (planned, dispatched, in field, submitted, closed), with site GPS coordinates and mobilisation and demobilisation dates. Each technician has an availability calendar with entries for assigned, leave, training, sick and unavailable, and overlapping entries are blocked. Double-booking of technicians and of equipment serial numbers is blocked as well.

That information shows up on the employee side as:

• Technician status, such as available or on assignment.
• Current assignment, meaning the job they’re on now.
• Utilisation, shown as a percentage. It helps you decide whether you need to hire or whether work is spread unevenly.
• Next available date, the question an NDT operations office gets asked more than any other.

Approved leave from the Time Off app feeds the same availability, so a technician on approved holiday doesn’t show up as free.

Together, this turns the employee list into a working tool for the operations manager. Sort technicians by next available date, filter by method and level, and you have a shortlist for the next job. Open a record and qualifications, current job and upcoming leave are all on one screen.

Utilisation also helps with fairness. In most crews, a handful of people get sent on everything because they’re the ones the scheduler remembers. With utilisation side by side, it’s easier to spread the work and develop the technicians who’ve been sitting on the bench.

Who uses the Employees app

Access is controlled by role. Private information such as home address and identification numbers is visible only to HR and the people you choose. Technicians see their own record. Operations sees what it needs for scheduling without seeing personal details.

How strict this should be depends on your company and on the data-protection law where you operate. We set up the access groups with you during implementation, not after the fact.

Training and development on the same record

Technicians move up the levels through training hours, on-the-job experience and exams. The Certificates app records OJT hours and training hours against each certification, and each scheme’s certificate template can hold the minimum OJT and training hours required. Exam sheets record general, specific and practical scores against a passing score.

That gives the Level III responsible for your written practice a clear view, from the employee record, of where each trainee and Level I stands.

If you train your own people, Atlantis NDT ERP includes an eLearning app. It has a course portal organised into Level I, II and III sections, video lessons, quizzes and completion certificates. Learners enrolled in the portal also get a section that opens Practical NDT, Atlantis’s immersive 3D practice platform. There, technicians work through UT, PAUT, RT, MT, PT, VT, ET and TOFD scenarios on virtual welds, pipes, vessels and castings. Access is granted automatically on enrolment or manually by an admin.

If you’d rather have outside help preparing technicians for their next level, Atlantis also runs NDT training based on ASNT SNT-TC-1A. Whichever route you take, the hours and results end up in the same place: the technician’s record.

You can use skills in the standard Employees app for things that aren’t NDT certifications. Examples include rope access, confined space entry, a particular client’s site induction or a phased array instrument a technician knows well. We decide with you during setup what gets tracked as a skill and what gets tracked as a formal certification.

How Employees connects to the rest of Atlantis NDT ERP

The employee record is the hub. Almost every other app refers back to it:

• Certificates. Certifications, vision tests, exam sheets and expiry alerts, all attached to the person.
• Team Assignments. Availability calendar, status, current assignment, utilisation and next available date.
• Time Off. Approved leave blocks out availability so nobody schedules a technician who is on holiday.
• Timesheets. Hours logged by work type, method, site, client and equipment serial, with a warning if the technician’s certificate isn’t valid.
• Expenses. Every field expense and per diem claim belongs to an employee.
• NDT Reports. Inspector, reviewer and approver on each report are users with signatures, so every report traces back to a person and their qualifications.
• Project. NDT jobs list the technicians assigned to them.
• Fleet. Vehicles are assigned to drivers with dates and mileage, including vehicles recorded as able to carry radioactive sources.
• Discuss. Every employee with a user account can message colleagues and follow the records they work on.

Because it’s all one database, updating a technician’s certification in one place updates what operations sees when scheduling, what the supervisor sees when approving timesheets and what QA sees when preparing an audit. There’s no second copy to fall out of date.

For the full picture of what’s included, see the Atlantis NDT ERP apps overview.

Setting it up

Atlantis NDT deploys and configures the ERP for you. For Employees, implementation usually runs like this:

1. Structure. We agree departments, job positions, bases or branches, and who reports to whom, so the org chart and approvals follow.
2. Data import. Your existing technician list, usually a spreadsheet, is cleaned up and imported. Certifications and vision tests go into the Certificates app with their expiry dates, and scans of certificates are attached.
3. NDT profile. Technician flags, highest levels, radiation badge numbers and medical fitness dates are filled in, and you confirm which alerts go to whom.
4. Access groups. We decide who sees private information, who can edit certifications and what technicians see about themselves.
5. User accounts. Technicians who will log timesheets, submit expenses or use the field reporting app get user accounts linked to their employee record.
6. Training. Short sessions for HR, QA and operations on the parts they use.

The biggest job is almost always the data clean-up: duplicate names, certificates with no expiry date, vision tests nobody can find. We work through it with you, because a clean start is what makes the alerts trustworthy.

Anything beyond the standard record and NDT profile, such as extra fields your clients ask for, is scoped and configured as part of your customization agreement. Pricing is quote on request. Book an Employees demo to see it with sample technician data.

Frequently asked questions

Can we store ASNT and ISO 9712 certifications on the same employee?

Yes. Each certification records its scheme, including SNT-TC-1A, CP-189, ISO 9712, PCN, CSWIP or other, so one technician can hold several under different schemes.

Will we be warned before a technician’s certificate expires?

Yes. The ERP creates warning tasks 90 days before a certificate or vision test expires. You can also set daily email alerts with your own recipients, look-ahead days and resend interval.

Can we see which technicians are available next week?

Yes. Team Assignments gives each technician a status, current assignment, utilisation and next available date, and approved leave from Time Off is included in their availability.

Can technicians see their own records?

Yes, if you give them user accounts. Access rights are set so technicians see their own details and certifications but not other people’s private information.

Can we record radiation badge numbers?

Yes. The NDT profile on each employee includes radiation badge number and radiation safety training, alongside medical fitness expiry.

Do we need to replace our payroll system?

Not necessarily. Employees works as the master record for technicians whether or not you run payroll in the ERP. We agree during implementation how it fits with your existing payroll.

Know your people before you send them

An NDT company is only as good as the qualified people it puts on site. Atlantis NDT ERP keeps who they are, what they’re certified for, when those certs expire and when they’re free in one record that everyone can trust.

Tell us how many technicians you manage and where their records live today. Request a quote for Atlantis NDT ERP and we’ll show you what your technician list looks like inside it.

Works with

• Time Off: Leave requests and allocations, visible to crew planners.
• Discuss: Team chat and channels, threaded onto jobs and records.

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