Case Study: Modernizing Records Management System with a Custom WET Testing Platform

The Challenge

Before engaging SafetyU, ECT was relying on manual systems for scheduling, invoicing, communications, and reporting. These outdated processes introduced delays, increased administrative burden, and made it difficult to scale.

Key challenges included:

• Manual invoicing and payment collection

• Inefficient test data entry, scheduling, and coordination

• No centralized communication tool for client updates

• Time consuming to access historical reports for audits and inspections

• Lack of client self-service options for registration, data access, and third-party authorizations

• Disjointed systems for CRM, notifications, and internal messaging

The Solution

SafetyU designed and launched a custom, cloud-based application tailored to the specific operational and regulatory needs of ECT. The platform balances automation, accessibility, and compliance-readiness with a clean, minimalistic user experience.

 

Key features include:

• ✅ Automated Invoicing & Online Payments
  Invoices are generated based on scheduled tests, with automated reminders and secure online payment options—significantly reducing time-to-payment.

• 📅 Self-Scheduling for Clients
  Clients can schedule WET tests online, with real-time availability and automated confirmation notifications, improving efficiency and reducing missed appointments.

• 📢 Mass Notifications to All Clients
  Quickly broadcast important updates—regulatory changes, testing requirements, or operational alerts—to the entire client base.

• 📂 24/7 Access to Historical Test Records
  Clients have on-demand access to their test history, supporting reporting and compliance documentation.

• 💬 Secure Internal Messaging
  A built-in messaging system supports two-way communication between ECT staff and clients, replacing scattered emails and phone calls.

• 🔗 Client Self-Registration with Auto-Linking
  New users can register online and are automatically connected to their organization, speeding up onboarding and reducing staff involvement.

• 🛡️ Automated Third-Party Authorization
  Clients can grant limited access to authorized third parties (e.g., consultants or regulators) without admin assistance.

• 🎨 Minimalistic, Easy-to-Navigate UI
  The clean interface ensures a smooth learning curve for all users—especially helpful for lab managers and municipal clients.

• 🔐 Role-Based Access Control
  Access is restricted based on user role—clients, administrators, billing staff, couriers, etc.—ensuring privacy and security.

• 🧠 Custom CRM Module
  ECT staff can track client interactions, testing frequency, and compliance status all in one place.

• ⏰ Automated Notifications Based on Triggers
  The system sends reminders for overdue invoices, test confirmations, new user signups requiring validation, and more.

• 📊 Exportable Accounting and Reporting Data
  Financial and testing data is easily exported for audits, regulatory reporting, or accounting software integration.

• 📈 Dynamic Test Data Management and Reporting
  All electronic WET test data is securely retained in a centralized database, enabling seamless access for historical review and regulatory compliance. The system dynamically populates state-specific record forms using stored data, which can be saved as PDFs for submission or audit purposes. In addition, results are visualized in real-time interactive charts, allowing clients and administrators to easily identify trends, spot anomalies, and support data-driven decisions.