Add-on module
The personnel file, current and in one place.
Annual vision exams with their own clock, onboarding checklists that finish themselves, employment details on the technician you already track, and the sensitive files kept where only your staff can open them.
Sold on its own — $49.99/mo or $499/yr, including 400 extra AI credits a month, no other TRACE subscription needed. Also available as an add-on to any plan. Create your account or see pricing.
What it does
HR Records, in detail.
Vision exams that come due on their own
The exam your written practice requires every year, recorded properly: near-vision acuity as you measured it — J1, J2, 20/25 — the chart you used, whether it was corrected, and color perception. The expiry prefills a year out and your entered date always governs, then the reminder finds you before the technician goes out of currency.
Onboarding that finishes itself
Keep one checklist your firm actually uses — new-hire form, I-9, W-4 or W-9, the agreements, handbook, consents, ID verified, orientation, first safety training, baseline vision exam — and start it on a new technician in one click. Initial each item or mark it N/A, so employee and contractor paperwork share one list. Progress shows on their record, and editing the template later never rewrites a checklist already underway.
One record, not a second system
Hire date, employee number, and emergency contact sit on the technician you already keep certifications for, so the qualification file and the personnel file are the same file. No second directory to reconcile, no export to keep in sync.
Sensitive files kept separate
Mark a document restricted and it's visible to your consultants and admins only — never the client portal, never the technician. Personnel and medical-related types suggest it themselves when you upload, so the separation is the default rather than something to remember.
Technicians see their own
A technician's portal shows their own vision exams and nobody else's. Their employer's portal contacts see the dates, the currency, and the result — acuity, colour perception, and who administered it — since those are conditions on certifications the client relies on. Your consultant's working notes on an exam stay with your staff.
Sits beside Safety, sold on its own
Hold HR Records, Safety Compliance, both, or neither. A firm running its own safety program still needs the personnel side; a firm that wants only the RSO half shouldn't pay for it. Where they meet — a technician's page — each shows up only if you own it.
How it works
Day to day.
- 1
Add the employment details
Hire date, employee number, and emergency contact go on the technician record you already keep, visible to your staff only.
- 2
Start the onboarding checklist
One click copies your firm's checklist onto the new technician. Tick items off as the paperwork lands; the count follows them on their record.
- 3
File each vision exam
Record the result and the chart it came from. The expiry prefills a year out, and the reminder arrives before it lapses.
- 4
Upload the sensitive paperwork restricted
Personnel and medical-related documents suggest the restricted setting themselves, so they stay with your staff instead of reaching a portal.
Records, not employment advice — read this one
TRACE stores and organizes personnel records. It is not an HR service, an employment-law adviser, a payroll or benefits system, or a filing agent — it submits nothing to anyone on your behalf, and hiring, classification, and recordkeeping obligations stay entirely yours. We make no HIPAA claim about this module and you should be wary of software that does: employment records held by an employer generally aren't the medical records that law governs, and either way keeping your files organized is not the same as a compliance certification. The restricted-document setting exists because medical-related paperwork is widely expected to be kept apart from the general personnel file — it is a real access control, not legal cover, and how you use it is your call. Vision exam requirements come from your own written practice; TRACE tracks the cadence you set and never asserts what a standard requires of you.
Want to see it on your own program?
Tell us how your NDT program runs today and we'll show you how this fits it.