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, the date passed, and any supporting files.
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:

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.
Choose what you're proposing: Certification, Professional Development, Exam, or Graded Field Evaluation.
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. Professional Development and Exam proposals accept an optional supporting file too (a PDF or image); for Professional Development you can give a certificate link instead if you don't have a file to upload.
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.

Blower door and duct tester fans

Fans don't have a calibration due date. Instead, each fan shows one status based on its most recent manufacturer calibration or field check, and the Next Calibration column shows "—":

Most recent event	Fan shows
No manufacturer calibration or pass/fail field check on record in the Vault	Grandfathered — a field check is recommended
Approved manufacturer calibration, less than a year ago	Calibrated
Approved passing field check, less than a year ago	Field Checked – Passed
Either of the above, more than a year ago	Field Check Recommended
Approved failed field check	Field Checked – Failed

Only an approved manufacturer calibration clears Field Checked – Failed. A later passing field check is kept in the history, but the fan stays Failed.
None of these statuses blocks or holds your ratings. Field Checked – Failed is a warning for now.
When a newly submitted rating has a Rating Date after an approved failed check on an active fan currently assigned to its rater of record, the rater receives one warning email and EEHM is copied. A later approved manufacturer calibration clears that failure and prevents the warning. Assignments do not tell us which fan was actually used for a particular rating.
Older field entries recorded before pass/fail results were captured, and imported legacy records, stay in the history but don't count toward a fan's status.
While a field check you submitted is waiting for EEHM, the fan keeps its current status and shows Field check pending review.

Flow hoods and TrueFlow grids

Flow hoods (FlowFinder MK2, Flow Hood) and the TrueFlow grid take manufacturer calibrations only — there's no field-check option for them. Their status comes from the last manufacturer calibration and the manufacturer's interval. Older field entries stay in their history but no longer keep the unit current.

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.

Anyone at your company can submit calibrations

Calibration status and next-due dates come from calibration records EEHM has accepted — you can't edit them directly. Anyone at your company 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 updates the status. See Propose a calibration record below.

Under each Current Calibration date the page shows who submitted that calibration, or Entered by EEHM when EEHM recorded it directly. Pending edits, retirements and calibrations also name the person who submitted them.

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, or to one of the fan statuses such as Field Checked – Failed.
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

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

A new fan must come with a manufacturer calibration or a Field check. For a field check, also choose whether it Passed or Failed. The I do not have the calibration yet option isn't available for fans.

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

Anyone at your company can propose a change to a piece of equipment you already have:

On the Equipment page, select Edit equipment in that equipment's row.
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.)
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. Anyone at your company can cancel a pending retirement request from the Equipment page, including one a coworker submitted.

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.

Inactive equipment

Anyone at your company can 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. Anyone at your company can cancel a pending reactivation request from the Inactive Equipment page.

Propose a calibration record

Who can do this: anyone at your company — admins, raters, and office or equipment staff alike — can propose any calibration the equipment tracks, including a fan's field check.

When a piece of equipment is calibrated or field checked, you can propose adding it to its history:

On the Equipment page, select Add calibration (Add calibration or field check on a fan) in that equipment's row.
Fill in the calibration date (it can't be in the future), the calibration type, and who calibrated it. You can also add who confirmed it and any notes. Only the types that equipment tracks are offered — flow hoods and TrueFlow grids offer Manufacturer only. For a fan's Field check, choose whether it Passed or Failed; record Failed only when the equipment is actually out of calibration.
Attach the calibration record — a PDF, JPEG, PNG, WebP, or unencrypted DOCX proving the calibration was performed. This upload is required.
Select Submit Proposal.

A few rules:

If a calibration proposal is already pending for that equipment, the row shows a Pending calibration badge (Field check pending review for a fan's field check) instead of the link until staff act on it.
The proposal's detail page and the Calibration Proposals list show who submitted it and the field check's pass/fail result. If EEHM sends it back or rejects it, the note explains why; anyone at your company can fix it by adding a corrected calibration from the Equipment page.
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 (or a fan's status, dated to when the check was performed) 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.