HOTPASS
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Last updated 28 July 2026
Written for the people who have to stand behind the package. This is what the system actually does with your records — including what it checks, what it does not check, and where the judgement stays with you.
Hot Pass has 38 record sections — welds, welders, WPSs, materials and MTRs, NDE reports, pressure tests, calibrations, permits, punch list, NCRs, RFIs, observations, coating, civil, and the rest. The Environmental add-on adds five more.
They are not 38 separate systems. Every section stores its rows in the same underlying structure: a record belongs to a project, is tagged with which section it is, and carries its own fields. That is why every section behaves the same way — the same table, the same search, the same CSV export, the same print view, the same attachment handling — and why a new field can be added to a section without disturbing anything already entered.
It also means your data is never trapped in a section. Everything exports, and Save Snapshot on the Project Turnover tab downloads a complete copy of a project that is yours outright.
Records are linked by the identifiers you already use on paper — weld number, joint number, heat number, WPS number, welder stencil. You type them once, and the same value is what ties the isometric to the weld log to the MTR to the NDE report.
The clearest example is the weld map. It is built by matching the joint number on the map against the weld ID in the weld log, so one printed sheet carries the map's station and location alongside the log's WPS, welder, date and status. Neither tab has to hold the other's data, and neither goes stale when the other is edited.
Consistency matters more than format. The links are only as good as the identifiers. If a joint is W-104 on the map and W104 in the log, they are two different joints as far as any software is concerned — including this one. Agree a format at the start of the job and hold to it.
The audit runs three families of check across every section. It is deliberately narrow: it reports things that are objectively true from the records in front of it, and does not guess.
| Check | What it looks at | Result |
|---|---|---|
| Expiry | Any section with an expiry date — welder certs, operator quals, equipment certs, calibrations, permits, one-calls | Blocking if the date has passed, Review if it falls within 30 days |
| Still open | NCRs not Closed; RFIs not Closed; punch list items not Signed Off |
Blocking for an open NCR, Review for the other two |
| Missing document | 13 sections whose whole purpose is holding a document — certs, quals, calibrations, permits, MTRs, WPSs, NDE procedures, subcontractors, coating materials and others | Review when every document slot on the row is empty |
Each finding names the section, the record, and the reason, and clicking it opens the record. The list exports to CSV and prints as a report on the same letter shell as the job book.
Being clear about this is more useful than overselling it:
An empty audit is not a statement that your project is compliant. It means nothing in the records is expired, unresolved, or missing its attachment. Whether the work meets code is determined by your procedures, your qualified people, and the governing specification.
Alongside the findings, the audit shows a record count for every section. A zero is not flagged as a problem — most jobs do not use every section, and a system that nagged about empty tabs would train you to ignore it.
The value is in reading it yourself: a section you expected to be populated and which shows zero is worth asking about before handover, not after.
The job book assembles your records into a single printable document in turnover order — the same order a client expects to leaf through. It includes a binder cover insert, section dividers, spine labels, and an index at the end.
It is generated from the records at the moment you print it. There is no separate "compile" step to forget, and no chance of the book disagreeing with the tabs it came from.
Five further sections — SWPPP, BMPs, Env Inspections, Air & Waste, and Reclamation — are available as a paid add-on. They are built on the same record model as the other 38, so everything above applies to them unchanged: same search, same CSV export, same attachments, same audit behaviour, same snapshot.
The SWPPP tab is the one that works differently from a normal log. You write the plan one record per section — site description, receiving waters, controls, inspection schedule, and so on — and Compile SWPPP assembles them into a single cover-paged document on the same letter shell as the job book. Sections are printed in permit order regardless of the order you entered them, so a section added in week nine lands where it belongs rather than at the end.
Revisions work the way a permit expects. When the site changes you add an Amendment section rather than editing history, and the compiled document carries the amendment log with it. The same principle as the job book applies: the document is generated from the records at the moment you print it, so it cannot disagree with the tabs it came from.
The rest of the group is the evidence behind the plan. BMPs holds every control actually installed, with location, date, and condition. Env Inspections records each inspection with the trigger that prompted it — routine, rainfall, or discharge — which is usually the first thing an inspector asks to see. Air & Waste covers dust suppression, emissions checks, waste hauled off site against its manifest number, and spill response. Reclamation tracks each disturbed area from assessment through regrading and seeding to established revegetation.
With the add-on active, Punch List and RFI gain environmental categories, so an erosion-control item is tracked and closed out through the same workflow as a weld repair rather than in a separate list somebody forgets.
CONFIRM are the ones that change what your permit requires — those are worth checking before the document leaves your hands.A compiled SWPPP is a document, not a determination. Hot Pass assembles the plan you wrote and keeps the inspection record behind it. It does not certify the plan or the site. A SWPPP must be prepared by someone qualified to prepare one, and whether it satisfies your permit is a question for your permit and your regulator.
Dropping the add-on hides the five tabs and stops the charge. Nothing you have written is deleted — every section, inspection, and BMP record stays where it is and returns in full if you add it back. Seasonal work is the normal case, and there is no penalty for turning it off over the winter.
Where a section supports it, Read from document extracts values from a certificate or report and fills in the form for you.
Details of who processes what are in the Privacy Policy.
Access is enforced by the database itself, not by hiding buttons in the interface. A user with no relationship to a project cannot read or write to it, and that holds whether they come through the app or anywhere else.
Nothing is deleted. Your account becomes read-only for 90 days: sign in, read everything, print job books, export CSVs, download attachments. A complete export is emailed to you automatically when the subscription ends, with a link valid for the whole period.
Resubscribe inside those 90 days and everything is exactly where you left it. Full terms are in the Refund and Cancellation Policy.
Hot Pass organises, tracks, and compiles records, and tells you when something in them is expired, unresolved, or undocumented. It is a filing system that pays attention. That is as true of a SWPPP as it is of a weld log.
It does not certify, approve, or verify anything. A QA/QC record is a legal document, and the signature on it is yours.
Questions: support@hotpassqc.com. See also the Terms of Use.
How Hot Pass works — hotpassqc.com/how-it-works