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Track compliance and equipment

Certification matrix

Open Certifications to see every active person in your company against all tracked programs. Each cell normally says Current, Expiring in N days, Expired, Perpetual, or Missing. A future-dated record says Upcoming; an inconsistent legacy record says Needs correction instead of being mislabeled as expired. The attention cards above the matrix collect records expiring within 90 days, expired records, advisory prerequisite gaps, and certifications that still need a certificate attachment.

Open a person from the matrix to see their certification history grouped by program. Energy Star SF and MF records and DOE Efficient New Homes records show their training version for reference; the version does not decide whether the certification is accepted. Energy Star SF and MF offer a list of known versions to pick from, while DOE Efficient New Homes is free text because DOE has not published a version list — in both cases you can type any version you hold. Professional development remains its own RESNET-focused section rather than appearing under Energy Star or another program.

Compliance records

The Compliance section shows the compliance history for your active staff, in four tables:

  • Certifications — role, when certified, when it expires, and current status.
  • Professional Development — continuing-education courses, dates, hours, and certificates.
  • Exams — exam type and the date passed.
  • Field Evaluations — date, evaluator, result, and documentation. The documentation column lists any uploaded files, and older records that still carry an external link also show a Legacy documentation link — a record that has both shows both. A file that is still being checked shows as processing… until it's ready to download.

Each table is read-only and paginated. You can also see the same records for one person on their staff detail page.

Propose a compliance update

To add a certification, course, exam, or field evaluation:

  1. Open Compliance Proposals in the sidebar and select New Compliance Proposal — or use the Propose new link in the matching section of a person's staff detail page, which pre-selects the type for you.
  2. Choose what you're proposing: Certification, Professional Development, Exam, or Graded Field Evaluation.
  3. Pick the staff member and fill in the details for that record type. For a certification, regular portal users can select only themselves; company administrators can select anyone actively associated with their company. Select the program first so the available roles, expiration field, and optional training-version field match that program. You may also attach the certificate file.
  4. Select Submit Proposal.

The proposal goes to EEHM staff for review and appears under Compliance Proposals, where you can filter by type and check its status. Submitting it does not change your compliance records — nothing appears in the tables above while the proposal is pending. Once EEHM approves it, the record is added for you and shows up in the matching table and on the person's staff detail page, and any certificate file you attached moves onto the new record.

Graded field evaluation documentation

A graded field evaluation carries its documentation as an uploaded file rather than a link. Open the proposal from Compliance Proposals and use Upload file while it's still pending — it accepts a PDF, image, Word (.docx), or Excel (.xlsx) file. There is one document per proposal, so once a file is attached the control becomes Replace file, and uploading again replaces what was there. Remove deletes it. All three only appear while the proposal is pending.

If you recorded a Pass or Fail result, the proposal warns you it needs a documentation file before EEHM can approve it.

If EEHM sends the proposal back as Needs Info, correct it and resubmit; see Submit and track proposals. A duplicate is refused rather than added twice — for example, each person can hold each exam type only once, so a second proposal for an exam already on file comes back for correction.

Equipment and calibration

The Equipment section lists your company's equipment with its type and calibration intervals (each type carries a longer manufacturer interval and a shorter field interval, shown together — for example, "TEC DG700 (mfr 4yr / field 1yr)"), serial number, who it's assigned to, calibration status, a Calibration Type column, and both its current and next calibration dates. The current calibration date is when the equipment was last calibrated (it reads Never calibrated if there's no record yet); the next calibration date is when it's due again. Equipment that is past due for calibration shows Overdue in bold red.

The Calibration Type column shows how the most recent calibration was performed — Manufacturer, Field, or Legacy (for older imported records). A manufacturer calibration sets the longer cycle and a field check can extend it, but a field check never shortens a manufacturer cycle that is still valid. Because of that, the Next Calibration date can reflect an earlier, longer-running calibration still on file rather than the most recent one shown in the Calibration Type column.

Below the page heading is a link to RESNET's Equipment Calibration Guidelines for Providers, RESNET's guidance on calibration and field-check requirements. It opens in a new tab.

Calibration is EEHM-managed

Calibration status and next-due dates are maintained by EEHM staff — you can't edit them directly. Company administrators can propose a new calibration record (with the calibration document) using Add calibration; EEHM reviews it and, once approved, adds it to the equipment's calibration history and recalculates the dates. See Propose a calibration record below.

Find equipment

When your list is long, use the controls above the table:

  • Search all columns — type in the search box to match across every column at once, including the assignment, the calibration status text, and the calibration dates.
  • Per-column filters — filter Type, Serial, Assigned To, Current Calibration, and Next Calibration by text, and Calibration Status by dropdown. Use the Calibration Status filter to narrow the list to just Overdue items.
  • Sort — select any column header to sort A–Z, and again to reverse it.

Searching and sorting cover your whole list, not just the page you're looking at. If the filters match nothing, the page tells you your equipment is still there — a filter never deletes data.

Propose new equipment

  1. Open Equipment or Equipment Proposals and select Propose Equipment / New Equipment Proposal (also available from the dashboard).
  2. Fill in the equipment type, serial number, and who it's assigned to.
  3. If the type you picked is tracked for calibration, an Initial Calibration section appears. Fill it in as described below.
  4. Select Submit Proposal — or Submit Equipment and Calibration when the calibration section is showing.

The proposal appears under Equipment Proposals and is added to your equipment list once EEHM approves it.

Including the first calibration

Equipment types that are tracked for calibration ask for the first calibration in the same form, so the equipment can be ready to use as soon as it's approved. Give the Calibration Date (it can't be in the future), the Calibration Type, the name under Calibrated By, and attach the Calibration Document. Only the calibration types that type of equipment actually tracks can be selected.

If you don't have the calibration yet — the equipment is new from the vendor, or it's out for calibration right now — select I do not have the calibration yet instead of abandoning the request. You'll then need to answer Why is the calibration pending? and give an Expected Calibration Date (which can't be in the past). EEHM can approve the equipment on its own, but it stays non-compliant until an accepted calibration is on file — add it later through Propose a calibration record.

EEHM reviews both halves together and can accept the equipment while sending the calibration back for a fix. If that happens, the outcome email explains what needs correcting, and you resubmit the calibration through Propose a calibration record rather than the equipment request.

Propose a change to equipment

Company administrators only. To change a piece of equipment you already have:

  1. On the Equipment page, select Edit equipment in that equipment's row.
  2. Edit the type, serial number, or assigned-to person. (Calibration status and next calibration date are EEHM-managed and can't be changed this way.)
  3. Select Submit Change Proposal.

To retire equipment in the same request, select Mark this equipment inactive, choose the required reason, add an optional note, and confirm that approval will clear its assignment and remove it from that person's staff profile. The equipment remains active until EEHM approves the request. You can cancel your own pending retirement request from the Equipment page.

A few rules:

  • You can't submit a change with no actual edits.
  • If a change is already pending for that equipment, the row shows a Pending edit badge instead of the link until staff act on it.

Like builder edits, an equipment change is tracked by this badge — it does not appear in the Equipment Proposals list, and the row updates in place once EEHM approves it. The Edit equipment link only appears for company administrators.

Inactive equipment

Company administrators only. Select Inactive Equipment from the Equipment page to see retired items, including when and why each item went inactive, its last calibration, and its complete calibration history. Inactive equipment is view-only, does not show overdue or expiring calibration warnings, and does not count against calibration compliance.

To bring an item back, select Request reactivation. The item remains inactive until EEHM approves the request, then returns to the active Equipment page unassigned. If its calibration has lapsed, it immediately appears overdue. Reactivate a repaired unit before proposing its new calibration record. You can cancel your own pending reactivation request from the Inactive Equipment page.

Propose a calibration record

Company administrators only. When a piece of equipment is calibrated, you can propose adding that calibration to its history:

  1. On the Equipment page, select Add calibration in that equipment's row.
  2. Fill in the calibration date (it can't be in the future), the calibration type (Manufacturer or Field), and who calibrated it. You can also add who confirmed it and any notes.
  3. Attach the calibration record — a PDF, JPEG, PNG, WebP, or unencrypted DOCX proving the calibration was performed. This upload is required.
  4. Select Submit Proposal.

A few rules:

  • If a calibration proposal is already pending for that equipment, the row shows a Pending calibration badge instead of the link until staff act on it.
  • The proposal appears under Calibration Proposals in the sidebar, where you can open it to check its status.

Once EEHM approves it, the calibration is added to the equipment's history, the current and next calibration dates update, and your uploaded record becomes downloadable from the equipment's Current Calibration column.

See Submit and track proposals for how review and approval work.