Calibration register
Calibration management software for tools and instruments
Every instrument with its due date, its last result and its certificate on the same record, so the register is the evidence rather than a summary of it.
Plan the round, retain the result for each instrument
A calibration round can share one work order while each instrument keeps its own result and evidence. That matters when four items pass and the fifth needs further investigation.
The short answer
MapTrack keeps each instrument's due date, last result and certificate on its own record, so testers, gas detectors, torque wrenches, laser levels and survey gear, and multimeters sit in one calibration register. One work order can cover a calibration round while each instrument keeps its own pass or fail. MapTrack records and organises calibration work; it does not perform laboratory calibration or assess laboratory accreditation.
Key takeaways
- One record per instrument: four torque wrenches are four assets, not one row called "torque wrench".
- Set the interval per instrument and get due and overdue alerts rather than remembering: the Service Board shows what's overdue, due soon and on track, and the person assigned to the schedule gets an email when a service falls due within 7 days.
- Run a calibration round as one work order while each instrument keeps its own result, so four passes and a fail never become one passed job.
- Record in-tolerance or out-of-tolerance results with the certificate on the instrument's record; the dated history shows when it was last known in tolerance.
- An overdue test or calibration is flagged when someone checks the instrument out or books it, and going ahead is recorded.
What MapTrack covers for each instrument
- IdentifiedLabels on the instrument, tags on the case
- Every kind of instrumentTesters, gas detectors, torque tools, survey gear, meters
- Due listsOverdue, due soon and on track on one board
- RoundsOne work order, a result for every instrument
- Test formsPass or Fail, readings and photos on a phone
- CustodyWho has it, and a flag when it is overdue
- CertificatesResults and certificates on the instrument
- CostsLab invoices and consumables
Trusted by construction, mining and field service teams
Customer proof
What customers say
“Our investment in MapTrack paid off in a big way when a couple of pieces of test equipment, valued at over $142,000 AUD, was stolen during a break-in at an employee's home. Thanks to MapTrack, we were able to give police the exact location of the asset, even guiding them over the phone as they executed the search warrant. This led them directly to the equipment, which was recovered within 48 hours.”
“MapTrack has completely changed how we track tools and manage compliance across our sites - the admin time we've saved alone has been a game-changer.”
- From the published story: Digital forms with automatic timestamps and asset linking replaced paper records, making compliance documentation instantly retrievable for client or auditor requests.
“Thanks to MapTrack we know exactly where our gear is, who has it and when it needs servicing.”
How it works
1. Register each instrument individually
One asset per instrument, with its own identifier. Four torque wrenches are four assets, not one row called "torque wrench".
2. Set the interval and attach the current certificate
Record last calibration, next due date and the certificate as it stands today. Bulk import if you are starting from a spreadsheet.
3. Work the due list as a batch
Filter by next due to plan a round. Due and overdue alerts mean the list arrives rather than being remembered.
4. Record the result, not just the date
Log in-tolerance or out-of-tolerance with the new certificate. The dated history is what answers questions later.
Every kind of instrument, one register
MapTrack is asset-agnostic, so gauges, torque wrenches, multimeters, gas detectors and fixed plant instruments all sit in the same register. Use types or custom fields to separate classes; the workflow is the same: due date, result, certificate, history. The same register holds test and tag, fire equipment and lifting gear, so calibration is not a separate system with its own spreadsheet.
Electrical testers
Insulation, multifunction, earth and portable appliance testers
- A calibration schedule at the interval your maker sets, with the certificate
- The tester’s own record of who holds it
Gas detectors
Portable single and multi-gas monitors
- Bump tests logged as Pass or Fail forms
- Calibration on its own schedule
Torque tools
Torque wrenches, multipliers and screwdrivers
- One record per wrench, matched to its certificate
- The interval your maker or standard sets
Survey and laser gear
Laser levels, total stations and GNSS receivers
- Calibration due dates and certificates
- Accessories confirmed out and back with the instrument
Meters and gauges
Multimeters, clamp meters and pressure gauges
- Due date, result and certificate on each record
- Batched rounds for the calibration provider
How each instrument is identified
Calibration starts with knowing which physical item you're holding. Give each instrument a label that opens its record, and put a Bluetooth tag on the case when the gear travels between vans and sites.
Every instrument, for its record, its rounds and audits
QR labels
- Scan QR, barcode and Data Matrix labels with the phone camera or a handheld Bluetooth or USB scanner to open the instrument's record
- Scan a batch and log the service for all of them at once (online)
Good to know: A plain scan records no location
Instruments that already carry a barcode, or small tools that need a tiny code
Barcode and Data Matrix labels
- Scanned with the phone camera or a handheld Bluetooth or USB scanner
- Ordered from your asset list
Good to know: A plain scan records no location
Instrument cases that travel between vans, sites and the lab
Bluetooth tag
Bluetooth (BLE) 5.0
- The case's last location in MapTrack, updated when a gateway tracker picks it up
Good to know: No location of its own: it needs a gateway tracker in range
QR, barcode and Data Matrix labels work anywhere; Bluetooth tags ship within Australia and New Zealand.
What it costs
MapTrack is priced per asset, and the plans are on the pricing page. Trackers, QR labels, install and freight are quoted with your order, after a short setup call so each asset gets the right tracker.
One instrument, one record
The identifier on the instrument, the certificate and the asset record all name the same item, so a register that says which torque wrench was calibrated can't drift from the wrench itself.
Label on the instrument
Scan to open its record, its due date and its certificate
Serial on the record
The maker's serial or your asset ID, matched to the certificate
Bluetooth tag on the case
The case's last location, from a gateway tracker in range
Example record
- multifunction tester TI-02, calibration due 2027
- last result passed, certificate attached
- in the electrical van this week
A total station’s record on a phone
The total station’s record on a phone, with its calibration dates and certificate.
MapTrack app · Demonstration data · Captured
About this screenshot
Captured at a 430 x 932 phone viewport in a demonstration workspace, on the instrument’s Overview tab.
Schedules, rounds and due lists
Put each instrument on a schedule at the interval your standard, your maker or your site sets, by months or years. The Service Board shows what's overdue, due soon and on track. Filter by next due to plan a round, send a batch away together instead of one at a time, and record each instrument's result when it comes back.
- One work order can cover the round while each instrument keeps its own pass or fail
- A person raises the work order from the schedule in a couple of clicks, for one instrument or a batch; a date never raises it on its own
- The person assigned to the schedule gets a due-soon email when a service falls due within seven days
- Bulk import the register if you are starting from a spreadsheet, then attach the certificates
Every tester’s next calibration
Each test instrument with its last calibration and when the next is due, on a yearly calibration schedule.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration workspace at a 1440 x 900 desktop viewport, cropped right of the navigation sidebar to a 16:10 frame.
Intervals come from the standard, regulation or customer you work under, and from each maker's instructions; they differ by state, by site and by how hard the gear works. Gas monitor makers say to bump test before each day's use and to calibrate when a bump test fails and at least as often as the manual says. Some makers say to recalibrate a torque wrench after 12 months or 5,000 uses. Set each instrument's interval from your own sources.
Due soon, overdue and on track
Each schedule counts down to the next calibration and shows every enrolled instrument as overdue, due soon or on track, so the due list arrives rather than being remembered. The six-monthly schedule shown is the demonstration workspace’s own; set each instrument’s interval from its maker’s manual.
- Due and overdue alerts on the board, and a due-soon email to the person assigned
- Filter by next due, site or category to build a batch for the calibration provider
- A maintenance health score for each instrument and schedule
Gas monitors on a calibration schedule
Each gas monitor on a six-monthly calibration schedule, with when it was last calibrated and when the next is due.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration workspace at a 1440 x 900 desktop viewport, on the schedule’s Overview tab, cropped right of the navigation sidebar to a 16:10 frame.
Certificates and results on the instrument
Record the result, who did it and when, and attach the lab’s certificate (the cal cert) or test report to that service entry. In-tolerance and out-of-tolerance results stay in dated sequence, so the history stays on the instrument.
- Calibration certificates, test reports, manuals and the purchase invoice on the record
- The calibration lab or testing contractor as a vendor, set as a schedule’s preferred vendor
- Each tester’s licence or training evidence and its expiry on their person record
A total station’s record, its calibration certificate attached
The total station’s record: its last and next calibration dates, the calibration certificate attached, its calibration due in 9 days, and the request booked against it.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration workspace at a 1440 px desktop viewport on the instrument’s Overview tab, cropped right of the navigation sidebar. The certificate is an example document.
A total station’s files
The total station’s photo and calibration certificate kept in its own Files tab.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration workspace at a 1440 px desktop viewport on the Robotic Total Station’s Files tab. The certificate is an example document.
Check-outs, custody and bookings
See who has each instrument and when it is due back. If instruments are signed out to people or vehicles, the register can show who currently holds one. If an instrument’s test or calibration is overdue, MapTrack flags it when someone checks it out or books it, and records it if they go ahead.
- Items marked damaged or written off can’t be checked out
- Confirm the tripod, staff and receiver go out and come back, with a reason for anything missing
- Book an instrument ahead, approve it and turn it into a check-out
Test forms and bump tests on a phone
Build the test form you need: Pass or Fail, readings, photos and a signature. Log each bump test on the monitor’s record as a Pass or Fail form, and keep the calibration on its own schedule.
- A Fail opens a fault note and photo
- A rule you set up can raise a linked corrective task, and the Fail stays on the record beside the repair
- Forms submit offline and sync later; the completed form downloads as a PDF
Vans, sites and the calibration cabinet
Stocktake a van, a site or the calibration cabinet by scanning. At the end you choose Mark Missing or Skip All for what is left.
- See where an instrument was last checked out or returned
- A Bluetooth tag on a case updates when a gateway tracker picks it up
Lab invoices and consumables
Record the lab’s invoice as an external cost on the service record, or break a cost into labour, parts and external.
- Calibration gas, test tags and labels as consumable parts with stock per bin
- Issue consumables to a person or a site
Calibration registers and records
Templates for the register and the record, if you are starting on paper or a spreadsheet.
Where calibration recordkeeping obligations usually come from
For most teams the requirement to control and record calibrated measuring equipment comes from the quality system they operate under, or from plant duties where a measurement affects safety. The instruments below are the ones our customers cite. MapTrack supports the records; it does not confer compliance or verify a calibration provider's accreditation.
Check the current source
- Model WHS Regulations (Safe Work Australia)
- ISO 9001:2026, Quality management systems requirements (ISO catalogue)
MapTrack keeps the records these standards ask you to keep. It does not certify your work or make you compliant, and the current text of each instrument is the authority.
Common questions
What is calibration management software?
How is equipment calibration software different from a spreadsheet or a CMMS module?
Does MapTrack calibrate or certify instruments?
What should a calibration register actually contain?
Can we attach calibration certificates to each instrument?
What happens when an instrument comes back out of tolerance?
How do we get reminded when calibration is due?
Can we track both hand tools and plant instruments?
Who is allowed to calibrate our equipment?
Can we keep the register when we change calibration providers?
What's the difference between a calibration register and a calibration schedule?
Why does an out-of-tolerance result matter for past work?
Where do calibration recordkeeping obligations come from?
How do bump tests and calibrations fit together for gas detectors?
Can we track servicing and calibration for construction equipment in one place?
“I looked at many other systems.. and MapTrack beat them all in every aspect. Can't fault them.”
Vincent Stone
HSEQ Advisor at Concept Tanks
Keep the result for each instrument
See how a calibration round can share one work order and retain a separate result for every item.
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