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: 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 the model number, identification number, asset number, and manufacturer identification number where available.

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

4. Select the date of purchase.

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. Approval request will be sent to the Admin / ISO Manager / Operations Manager as per the configured workflow.

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

After approval, the equipment can be used for calibration schedule creation. Equipment that is not approved should not be used for schedule planning.

Figure 4: Approved equipment record showing the approval section.

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 existing calibration schedule records.

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

Figure 6: Calibration Schedule list screen showing the Add New option.

Step 2: Select the Approved Equipment

In the Calibration Schedule form, select the equipment for which the calibration schedule is being created. Only approved equipment should be available for scheduling.

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 the Calibration Item, such as 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. Assign the Responsibility person or enter other responsibility details where required.

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: Calibration schedule item fields used to define frequency, 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

The Calendar View helps users understand upcoming, completed, and overdue calibration activities. The calendar entries are created based on the schedule start date, frequency unit, and calibration frequency.

Calendar Indicator	Meaning
Blue	Future Scheduled
Green	Completed
Red	Overdue
NOTE: The letter displayed in the calendar represents the first letter of the equipment name. For example, S represents Stopwatch.

Figure 10: Calendar View showing current and future scheduled calibration entries and the color legend.

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

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

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

Each change made to the calibration schedule is captured in the Calibration Schedule Items History section. This helps users review previous schedule details and understand what was changed.

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 form used to enter calibration date, status, remarks, and supporting evidence.

Step 3: Review Completed Calibration Logs

After the calibration log is submitted, the calendar entry changes based on the updated log status. Completed calibration activities are shown in green on the calendar.

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

IMPORTANT: If the calibration status is changed to Damage, Inactive, or Out of Calibration, the related future schedule is removed from the Calibration Log calendar. Use these statuses only when the equipment should no longer continue with normal calibration logging.

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