Equipment calibration and maintenance

The Equipment page is your asset register for the tools and instruments your management system depends on: calipers, gauges, test benches, production machines. Each asset gets a number (EQ-0001, EQ-0002, and so on), a calibration or maintenance cadence, and an event log with certificates. When something falls due, the app can raise a task in the Task Center. The page lives at /equipment and supports ISO 9001 clause 7.1.5 (monitoring and measuring resources).

Before you start

• Module is off by default. An org admin must turn on Equipment under Settings > Modules (in the Health, safety & environment group). Until then the /equipment route is blocked.
• Any signed-in member of the organization can add equipment and record events.
• Optional but useful: set up sites and departments first (see Departments and Sites) so assets can be located, and add members so each asset can have an owner. Due-date tasks are assigned to the asset's owner.

Add an asset

1. Open Equipment and click Add Equipment.
2. Fill the dialog:
   • Name (required), for example "Digital caliper".
   • Category (free text, for example "Measuring") and Status: In service (default), Out of service, In calibration, or Retired.
   • Manufacturer, Model no., Serial no., Location.
   • Site, Department, and Owner from the dropdowns.
   • Requires calibration toggle (on by default). When on, set the Calibration interval (months) and pick the Last calibrated date.
   • Requires maintenance toggle (off by default). When on, set the Maintenance interval (months) and pick the Last maintained date.
   • Notes.
3. Click Add equipment.

The asset gets the next EQ number for your organization. If you set a last date and an interval, the app computes the next due date as last date plus interval, in calendar months. The register sorts by asset number.

Record a calibration or maintenance event

1. Find the asset and click Record event.
2. Fill the dialog:
   • Event type: Calibration, Maintenance, Repair, or Verification.
   • Result: Pass, Pass with adjustment, Fail, or leave as Not recorded.
   • Event date (defaults to today).
   • Performed by: a person or external lab (free text).
   • Certificate ref, for example CAL-2026-0142.
   • Cost (optional) and Notes (findings, adjustments made).
3. Click Record event.

What happens next depends on the event:

• A Calibration event stamps the asset's last-calibrated date and rolls the next calibration due date forward by the calibration interval.
• A Calibration event with result Fail also flips the asset's status to Out of service automatically. The dialog warns you in red before you save: a failed calibration sets the equipment to out of service.
• A Maintenance event stamps the last-maintained date and rolls the next maintenance due date forward the same way.
• Repair and Verification events are logged in the history but do not change any dates or status.

Click History on any row to see the full event log with type, date, performer, result, certificate reference, cost, and notes.

Watch due dates and raise tasks

• The stats bar counts Active assets, Calibration overdue, Due ≤30 days, and Out of service.
• Each row shows due-date tags: red when overdue, highlighted when due within 30 days.
• Filter the register with Status, Category contains, and Due window (All, Due soon, Overdue).
• Click Refresh in the page header. Besides reloading, this scans for assets whose calibration or maintenance is due within 30 days or overdue and raises one task per asset in the Task Center. The task is titled, for example, "Calibration due: EQ-0001, Digital caliper", is assigned to the asset's owner, carries the due date, and has high severity when overdue (medium otherwise). Assets that already have an open equipment task are skipped, so clicking Refresh twice does not create duplicates. A toast tells you how many tasks were raised.

Retire an asset

Click the trash icon on a row. The asset's status becomes Retired and it leaves the active register, but its event history is kept. There is no confirmation dialog, so click with care. Retired assets no longer count as overdue and no longer raise tasks.

Try it

• Enable Equipment in Settings > Modules. Expected: Equipment appears in the side nav and /equipment loads.
• Add "Digital caliper" with calibration interval 12 months and a last-calibrated date 13 months ago. Expected: the row appears as EQ-0001 (or the next number) with a red "Cal due ... overdue" tag, and Calibration overdue counts 1.
• Click Refresh. Expected: a toast says a task was raised; the Task Center shows "Calibration due: EQ-0001, Digital caliper" with high severity.
• Click Refresh again. Expected: no new task; duplicates are skipped while the first task is still open.
• Click Record event, type Calibration, result Pass, certificate ref CAL-2026-0001. Expected: the overdue tag clears and the next calibration due date moves 12 months past the event date.
• Record another Calibration event with result Fail. Expected: a red warning shows in the dialog before saving; after saving, the asset's status becomes Out of service and the Out of service stat increases.
• Click History. Expected: both calibrations are listed newest first, with the certificate reference shown as a tag.
• Set the Due window filter to Overdue. Expected: only assets with an overdue calibration or maintenance remain in the list.
• Click the trash icon on a test asset. Expected: a toast says it was retired and it disappears from the register.

If something goes wrong

• The page is missing or blocked. The Equipment module is off by default. Ask an org admin to enable it in Settings > Modules.
• No next due date appears. The next due date needs both a last date and an interval. Edit the asset and set the interval in whole months plus the last calibrated or maintained date.
• Add equipment does nothing. Name is required.
• Refresh raised no tasks. Tasks are only raised for active assets due within 30 days or overdue, and only when there is no open equipment task for that asset already.
• A task went to nobody. Tasks are assigned to the asset's Owner. Set an owner on the asset so its tasks have an assignee.
• The asset is stuck Out of service after a failed calibration. That is deliberate. Once it passes a new calibration, edit the asset and set its status back to In service yourself; recording a pass does not flip the status back automatically.
• An asset vanished. The trash icon retires immediately, without confirmation. Retired assets are hidden from the register. Their history is preserved, but there is no button to un-retire them from this page.