Efficient management of companies and clients is at the core of a scalable, collaborative platform. Our system is built to handle complex organizational structures while simplifying day-to-day operations through intuitive tools and role-based permissions.

Company Registration and Management

Quickly onboard new companies with a streamlined registration process that captures essential details including business name, contact information, service categories, and team members. Once registered, each company gets access to a dedicated dashboard to manage internal users, projects, documents, and performance metrics. Administrators can define operational workflows, manage departments, and set up custom branding.

Client Relationship Management (CRM)

Stay connected with your clients through built-in CRM features. Track interactions, job history, client preferences, contact records, and support issues in one centralized location. The system enables task assignment, follow-ups, and notes, helping teams deliver timely and personalized service. Whether you're dealing with new prospects or existing long-term clients, the CRM keeps your entire team informed and aligned.

Multi-Company Support with Role-Based Access

Support for multiple companies within the same platform makes this ideal for franchises, staffing firms, or consulting agencies managing different clients or brands. Each company operates independently while sharing the core infrastructure. Role-based access control ensures that users only see and interact with data relevant to their organization and responsibilities. Admins can assign roles such as Company Admin, Manager, Recruiter, or Viewer, tailoring access to fit operational needs without compromising security or compliance.

Manage your operations with precision and clarity using our comprehensive project and job management tools. Designed for both high-level oversight and granular task control, this system supports the full lifecycle of your work — from planning and posting to tracking and completion.

Project Creation and Tracking
Easily create and manage projects with detailed configuration options including project name, client/company association, scope of work, timelines, location, and assigned personnel. Each project progresses through clearly defined stages — Planning, Active, On Hold, Completed, or Cancelled — with visual indicators and audit trails that provide real-time visibility into project status. Custom notifications, task assignment, and timeline controls keep everyone on the same page while reducing bottlenecks.

Job Posting and Management with Status Tracking
Within each project, jobs can be created to represent specific roles, tasks, or resource needs. Jobs include fields for title, job type, requirements, pay rates, schedule, location, and assigned managers. As jobs progress, their statuses can be updated to reflect the current state — such as Open, Pending Approval, Filled, In Progress, or Closed. Built-in search, filters, and tagging make it easy to manage hundreds of job entries efficiently, while automated reminders help teams stay on track.

Job-to-Project Linking and Hierarchy
Jobs are directly tied to projects, ensuring a structured and organized approach to operations. This hierarchy allows managers to view all jobs under a single project at a glance, track their individual progress, and understand how they contribute to the broader project goals. Sub-projects and sub-jobs can be created for more complex workflows, supporting multi-phase initiatives and cross-functional teams. Reporting tools allow insights into job performance, resource allocation, and historical data — all organized under their respective project umbrellas.

Streamline your recruiting and submittal process with a powerful suite of tools designed specifically for the NDT and Inspection industry. From capturing candidate profiles to managing certifications and tracking submittals through every stage, this system ensures that nothing falls through the cracks.

Candidate Profile Management with NDT & Industry Specializations

Create rich candidate profiles that go beyond resumes. Each profile captures vital data such as contact information, work history, NDT methods practiced, industries served (e.g., oil & gas, aerospace, manufacturing), certifications, availability, and preferences for location or project type. Tagging, search filters, and status indicators make it easy to source the right candidate at the right time. Profiles can also include attachments like resumes, identification, and compliance documents.

Application/Submittal Tracking with 9-Stage Workflow

Every application or candidate submittal is tracked using a structured 8-stage workflow designed for transparency and accountability. The stages typically include:

1. Contacted
2. Responded
3. Qualifying
4. Submitted
5. Interviewing
6. Offered
7. Offer Extended
8. Not considered
9. Placed

Each stage includes timestamping, activity logs, notes, and assigned team members, allowing recruiters and managers to collaborate seamlessly and keep the process moving efficiently.

NDT & Inspection Method Tracking

Track each candidate's proficiency and experience across various NDT & Inspection methods. For each method, the system can store associated documents (e.g., certifications, training hours, and experience logs), providing a complete and audit-ready view of their qualifications. These method-specific records integrate directly with submittals and project requirements to ensure only qualified candidates are considered.

Certification Level Management (Level I, II, III)

Accurately categorize and verify candidate certification levels, a critical element in NDT compliance and safety. Each method can be associated with a specific ASNT/NAS-410 level (I, II, or III), and the system supports:

• Certificate uploads with expiration reminders
• Verification status indicators
• Level III oversight and digital approvals
• Tracking of recertification timelines

With this functionality, your team can quickly validate that all candidates meet the technical and regulatory requirements for any job or project.

A robust and secure document management system is essential for compliance, traceability, and operational efficiency, especially in the NDT and inspection space. Our integrated Document Management System (DMS) ensures that every file, from certifications to IDs, is easily accessible, properly categorized, and verifiable by the appropriate personnel.

Document Upload and Storage

Users can securely upload documents directly from their local devices or mobile phones. The system supports all standard file types, including PDFs, Word documents, images (JPG, PNG), and spreadsheets. Each file is automatically associated with the appropriate candidate, job, or project and stored in a secure, centralized repository with encryption at rest and in transit. Upload limits and version control ensure the system remains organized and up to date.

Document Categorization

To maintain order and streamline retrieval, documents are categorized upon upload using predefined types, including:

• Certification – ASNT/NAS-410 certificates, method-specific credentials
• Resume – Work history and experience summaries
• Training Record – Training hours, course completions, safety training
• Experience Log – Documented hours by method or project
• Other – Miscellaneous supporting documentation

Advanced search and filtering allow users to locate documents quickly based on category, candidate, method, or date range.

Level III Document Verification Workflow

Designed to support compliance and quality assurance, the system features a built-in Level III document verification workflow. Documents flagged for verification (e.g., certifications, experience logs) can be reviewed by an assigned Level III. The workflow includes:

• Document status tags (Pending, Verified, Rejected)
• Reviewer assignment and notifications
• In-line comments and notes
• Audit trails showing who verified what and when

This ensures that only fully vetted documents are used in submittals or job placements.

PDF Document Viewing Capabilities

Users can preview and review PDF documents directly within the platform—no downloads needed. The in-browser PDF viewer includes zoom, page navigation, and rotate functionality. This feature is especially useful for recruiters, managers, and Level IIIs during document verification or candidate reviews.

File Attachment System

Files can be attached not only to candidate profiles, but also to jobs, submittals, companies, and projects. This ensures that all relevant documentation—such as site safety forms, job specs, or client compliance documents—are available in context. Attachments are versioned and logged, allowing for full traceability and seamless collaboration across teams.

Clear and timely communication is vital for efficient team collaboration, especially in high-stakes industries like NDT and Inspection services. Our platform includes a built-in communication suite designed to keep teams connected, tasks on schedule, and nothing lost in translation. With real-time messaging, automated alerts, and structured task management, teams stay informed and accountable at every stage.

Messaging System

Our internal messaging system provides a secure and intuitive way for users to communicate within the platform—whether collaborating on a project, coordinating candidate submittals, or verifying documentation.

• Internal Messaging Between Users
  Send direct messages to team members, company contacts, or project stakeholders without leaving the platform. Messages are instantly delivered and stored securely.
• Real-Time Message Notifications
  Users receive immediate in-app notifications for new messages, ensuring important updates are never missed. Alerts are synced across devices for a seamless communication experience.
• Message Threading and Conversations
  Conversations are neatly organized into threaded formats, grouping replies and follow-ups for clarity and context. This makes it easy to track discussions related to a specific job, candidate, or project.
• Role-Based Message Visibility
  Communication is filtered by role to maintain data privacy and relevance. For example, recruiters can communicate with candidates, while Level IIIs may only see conversations related to verification tasks. Admins can oversee threads while respecting team privacy.

Notifications & Alerts

Keep users informed with a real-time, system-wide notification framework that tracks events, changes, and deadlines.

• System-Wide Notification System
  Users are notified about updates relevant to their roles, including new applications, job status changes, document submissions, and user mentions.
• Real-Time Notification Counts
  The dashboard displays a live count of unread notifications, ensuring critical alerts like hiring decisions, expiring certifications, or document rejections are always visible.
• Task Reminders and Due Date Alerts
  Automated alerts remind users of upcoming deadlines, pending verifications, or overdue tasks, helping to reduce delays and missed milestones.
• Email Notification Integration (SendGrid/Nodemailer)
  Extend notifications beyond the platform with customizable email alerts. Integration with services like SendGrid or Nodemailer ensures users are kept in the loop via their preferred communication channel—whether they're in the field or at a desk.

Task Management

Keep operations running smoothly with built-in task tracking that promotes accountability and organization.

• Task Creation and Assignment
  Users can create tasks for themselves or others, linking them to specific jobs, projects, candidates, or documents. Tasks include descriptions, file attachments, and tags for context.
• Priority Levels (Low, Medium, High, Urgent)
  Each task can be labeled by priority, helping users and teams focus on what matters most and escalate time-sensitive issues when needed.
• Status Tracking (Pending, In Progress, Completed, Overdue)
  Tasks evolve through a clear workflow that reflects their current state. This visual tracking improves accountability and provides managers with insight into team progress.
• Due Date Management with Reminder System
  Set due dates and receive automated reminders as deadlines approach or pass. Integrated with the notification system, this ensures no task is forgotten, and all deliverables stay on schedule.

To ensure maximum efficiency and clarity, the platform provides role-based dashboards tailored to the unique responsibilities of each user type. From high-level system administrators to document verifiers, each user is equipped with a purpose-built interface that surfaces only the tools, data, and actions relevant to their role. This not only streamlines workflows but also strengthens security and accountability.

Admin Dashboard

The Admin Dashboard provides global oversight and full access to all companies, users, configurations, and operational metrics across the entire system.

• System-Wide Statistics and Metrics
  Monitor real-time platform activity with KPIs such as total users, active jobs, filled positions, submittals in progress, and verification statuses. Visual charts and trend analysis aid in strategic decision-making.
• User Management Across All Companies
  Add, update, suspend, or delete users across any company in the system. Set user roles, permissions, and access scopes with granular controls.
• System Settings and Configuration
  Customize platform-wide settings such as NDT & Inspection methods, workflow stages, document categories, notification preferences, and integration keys (e.g., SendGrid, S3).
• Company Settings Management
  Adjust default settings, configurations, and access rules for individual companies. This includes branding, compliance requirements, verification processes, and team limits.
• Complete System Oversight
  Serve as the gatekeeper for everything in the system—monitor platform health, audit logs, data integrity, and user activity from a centralized hub.

Recruiter Dashboard

Built for speed and efficiency, the Recruiter Dashboard is the operational heart for talent acquisition teams and staffing agents.

• Client and Candidate Management
  View and manage client profiles, candidate pools, and submittals all from one location. Easily toggle between roles, industries, or job types to find the right match.
• Job Posting and Application Tracking
  Create, publish, and manage job postings linked to active projects. Track submittals, candidate stages, and interview statuses in real time.
• Recruitment Pipeline Management
  Visual pipeline tools allow recruiters to move candidates through each step of the hiring lifecycle—from sourcing to hire—with drag-and-drop simplicity.
• Company-Specific User Management
  Add and manage users within the recruiter's company, assigning appropriate roles and permissions without affecting other organizations in the system.
• Recruitment Analytics and Reports
  Generate reports on time-to-fill, submittal volume, client response rates, and candidate quality. Use filters to slice data by job type, NDT method, or timeframe.

Manager Dashboard

Designed for operations and project managers, the Manager Dashboard focuses on execution, resource oversight, and team coordination.

• Project and Job Oversight
  Track the progress of active projects and linked jobs. Monitor milestones, hiring needs, and completion rates at a glance.
• Team and Resource Management
  View assigned personnel, check availability, and redistribute resources as needed. Quickly see who's deployed, who’s on standby, and where gaps exist.
• Client Relationship Management
  Manage communications, tasks, and service history with clients. Assign client reps, schedule follow-ups, and keep notes centralized.
• Task Delegation and Tracking
  Create and assign tasks to team members, set deadlines, and track completions. Keep your operation on schedule with alerts for overdue tasks.
• Project Performance Analytics
  Get real-time insights into project health, staffing efficiency, completion rates, and delivery timelines to ensure optimal performance.

Level III Verifier Portal

Built for certified Level III professionals, this portal simplifies the document review and compliance workflow—a critical part of the NDT process.

• Document Verification Interface
  A streamlined interface to review submitted certifications, training logs, and experience documentation. Files are categorized, previewed, and easily flagged.
• Certification Validation Workflow
  Follow a structured process for document approval, rejection, or requesting revisions. Maintain full audit logs of verification activity.
• Verification Notifications and Communications
  Receive real-time alerts when documents are submitted for review. Communicate with recruiters or candidates directly from the portal to request clarifications.
• Account Management
  Manage your own credentials, verification history, and notifications. Level III users can also upload their own certs to ensure internal compliance.

The System Administration layer is the backbone of the platform, offering comprehensive tools to control access, configure platform behavior, and ensure a secure, scalable environment for users and companies alike. With intuitive controls and granular permissions, administrators can tailor the system to meet both organizational needs and industry standards.

User Management

Administrators are empowered to fully manage users across all companies, ensuring the right people have access to the right data, at the right time.

• Multi-Role User Creation and Management
  Create and manage users with one or more assigned roles, such as Admin, Recruiter, Manager, Level III Verifier, or Candidate. Support for hybrid roles allows flexible access for users involved in multiple areas of operation.
• User Status Control (Active, Inactive, Suspended, Pending)
  Manage account lifecycle stages with clearly defined status labels:
• Active – Full access granted
• Inactive – Temporarily deactivated, with no access
• Suspended – Restricted due to violations or admin actions
• Pending – Awaiting onboarding or email verification

These controls help maintain platform hygiene, compliance, and security.

• Role Assignment and Permissions
  Assign or modify user roles with predefined or custom permission sets. Control access to specific modules (e.g., document review, job posting, project oversight) and limit visibility based on organizational boundaries.
• Company Association Management
  Easily associate users with one or more companies. Ideal for contractors, consultants, or admins overseeing multiple entities. Users can switch between company contexts if permitted.

System Settings

Centralized system settings ensure administrators can fine-tune how the platform operates—both at the global level and per company.

• Configurable System Parameters
  Set operational preferences such as default workflow stages, document categories, date/time formats, UI themes, or method-specific settings (e.g., supported NDT methods and certification levels). This ensures the platform conforms to internal processes and regulatory standards.
• Email Service Configuration
  Set up and manage email service providers such as SendGrid, SMTP, or Nodemailer for transactional emails, verification links, and notifications. Admins can configure sender addresses, test email delivery, and manage branding settings for outgoing messages.
• Reminder Service Settings
  Configure how and when users are reminded of upcoming tasks, expiring documents, overdue applications, or project milestones. Customize notification frequency, preferred channels (email, in-app), and escalation rules to ensure nothing is missed.