Calibration & Maintenance

Use the equipment edit page to update calibration schedules, maintenance plans, status changes, and other details throughout the equipment lifecycle.

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Open the equipment edit page

1. On the left sidebar, select Equipment.
2. Find the equipment you want to update.
3. In the Actions column, select the edit (pencil) icon.

Note

The edit button is only visible if you are the equipment creator or have the Admin role.

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Update a calibration schedule

1. On the equipment edit page, scroll to the Maintenance & Calibration card.
2. In the Calibration Frequency (days) field, enter or update the number of days between calibrations.
3. In the Next Calibration Date field, select the date of the next scheduled calibration using the date picker.
4. Select Save Changes.

Tip

After performing a calibration, update the Next Calibration Date to reflect the new upcoming date. Calculate the next date as today’s date plus the frequency in days.

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Update a maintenance schedule

1. On the equipment edit page, scroll to the Maintenance & Calibration card.
2. In the Maintenance Frequency (days) field, enter or update the number of days between maintenance activities.
3. In the Next Maintenance Date field, select the date of the next scheduled maintenance using the date picker.
4. Select Save Changes.

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Change equipment status

1. On the equipment edit page, in the Basic Information card, find the Status dropdown.
2. Select the new status.
3. Select Save Changes.

Available status values

Status	When to use
Active	Equipment is in service and available for use
Inactive	Equipment is not currently needed but remains available
Under Maintenance	Equipment is temporarily out of service for scheduled or unscheduled maintenance
Calibration Due	Equipment needs calibration before it can be used
Decommissioned	Equipment has been permanently retired from service

Typical status progression

1. Active — Equipment is registered and operational.
2. Under Maintenance — Maintenance or calibration is being performed.
3. Active — After successful maintenance or calibration.
4. Calibration Due — Calibration deadline approaches or passes.
5. Active — After recalibration is complete.
6. Inactive or Decommissioned — At end of useful life.

Caution

Changing equipment status to Decommissioned indicates permanent retirement. Ensure all necessary documentation and records are complete before decommissioning equipment.

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Update GxP regulatory classification

1. On the equipment edit page, scroll to the Maintenance & Calibration card.
2. Select or clear the GxP Regulated Equipment checkbox.
3. Select Save Changes.

When the checkbox is enabled:

• The equipment is flagged as regulated on the dashboard.
• Calibration and maintenance records are subject to stricter documentation requirements.
• The equipment appears when using the Regulated Only filter on the dashboard.

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Edit other details

All fields from the registration form are available for editing:

• Basic Information: Name, Equipment ID Code, Location, Department, Category, Type, Criticality, Status
• Manufacturer Details: Manufacturer, Model Number, Serial Number, Purchase Date, Installation Date
• Notes: Free-text notes field for special instructions or comments

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Form validation

Field	Rule
Name	Required
Location	Required

If validation fails, the relevant fields are highlighted in red and an error message is displayed.

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Save changes

1. Make all desired changes across the form sections.
2. Select Save Changes.

On success, a confirmation message appears: “Equipment updated successfully!” and you are redirected to the Equipment Management page.

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Common calibration and maintenance frequencies

Frequency	Days	Typical use
Monthly	30	Critical measuring instruments, environmental monitors
Quarterly	90	Analytical balances, pH meters, production equipment
Semi-annually	180	HPLC systems, spectrophotometers
Annually	365	General laboratory equipment, reference standards
Biannually	730	Stable infrastructure equipment, backup systems

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Best practices

Tip

• Update schedules immediately after performing calibration or maintenance. The dashboard relies on accurate next-due dates to display alerts.
• Change status to Under Maintenance before beginning work on equipment. This informs other users that the equipment is temporarily unavailable.
• Record the reason for any status change in the Notes field. This creates a narrative log of the equipment’s operational history.
• Review GxP classification periodically. If an equipment’s use changes (for example, moved from R&D to production), its regulatory classification may need updating.
• Set realistic frequencies based on manufacturer recommendations, regulatory requirements, and your organization’s risk assessment.