To-do App for NDT Inspection Teams

Personal and team task lists linked to jobs and records. Request a demo. Affordable. Accessible. Fully customizable. Quote on request.

What the To-do app does for an NDT company

Every NDT company has a layer of work that doesn't fit anywhere neat. Chase the client for the signed-off scope. Ask the lab when the phased array unit is coming back. Remind a technician to send their updated vision test. Check whether the new trainee has booked their examination. Send the revised procedure to the client's Level III. Find the missing purchase order before the invoice goes out.

None of that is a project. None of it is an inspection. But when it slips, jobs start late, invoices sit unpaid and technicians turn up on site with paperwork that isn't ready.

In most companies that work lives on sticky notes, in notebooks, in email flags and in the heads of two or three overloaded people. The To-do app in Atlantis NDT ERP gives it a proper home. It is the standard Atlantis ERP To-do app, set up by Atlantis NDT for the way an inspection company works: a personal task list for each user, with tags, stages, assignees, deadlines and the ability to turn a to-do into a proper project task when it grows.

Because it sits inside the same system as your projects, certificates, equipment and invoices, the follow-ups are next to the records they relate to. A manager doesn't need a separate tool for their own list; they open the ERP they already use for everything else.

This page explains what goes on the list in an NDT company, how the app fits with the rest of Atlantis NDT ERP, who uses it and how it is set up.

The problems it is meant to stop

Small follow-ups going missing is one of the most common and least discussed problems in NDT companies. It looks like this:

• A Level III promises a client an updated procedure by Friday, writes it on a pad, and the pad goes into a bag that goes to site.
• An operations manager is asked by a technician to arrange a replacement probe. They agree in the corridor, get pulled into a call, and forget.
• A QA manager knows three technicians need updated medical fitness paperwork but has no single list of who, and by when.
• An owner asks the office to chase an overdue invoice. Two people chase it. Or nobody does.
• Someone leaves the company, and their unwritten follow-ups leave with them.

These aren't failures of competence. They are failures of memory under pressure, and NDT companies are under a lot of pressure: turnarounds, shutdowns, rush jobs and short-notice mobilisations. The people carrying the most follow-ups, such as Level IIIs, operations managers and owners, are also the people most often pulled onto site or into client meetings.

The To-do app doesn't try to be clever about it. It gives each person one list that lives in the ERP, lets them hand items to colleagues, and keeps items visible until they are done. When the list is in the same place as the rest of the work, it gets checked.

What goes on the list

How people use To-do varies, but in an NDT company the list tends to fill with the same kinds of items. Here are typical examples by role:

Some of these items relate directly to a record in the ERP, such as a quotation, a technician's certification, a project or an invoice. Others don't. The To-do app handles both: a free-standing reminder to yourself, or a task that points to the work it is about.

What they have in common is that each one is small, specific and easy to forget. Written down in one place, they stop being forgotten.

Organising the list: stages, tags and priorities

A to-do list only works if it stays readable. The To-do app gives each user a few simple ways to keep it in order.

Personal stages. Each user arranges their tasks in stages that make sense to them, shown as columns on a kanban board. A common setup is something like Inbox, Today, This week, Waiting on others and Done, but people are free to organise their own board the way they think.

Tags. Tags group tasks across stages. An NDT company might use tags such as Client, Audit, Certificates, Equipment, Procedures, Billing or the name of a major project. A QA manager can then filter their list to every open Audit item before a certification body visit.

Priority and deadlines. Tasks can be starred as a priority and given a deadline, so the important items stand out and overdue ones are obvious.

Notes and checklists. Each task has space for notes, so the context lives with it: the client contact, the reference numbers, what was already agreed.

Assigning and sharing. A task can be assigned to one or more colleagues. The operations manager who promised a replacement probe can hand the task to the equipment controller, and it appears on their list rather than in a corridor conversation.

None of this needs heavy training. Most people pick it up after a short walkthrough, which is exactly what makes it likely to be used.

From to-do to project task

Some to-dos turn out to be bigger than they looked. A note to prepare for a client's new inspection scope becomes a proper piece of work with several people, dates and a deliverable. When that happens, the To-do app lets you convert the item into a task in a project, so it moves into the structured workflow without being retyped.

In Atlantis NDT ERP, projects are set up for NDT work. A project carries the NDT job type, site, client PO, contract, methods, codes, scope, acceptance criteria, assigned equipment and technicians, job status, and fields for safety induction and work permits. Tasks within a project carry the method, technician, component, result, indication and defect counts, and procedure and WPS references.

That gives a clear path:

1. An idea or request starts as a quick to-do on someone's personal list.
2. If it stays small, it is done and ticked off.
3. If it grows, it becomes a project task, where it gets an owner, a place in a project and the NDT fields that matter to that job.

The benefit is that nobody has to decide up front whether something is important enough to be a project task. They write it down in the quickest way possible, and promote it later if needed. That lowers the barrier to writing things down in the first place, which is where most follow-ups are lost.

It also keeps projects clean. Personal reminders and small admin items don't clutter the project's task list, and project tasks aren't buried among personal notes.

Activities, reminders and warnings from other apps

Atlantis NDT ERP uses Atlantis ERP activities throughout: a scheduled call, email or follow-up attached to a specific record, with a due date and an assignee. Activities appear in each user's activity menu, grouped by overdue, today and planned, so the day's follow-ups are visible at a glance.

The To-do app sits alongside these activities. A useful way to think about it:

• Activities are follow-ups on a specific record: call the client on this CRM lead, review this quotation, approve this procedure.
• To-dos are your own working list: anything you need to do, whether or not it belongs to a specific record.

Several NDT-specific apps create their own warnings that feed a manager's working day:

• Certificates runs daily checks and creates warning tasks 90 days before a technician's certification or vision test expires. Configurable daily email alerts cover technician certs, calibration certificates and company certifications, with recipients, look-ahead days and resend interval set by you.
• Procedures sends notifications and reminders to approvers for pending procedure approvals.
• Timesheets warns when a technician's certificate is not valid.

These warnings tell you what is coming. The To-do list is where the QA manager or coordinator keeps the practical follow-up around them: contact the technician, book the vision test, arrange the renewal examination, confirm with the client that a replacement technician will cover the job.

How To-do differs from Project and Team Assignments

Atlantis NDT ERP has several places where work is tracked, and it helps to be clear which one is for what.

Keeping those roles distinct avoids the most common ERP failure in small companies, where everything ends up in one list and nobody can find anything. The To-do app is deliberately the lightest of the set. It is the place for work that is too small or too personal for the others, and the entry point for items that may later be promoted into Team Assignments or Project work.

Who uses the To-do app

• Owners and general managers keep their own decision list and hand specific follow-ups to the people who should own them.
• Operations managers and coordinators track the stream of small commitments made to clients and crews during a busy week.
• Level IIIs keep technical follow-ups in one place: procedure revisions, technique queries, exam reviews and client technical questions.
• QA/QC managers manage audit preparation, certificate follow-ups and internal findings.
• Sales and business development track promised quotations, bid follow-ups and client questions.
• Accounts and office administrators chase POs, receipts, overdue invoices and supplier queries.
• Senior technicians and supervisors can use it for their own site follow-ups if your company chooses to give them access.

Access is set per role during implementation. Each person sees their own tasks and those shared with them, while managers can be given wider visibility where it helps.

What implementation looks like

To-do is quick to roll out, but it only sticks if people see how it fits into their day. Atlantis NDT sets it up as part of your ERP deployment:

1. Agree the split. We confirm with your managers what belongs in To-do, what belongs in Project, Team Assignments, Calendar and Maintenance, so nobody is confused about where to look.
2. Starter tags. A shared set of tags is agreed, such as Client, Audit, Certificates, Equipment, Procedures and Billing, so filters work across the team.
3. Suggested stages. A simple starter board is suggested for each user, which they can change freely.
4. Link to alerts. Recipients and look-ahead days for Certificates email alerts are set, so the right people get warnings they can turn into to-dos.
5. Short training. A walkthrough per role, focused on capturing tasks quickly, handing them to colleagues and promoting them to project tasks.
6. Go-live and support. We stay with you through the first weeks while the habit forms.

Atlantis NDT ERP is fully customizable, and anything specific to your company is scoped and agreed with you before work begins. Pricing is quote on request. Request a quote and tell us how many people will be using the ERP.

Frequently asked questions

Is To-do just a personal list?

Mostly, yes, and that is its strength. Each user has their own list, but tasks can be assigned to or shared with colleagues, so follow-ups can be handed over properly instead of verbally.

Can a to-do become a project task?

Yes. A to-do can be converted into a task in a project, where it picks up the NDT fields set up for your projects, such as method, technician, component, result and procedure references.

Does To-do warn us about expiring technician certificates?

The warnings come from the Certificates app, which creates warning tasks 90 days before a certification or vision test expires and can send daily email alerts. To-do is where people keep the practical follow-up actions around those warnings.

How is To-do different from activities?

Activities are follow-ups attached to a specific record, such as a CRM lead or a quotation. To-dos are your own working list and don't have to belong to a record. Both are visible in the ERP so nothing is lost.

Can technicians use it?

If your company wants them to, yes. Access is set per role during implementation. Many companies start with managers and office staff and extend it later.

Do we need training to use it?

Very little. A short walkthrough per role is included in implementation, focused on capturing tasks, tagging them and handing them to colleagues.

What does it cost?

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

Get the small things under control

If your company's follow-ups live on sticky notes and in people's heads, the To-do app is one of the simplest improvements you can make, and it works best as part of the full NDT ERP where projects, certificates, equipment and invoices already live. You can also browse all NDT ERP apps to see how the pieces fit.

Affordable. Accessible. Fully customizable. Book a demo of the To-do app and we will show you how a typical week of follow-ups looks inside Atlantis NDT ERP.

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.
• Calendar: Shared schedules for jobs, audits and client meetings.

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