Equipment and personnel

Two registers decide what a report can say: Equipment, the instruments, probes, wedges and blocks with their calibrations, and Personnel, your staff with their certificates. Reports take their equipment and their signers from them, the checks before issue hold them against the inspection date, and the handover dossier prints their certificates. Owners and admins keep both registers; everyone on staff reads them.

The equipment register

Equipment in the sidebar lists every item. Add equipment asks for:

• Type: Instrument, Probe, Wedge, Calibration block or Other.
• Manufacturer and Model.
• Serial number and your own Asset number: give one or both, so the item can be told apart from its twins. An asset number must be unique in your company.
• Office, where you have more than one: the office that keeps the instrument.
• Status: In service or Out of service. Out of service is for an item in repair, in quarantine or away for calibration: it stays in the register but drops out of the warnings and the due list.

The list has the views In the register, Calibration due and Archived, a search box and, with offices, a filter by office. Each row shows the item's serial or asset number and when its calibration is due.

Archive retires an item: it leaves the register and the warnings and can no longer be chosen for a report. Nothing is removed, because issued reports point at it, and Restore brings it back.

Calibration records

On an item's page, Record a calibration keeps one calibration:

• Calibrated on (never a day in the future) and Due on; leave the due date empty for a calibration that does not expire, such as a block certified once.
• Certificate number and Calibrated by: the laboratory or person, for example the manufacturer's service centre.
• Certificate: a PDF or a scan of the certificate, attached with Attach a file and kept with the record. Anyone on staff can open it; each opening is recorded.

The latest calibration by date sets the item's due date; the calibration history keeps every earlier one, with Latest on the one that counts. A new calibration is a new record, never a change to the old one. Remove is for an entry made in error: the due date falls back to the calibration before it. A replaced certificate stays in storage, because a signed report may rely on it.

A calibration is valid through its due date: an instrument due on the 30th may be used on the 30th.

Calibration due and the dashboard

The Calibration due view lists every item in service whose calibration is due within the next 60 days or is already overdue, with Due in 12 days or Overdue by 3 days on each. The dashboard's Expiring soon card shows the eight soonest calibrations and certificates together, with links to All calibrations due and All certificates expiring. An overdue item stays listed until it is calibrated again, taken out of service or archived.

Reading an equipment list or certificate with AI

With AI switched on for your company (an owner does that under Settings, AI; see AI), Read from a document on the Equipment page takes an equipment list or a calibration certificate: a PDF, a Word, Excel or OpenDocument file, a photo, or a CSV file.

1. Upload the document. AI reads it in the background; the page follows by itself.
2. Check every row against the document: type, manufacturer, model, serial, asset number, and the calibration's date, due date, certificate number and laboratory. Correct what was read wrong. A row already in the register says so: entering it adds its calibration to that item, or nothing where the calibration is on record already.
3. Untick what should not be entered and choose Enter the rows kept.

Nothing goes into the register until you confirm, and the page records who entered the rows and when. The document is kept as the certificate of every calibration entered from it. A reading that is still being read, or waiting for review, is listed under Waiting for you on the same page, and can be read again or set aside.

Personnel and certificates

Personnel in the sidebar lists your staff with the views Current staff, Certificates expiring and Former staff, and a search box. A member's page shows their roles and their Certificates. Add a certificate records one:

• Method, from the methods your company offers, and Level: 1, 2 or 3.
• Scheme, as the certificate names it: ISO 9712, PCN, SNT-TC-1A, a national scheme.
• Certificate number, Valid from and Valid until. Valid from may lie in the future, for a renewal issued in advance; a certificate is valid through its last day.
• Certificate: a PDF or a scan, attached as with a calibration.

Each certificate shows where it stands: Valid, Expires in 20 days, Expired 3 days ago, Not valid yet, or Renewed where the same person holds a certificate in the same method at the same level or higher that runs longer. Certificates expiring and the dashboard list the certificates of current staff that run out within 60 days or already have, unless renewed. Certificates are recorded per company: a contract technician's certificate is recorded by each company they work for.

Remove is for an entry made in error, or a certificate you no longer track. Reports already signed keep what they were signed with. A member who leaves is deactivated, never deleted, and appears under Former staff with their certificates.

Who may edit the registers

Owners and admins record equipment, calibrations and certificates. Staff cannot record their own certificates, because a certificate decides whether a report can be issued. Everyone on staff reads both registers, opens the certificate files and chooses equipment in a report. A crew member, with the Operations module, sees neither register. See team and roles.

How reports use the registers

• Equipment in the report: a template's equipment fields offer the register's items of the right kind (instrument, probe, wedge, block). At issue the item's details and its calibration are frozen into the report, so a later change to the register never changes an issued report.
• The examiner's certificate is checked against the inspection date, and the reviewer's against the date of review. A signer with no certificate in the report's method valid on that day blocks the issue.
• Calibration is checked against the inspection date: an item out of calibration on that day, or with no calibration on record on or before it, is a warning the examiner acknowledges. It never blocks.
• Signatures record the certificates each signer held on the day that counts, with the certificate files as they stood, and the report prints them with the signatures.
• With the Operations module on, the register questions are asked when a job is planned; the checks before issue ask them again.

See issuing a report.

The handover dossier

A project's dossier includes the calibration certificates that were valid on the inspection dates of the reports it holds, and the personnel certificates the signatures recorded, once each, in folders of their own. See the handover dossier.

With the Operations module

When a planner puts a person or an instrument on a job, the registers are checked and warnings are raised, never refusals: No certificate for PAUT valid on the shift's day; a calibration that runs out before the job's last day, or none valid on it; a person also on another job at the same time; a short-term member whose access ends before the shift. A warning is overridden with a reason that stays on record, and the checks run again every day. The readiness board of a job shows each instrument's calibration from the register, valid through the last day or not, beside your own checks. See operations.

A daily cost per instrument

On an item's page, Daily cost records what a day of the instrument costs the company: depreciation, hire, upkeep. It is set against what the job bills for the instrument in the job's margin. Only owners and people with finance access see or set it; with no cost, the instrument costs a job nothing in its margin. See operations.