Calibration register software
Replace your calibration register spreadsheet with a controlled instrument register.
Bring your existing instrument register online, keep every due date and certificate with the right asset, and give the team one clear queue to work from.
14 days free. No credit card. About two minutes to get started.
Bring the CSV or XLSX register you already have. No sales call, implementation fee, or desktop install.
Follow a spreadsheet row through the workflow →A worked register example
Follow one caliper from spreadsheet row to retrievable record.
Use CAL-014 to see what moves across in an import, what you add separately, and who receives the reminder. This fictional example uses September 11, 2026 as its review date.
Explore the illustrated record and reminders ↓- 01
Prepare one row, then review the import.
These accepted CSV or XLSX headers describe one instrument. Put the headers across the first row and its values underneath. Replace this example with your own equipment and approved dates.
One fictional instrument, shown field by field Column header Example value Asset ID CAL-014 Description Digital caliper Location Inspection bench Owner Quality Last calibrated 2025-09-04 Next due date 2026-09-04 Certificate number SAMPLE-014 Open Instruments → Import. Check the selected worksheet, row count, dates and validation messages before confirming. Use YYYY-MM-DD; slash-text dates require you to choose day/month/year or month/day/year. Fix all blocking issues first.
What imports: the current instrument details. Certificate numbers are references; this upload does not attach files or create historical calibration events. Existing asset IDs are skipped.
Check accepted fields and import troubleshooting → - 02
Check the instrument against the source.
Find CAL-014 and confirm Digital caliper, Inspection bench, Quality and the September 4, 2026 due date. At this example’s September 11 review, the instrument is overdue. A previous pass does not make an expired due date current.
Keep the asset ID stable. Use Edit to correct an existing instrument; re-importing the same ID does not update it. Compare the imported count and representative records before retiring the source spreadsheet.
Review and maintain instrument records → - 03
Add evidence of work already performed.
For this example, the existing calibration was performed on September 4, 2025, with a Pass result and a next due date of September 4, 2026. Enter those dates and the result in Calibration queue, then add the provider and certificate reference when available.
Attach the certificate belonging to that instrument and event, then check that it can be retrieved from calibration history. PDF, PNG and JPEG files up to 10 MB are supported. The sample below shows a fictional reference, with no actual certificate file.
Recording the old event does not perform a new calibration or approve a new interval. If there is no genuine event or certificate to add, continue with the due dates you already track and set reminders.
Record an existing calibration and attach evidence → - 04
Choose who can act on the reminder.
A workspace owner or admin opens Alerts and chooses delivery days, lead times, overdue coverage and recipients. The illustrated setup uses weekdays, 30, 14, 7 and 1 day before, due today, and overdue instruments included.
Members receive summaries when their reminders are enabled and the workspace includes them. Assignees need an email address in Owner / assignee: the department label “Quality” alone is not an email recipient. You can also add explicit email recipients.
Save the settings and use Send preview to check delivery to your own account before relying on the schedule. Failed-calibration notifications are a separate setting; they send only when out-of-service alerts are enabled.
Understand lead times and recipient settings →
Explore the illustrated workflow
See what is due. Find the record behind it.
Choose an instrument, view its example certificate reference, then explore reminders. This is a simplified illustration with fictional data, not the application interface.
3 instruments
CAL-014 · Inspection bench
Digital caliper
- Next calibration due
- September 4, 2026
- Status at sample date
- Overdue
Calibrated September 4, 2025
Result: Pass
Clear ownership and control
Your records stay yours.
GagePilot helps organize the calibration records your team already owns. It is software for managing evidence—not a calibration laboratory or a compliance certification.
- Instrument register exportDownload your instrument register as CSV when you need a copy.
- Billing through StripePayment card details are handled by Stripe, not stored in GagePilot.
- Team access you controlInvite teammates and remove access from your workspace when responsibilities change.
Starting with a spreadsheet?
Download the free calibration tracking template.
Use the same core fields GagePilot accepts, with due-date status and a sample register to get started.
Straightforward pricing
$99/month for the complete starter workspace.
Up to 500 instruments, unlimited invited users, certificates, calibration records, instrument CSV export, and email support.
Common questions
What teams ask before they switch
What is a calibration register?
A calibration register is the controlled list of measuring instruments and their key identifiers, locations, owners, intervals, calibration dates, status, and supporting records.
Can we keep our existing instrument IDs?
Yes. A stable asset or instrument ID is a core import field, so the team can keep the identifiers already used on the shop floor and in its procedures.
What happens when an imported row is incomplete?
GagePilot validates rows before import and identifies records that need correction. The team can fix the affected fields without abandoning the complete upload.
Can we export the calibration register again?
Yes. GagePilot includes CSV export for the current instrument register.