How it works
One QR label per item, one page per item, one loop for everyone: scan before use, check out to the job, report anything wrong, return it. The app keeps the who / where / when / what-condition trail that NATA expects and that we currently keep in heads, whiteboards and group chats.
The workflow
OnPlan · read-only
Every tool, serial, calibration programme and certificate lives in the OnPlan register — the single source of truth.
Synced here every 15 min. The app never edits register data; it adds the field layer on top.
Admin
Each item gets a QR label (or NFC disc) that opens its own page: equipment.botor.io/scan/<tool number>.
Print A4 sheets from Labels. The tool number on the label is the URL — no lookup tables.
Technician
Point the phone camera at the label. One screen answers: OK to use, due soon, or DO NOT USE.
Calibration (§6.4.7/6.4.8) and intermediate checks (§6.4.10) shown separately, certificates one tap away.
Technician
Take custody: job (client, site, WO), condition on pickup, photos, due-back date. Sign-in is name + drawn signature + location.
Quarantined, out-of-service or overdue-calibration gear is blocked — admin override only, and audit-logged.
Technician
Something dropped, cracked, drifting? Report it from the same page — rating, note, photos — and it's quarantined on the spot.
The next person who scans it sees DO NOT USE. Nobody has to phone around.
Technician
Check it back in: condition on return and where it now sits (depot or still on site). One tap per item, or Return all at end of job.
Location and condition update instantly for everyone.
Everyone
Every scan, checkout, return, report and sign-in is time-stamped to a person. Admins get the audit report; technicians export their day's equipment log.
Evidence on demand — for the NATA assessor, for a client query, for a raw-data record.
…and back to step 3.
Scan → check out → use → return, every job. The register stays clean, the trail writes itself.
OK to use
in calibration
Due soon
book it in
DO NOT USE
cal overdue
Quarantined
damage reported
Out of service
register status
Check overdue
intermediate check
Why — the purpose
NATA accreditation 1267 requires us to show that every result came from equipment that was identified, in calibration, fit for use, whose location and condition are known, and whose records are traceable to people and dates. This is that evidence, collected as a by-product of normal work.
| Clause | What the standard asks for | How this app does it |
|---|---|---|
| 6.4.3 / 6.4.4 | Handling, transport, storage, use — and verify equipment conforms before it goes into (or back into) service. | Scan-before-use banner; condition recorded on every pickup and return; damaged gear can't be checked out. |
| 6.4.6 – 6.4.8 | Calibration where it affects validity; a calibration programme; status labelled so the user knows it's in cal. | Cal ring + due date from the OnPlan programme on the item page and label; certificates viewable on the phone. |
| 6.4.9 | Overloaded, mishandled or suspect equipment taken out of service, isolated and labelled until shown to perform correctly. | Report issue → quarantine. Blocked at checkout, DO NOT USE on scan, admin release only, all audit-logged. |
| 6.4.10 | Intermediate checks to maintain confidence in performance. | Tracked as their own programme (probe/block checks etc.) — never merged with calibration; overdue shown separately. |
| 6.4.13 | Records: identity, manufacturer/model/serial, verification evidence, current location, calibration dates + due, maintenance, damage/malfunction. | Register fields synced; location from every checkout/return; condition + photos; damage reports with who/when. |
| 7.5 / 8.4 | Technical records that identify the equipment used and the people involved, retained and retrievable. | Person-stamped activity trail, signature sign-ins, daily equipment log for the raw-data record, CSV export. |
Clause numbers per ISO/IEC 17025:2017 (the 2005 edition numbered these under §5.5 / §4.13). Company procedure governs; the standard is the floor.
What it answers
Open the item: who has it now, who it's allocated to (assumed holder), the site it lives at, and the last place it was returned to. Locations & people shows the whole picture per person and per site (Caval Ridge, Goonyella, Hail Creek, Rolleston…).
Item page › Last known · Locations & people
Check the whole kit out to the same job — Equipment usage groups it by job, so at the end of the shift what's still listed is what hasn't come back. Return all closes it out.
Equipment usage · Return all
Last point of contact is on the record: last scan, last checkout/return, by whom, at what time, with the sign-in location. Overdue due-back items surface on the dashboard.
Item page › Activity · Dashboard › attention
Scan it. Green = in calibration and in service. Red = don't — and it says why (overdue, quarantined, out of service).
Scan page
Custody history with condition ratings, notes and photos on pickup and return — so a crack found today has a before/after.
Item page › Custody
Dashboard due-timeline and the audit report list what's due, overdue or never calibrated, per site — the same numbers the assessor sees.
Dashboard · Audit report
End of day
When the day is done, open Equipment usage → today's log. It lists every item you held or scanned that day — tool number, description, serial, calibration status + last done + due, times out and in, job, condition notes — with a signature line. Print it to PDF or download the CSV and attach it to the day's raw-data record.