Equipment Registration

Register equipment in InnoQualis EQMS to capture its identity, location, manufacturer details, calibration schedule, maintenance schedule, and regulatory classification.

Real-world example

Scenario: Your QC lab receives a new HPLC system that will be used for release testing of finished products.

1. Navigate to Equipment > Add Equipment.
2. Enter the basic information:
   • Name: HPLC System - QC Lab 201
   • Location: QC Lab 201, Building B
   • Department: Quality Control
   • Category: Laboratory
   • Type: Analytical
   • Criticality: Critical (release testing directly impacts product quality)
   • Status: Active
3. Enter manufacturer details:
   • Manufacturer: Agilent Technologies
   • Model Number: 1260 Infinity II
   • Serial Number: DEABC12345
   • Purchase Date: 2026-01-15
   • Installation Date: 2026-02-01
4. Set calibration and maintenance schedules:
   • Calibration Frequency: 180 days (semi-annual)
   • Next Calibration Date: 2026-08-01
   • Maintenance Frequency: 90 days (quarterly)
   • Next Maintenance Date: 2026-05-01
   • GxP Regulated Equipment: Yes (used for GMP release testing)
5. Select Create Equipment.

The system creates the record, auto-generates an Equipment ID, and begins tracking calibration and maintenance due dates on the dashboard.

Register new equipment

1. On the left sidebar, select Equipment.
2. Select Add Equipment.
3. Fill in the registration form across four sections (described below).
4. Select Create Equipment.

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

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Section 1: Basic Information

Field	Required	Description
Name	Yes	Descriptive name for the equipment (for example, “HPLC System - Lab 101”)
Equipment ID Code	No	A custom identifier. Leave blank to have the system auto-generate one.
Location	Yes	Physical location (for example, “Lab 101, Building A”)
Department	No	The department responsible for the equipment (for example, “Quality Control”)
Category	No	Select from: Laboratory, Manufacturing, Quality, Utilities (default: Laboratory)
Type	No	Select from: Analytical, Measuring, Production, Utility (default: Analytical)
Criticality	No	Select from: Critical, High, Medium, Low (default: Medium)
Status	No	Select from: Active, Inactive, Under Maintenance, Retired (default: Active)

Tip

If you leave the Equipment ID Code blank, the system generates a unique identifier automatically. This is recommended for consistency across your equipment inventory.

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Section 2: Manufacturer Details

Field	Required	Description
Manufacturer	No	Equipment manufacturer name (for example, “Agilent Technologies”)
Model Number	No	Manufacturer’s model number (for example, “1260 Infinity II”)
Serial Number	No	Unique serial number from the manufacturer (for example, “SN-12345”)
Purchase Date	No	Date the equipment was purchased
Installation Date	No	Date the equipment was installed and qualified

Note

While manufacturer details are optional, recording them is strongly recommended for equipment qualification documentation, warranty tracking, and service history.

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Section 3: Maintenance & Calibration

Field	Required	Description
Calibration Frequency (days)	Conditional	How often calibration should be performed, in days (for example, 365 for annual). Required when Requires Calibration is checked, unless you set Next Calibration Date instead.
Next Calibration Date	Conditional	The date of the next scheduled calibration. Required when Requires Calibration is checked, unless you set a Calibration Frequency instead.
Maintenance Frequency (days)	No	How often maintenance should be performed, in days (for example, 90 for quarterly)
Next Maintenance Date	No	The date of the next scheduled maintenance
GxP Regulated Equipment	No	Select this checkbox if the equipment is subject to GxP compliance requirements

Caution

For GxP-regulated equipment, it is critical to set calibration and maintenance frequencies. The system tracks due dates and displays them with orange warning indicators on the equipment dashboard.

Note

When Requires Calibration is checked, registering the asset immediately books its first calibration — from an explicit Next Calibration Date if you set one, otherwise from today plus the Calibration Frequency. The asset shows up in due-date tracking (equipment list, dashboard, overdue alerts) from the moment it’s created, not only after someone manually schedules and completes a first calibration. The form requires one of the two fields for this reason, and so does the API — registering an asset that requires calibration without either field is rejected, whichever way you register it. Previously the API accepted it and created an asset whose calibration due date stayed blank, which kept it out of due-date tracking entirely; the two now agree. The same rule now applies when editing an asset: turning on Requires Calibration (or clearing the interval) is refused — by the edit form and by the API alike — unless the asset keeps a calibration interval or already has an open scheduled calibration keeping it in due-date tracking.

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Section 4: Notes

Field	Required	Description
Notes	No	Free-text area for additional notes, special instructions, or comments about the equipment

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Form validation

Field	Rule
Name	Required, cannot be empty
Location	Required, cannot be empty
Calibration Frequency	Must be a non-negative number if provided
Maintenance Frequency	Must be a non-negative number if provided
Calibration Frequency or Next Calibration Date	If Requires Calibration is checked, at least one of the two must be set

If validation fails, required fields are highlighted in red with error messages, and an error banner appears at the top of the page.

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After registration

Once equipment is registered:

• It appears in the Equipment Management table with its assigned status and badges.
• If Requires Calibration was checked, its first calibration is already booked and its due date is tracked and displayed immediately — see the note in Section 3 above.
• Maintenance due dates are tracked and displayed once a maintenance record exists for the asset.
• The equipment record can be edited by the creator or an administrator, for as long as the asset is not retired.
• The system monitors upcoming due dates and displays them on the dashboard.

Retired equipment is read-only

Retired is the end of an asset’s life, and it has no exits: an asset can move from Active, Under Maintenance, or Inactive to Retired, but not back.

Once an asset is retired, opening Edit shows a notice instead of the form, with a link back to the equipment list. Register a replacement asset rather than editing the retired one — its calibration and maintenance history stays attached to the asset it was actually performed on.

The status choices offered on the edit form always reflect where the asset can actually go from its current status, so the form never offers a move the system will reject on save.

Caution

This is a change in behaviour. Retired equipment could previously be edited. If you retire an asset by mistake, an administrator must correct the status before the record becomes editable again.

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Best practices

Tip

• Use consistent naming conventions across your equipment inventory (for example, “[Type] - [Location]” format).
• Always set calibration and maintenance frequencies for equipment that requires periodic service.
• Mark GxP-regulated equipment at registration time rather than retroactively.
• Record manufacturer details including model and serial numbers for service requests, spare parts ordering, and regulatory inspections.
• Use the notes field to capture important context such as qualification status, known limitations, or special handling instructions.