Creating equipment and managing calibration schedules in Effivity

Posted By Effivity Team

on Jul 23, 2026

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Creating Equipment and Managing Calibration Schedules in Effivity

Equipment, Calibration Schedule, and Calibration Log

This guide explains how users can create equipment records, manage calibration schedules, and complete calibration logs in Effivity. It focuses on the daily steps required to maintain equipment details, schedule calibration activities, record calibration results, and review calibration status from the calendar view.

NOTE: Equipment records, schedule items and calibration logs are entered in the main account. If an administrator changes process forms, workflows or views, open Administration > Process, Switch to Sandbox, confirm the SANDBOX banner, save and test the change, then publish it and verify the affected screen after Back to Main Account. The normal record steps below do not require process publication.

NOTE: The screens and field names shown in this guide may vary slightly based on your organisation configuration and access permissions.

Step 1: Open the Equipment Module

1. Navigate to IMS > QMS > Operations > Equipment.

2. Review the Equipment list screen to check existing equipment records.

3. Click Add New to create a new equipment record.

Figure 1: Equipment list screen showing the Equipment module and Add New option.

Step 2: Enter Equipment Identification and Location Details

Complete the equipment form with the available equipment details. Required fields are marked with an asterisk on the screen.

1. Enter the equipment name and manufacturer name.

2. Enter Model Number, Identification Number and Asset Number where available. Complete Manufacturer Identification Number when it is marked required.

3. Enter the location where the equipment is used or stored.

4. Select Date Of Purchase. Use a date on or before the current date accepted by your account.

5. Attach supporting files if required, such as manuals, purchase documents, or equipment certificates.

Figure 2: Equipment form showing identification, location, purchase, and supporting file details.

Step 3: Submit the Equipment Record for Approval

1. Review the equipment entered information.

2. Click Submit to save and submit the equipment record.

3. The approval request is routed to the configured authority or workflow group. The approver opens Workflow Group Notifications, claims Equipment – Approval Request when needed, selects Complete now, reviews the equipment, chooses Approved or Rejected, enters Approver Comment and clicks Submit.

Figure 3: Submit option used to save and submit the equipment record.

After approval, verify the saved approval result before using the equipment for schedule planning. The illustrated equipment was approved and then selected in a calibration schedule. Figure 4 shows its persisted approval result.

Figure 4: Saved Equipment approval showing Approved, approving authority and comment

Step 4: Update Equipment

If the Equipment requires any changes, select Edit from the action menu of the respective Equipment in the index view. Update the required details and submit the record to save the changes.

Figure 5: Row action menu showing the Edit option for an equipment.

Step 1: Open the Calibration Schedule Module

1. Navigate to IMS > QMS > Operations > Calibration Schedule.

2. Review the calendar or use the view dropdown > Views > View Equipment Schedule to see the saved equipment schedules.

3. Click Add New to create a new calibration schedule.

Figure 6: Calibration Schedule list in View Equipment Schedule with Add New

Step 2: Select the Approved Equipment

In the Calibration Schedule form, select the approved Equipment. The example uses Digital Vernier Caliper, which was created and approved in Section 1.

Figure 7: Calibration Schedule form showing approved equipment selection.

IMPORTANT: Only one calibration schedule can be created for the same equipment. If a schedule already exists for an equipment record, create or update the required schedule items in the existing schedule instead of creating a duplicate schedule.

Step 3: Add Calibration Schedule Items

After selecting the equipment, add the calibration schedule item details. A schedule item defines what needs to be calibrated and how often it should be calibrated.

1. Click Add More under Calibration Schedule Items.

2. Enter Calibration Item, such as Dimensional Accuracy, Time Accuracy or Temperature Accuracy.

3. Select the Frequency Unit, such as Day, Week, Month, or Year.

4. Enter the Calibration Frequency. For example, Frequency Unit as Week and Calibration Frequency as 2 means the calibration is scheduled every 2 weeks.

5. Select the Start Date. Schedule generation starts from the start date based on the selected frequency unit and frequency.

6. Select the responsible employee in Responsibility. If your configuration offers Others, enter Other Responsibility when applicable.

7. Enter Range and Least Count where applicable.

8. Select the Calibration Status, such as Valid, Limited, or Under Service/Repair, based on the equipment condition.

Figure 8: Saved calibration schedule reopened in Edit with the monthly item, dates, responsibility, range, least count and status

After completing the schedule item details, click Submit to save the schedule.

Figure 9: Submit option used to save the calibration schedule.

Step 4: View Calibration Schedule in Calendar View

Choose the view dropdown > Views > Calendar View to review scheduled activities. Use Today and the month arrows to move between dates. Select an equipment letter to show its item details. The displayed colour and the detail-panel status identify the activity state; check both.

Calendar Indicator	Meaning
Blue / cyan	Scheduled equipment event; open its detail panel to check whether the item is Due or Overdue.
Green	Completed
Red warning in detail panel	Overdue item; check the item icon rather than relying on the event letter alone.
NOTE: The letter displayed in the calendar represents the first letter of the equipment name. For example, S represents Stopwatch.

Figure 10: Calibration Schedule Calendar View with the saved equipment event

Click a calendar entry to see more information about the scheduled equipment and calibration item.

Figure 11: Calendar detail panel showing equipment and calibration item details.

Step 5: Update a Calibration Schedule and Review History

In View Equipment Schedule, open the row action menu and choose Edit. Update the required schedule item details and Submit. Reopen the saved record to verify the values.

Figure 12: Row action menu showing the Edit option for a calibration schedule.

Review Calibration Schedule Items History for the saved schedule details. The example includes a history row with the initial monthly interval; subsequent changes can be reviewed here according to the configured history behaviour.

Figure 13: Calibration Schedule Items History section showing previous schedule details.

Step 1: Open the Calibration Log Module

1. Navigate to IMS > QMS > Operations > Calibration Log.

2. Open the Calendar View.

3. Click the calendar on today’s date or on the date where the calibration needs to be completed.

4. Review the right-side panel showing the equipment name and calibration item details.

5. Click the calibration item to open the Calibration Log form.

Figure 14: Calibration Log Calendar View showing the selected equipment and calibration item details.

Step 2: Complete the Calibration Log

The Calibration Log form is used to record the actual calibration activity for a scheduled calibration item.

1. Review the equipment, calibration item, frequency, responsibility, and schedule date details.

2. Select the Calibration Date when the calibration was performed.

3. Update the Calibration Status based on the result of the activity.

4. Use the Remarks field to record the result, such as accepted or rejected, and add the certificate reference number where available.

5. Attach supporting files or calibration certificates if required.

6. Click Submit to save the calibration log.

Figure 15: Calibration Log opened in Edit with calibration date, Valid status, readable example certificate reference and Submit

Step 3: Review Completed Calibration Logs

After submission, reopen the log to verify the stored result, then check the calendar. The illustrated activity is green and its detail panel shows a completion tick. A completed activity does not by itself establish the validity of every item or the authenticity of an example certificate reference.

Figure 16: Calibration Log Calendar View showing a completed calibration entry in green.

IMPORTANT: Damage, Inactive and Out of Calibration indicate that equipment may no longer be suitable for normal calibration logging. Select the correct status for the equipment, then verify how your configured schedule and calendar handle future activities.

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