KALDATA Calibration Laboratory Management Software

KALDATA provides numerous conveniences in managing your laboratory, saving you time and paper costs.

With e-signature and e-invoice features, you can manage your tasks online in a simple and easy manner.

It allows you to complete processes from quotation to device acceptance, certification, and invoicing in the shortest time.

You can manage the calibrations of your reference devices in detail.

You can prepare certificates online and create custom certificate templates to minimize writing errors in certificates.

You can assign and plan on-site calibrations to your relevant personnel and transfer completed calibrations to your system.

You can easily perform automatic quotation revisions for any differences that may occur in quotations and avoid discrepancies in your invoices.

You can manage calibration tasks from other calibration companies you work with as suppliers in detail.

For an online demo request, please contact us.

In the purchasing menu, you can find all the features a calibration laboratory needs when providing quotations to your customers.

You can define the accreditation status, feasibility, and pricing based on the measurement range of the devices to be quoted, as well as item discounts, total discount rates, or amounts.

You can choose whether to display discounts in the quotation. You can add internal tracking notes and reminders specific to the quotation.

The system sends the quotation to the customer via email, and if there are additional documents needed, you can attach them to the quotation email.

You can upload the approval document to approved quotations.

You can select a different invoicing company, delivery address, and certification company during the quotation process.

You can add special notes under your devices and include your methods as additional explanations.

The system requests read receipts for quotation emails and notifies you accordingly.

You can track quotations in detail based on their statuses (Preparing, Email Sent, Approved, Invoiced, Canceled).

You can revise your quotations unlimited times and track each revision history in the system.

You can create a new quotation by copying an old one.

If quotations sent via email are not approved within 5-10 days, the system automatically sends a reminder quotation email to the customer. Additionally, based on the calibration period specified in the acceptance, the system sends device lists to customers for upcoming calibrations.

You can send quotations to multiple customer email addresses and add CC records.

You can create email groups on the system with unlimited authorized personnel names, positions, email addresses, and explanation columns for sending quotations, reminders, certificates, acceptances, and accounting-related emails.

With Kaldata, you can carry out device acceptance procedures in your laboratory according to all scenarios your lab may require.

Starting from the quotation process, devices listed in the quotation can be automatically transferred to the system, whether they are in different quantities at different intervals or in bulk, depending on how the process is carried out.

If the certification companies of the devices transferred from the quotation differ from the company requesting the calibration, you can create a different certification company during the acceptance or quotation phase and track both companies' information through the system.

During acceptance, you can easily adjust situations where the certification information is the same but the certification address differs. You have the option to select multiple different certification companies in the same quotation or acceptance.

Request and certificate numbers are assigned instantly during acceptance, and labels are affixed to the devices before they are brought into the laboratory, speeding up the calibration personnel's work. If additional devices are received beyond those listed in the quotation, they are added to the acceptance, and the quotation is revised to automatically include the added devices.

On-site acceptance procedures are carried out based on quotations provided and task planning for calibrations performed at the customer's location.

First, devices marked as to be calibrated on-site in approved quotations are listed, and the dates and personnel assigned for these tasks are selected, assigning tasks to the relevant individuals.

Calibration personnel can view their assigned future tasks on their homepage's job tracking calendar and task lists and can print them out.

The task form provides a list of planned devices and allows for the addition of extra rows to record any additional devices that may arise.

When personnel go on-site, they record any scenarios differing from the plan in the relevant forms and can add extra devices not included in the quotation to the system during on-site acceptance or remove devices if their calibration is canceled or reschedule them for a later date.

If a quotation revision is necessary, the system notifies you of the quotations that need to be revised, and after revision, the devices accepted without a quotation are automatically added to the quotation, ensuring accurate tracking and recording for invoicing processes.

You can record the reference devices you use in the system according to their features and track their calibration, maintenance, and control records.

The system notifies you of devices approaching their calibration and other procedures. Additionally, since reference device selection is made in our certificate preparation module, calibration personnel can continuously see the calibration status of the devices. If a reference device with an expired calibration period is defined in a certificate template, the system informs the personnel preparing the certificate that the calibration period has expired.

During the definition of the reference device, a drift calculation is performed, and this calculation can be used in templates. Also, during calibration record procedures, you can manage your uncertainty budget based on your device's calibration results by entering information such as coefficients affecting uncertainty, measurement uncertainties, and deviations through the template.

The system helps you prepare certificates with minimal errors by accurately tracking your reference devices.

Our system integrates with your existing Excel files to create templates, allowing all certificate information to be recorded and tracked through the system.

Even without creating templates, by making small changes to your existing Excel files, you can upload the Excel file to the corresponding certificate-numbered device, automatically converting the cover and uploaded S1, S2, S3, and other pages into a PDF, making them ready for printing.

You can view the generated PDF through the system, perform necessary checks, and send it for approval by signing it.

During the approval process, the authorized personnel view the certificate and, if deemed appropriate, approve and sign it.

There are two options in the approval process: sending directly to the email recipients list or sending to the approved certificates list for further review.

If any deficiencies are found in the certificate, it can be sent for review with the reason recorded, and it is forwarded to the certificate preparation screen of the personnel who performed the calibration.

If a completed certificate requires revision due to customer errors or omissions, the system allows unlimited revisions.

Each revision is assigned a revision number to the existing certificate number (e.g., Certificate No. 2021155 becomes 2021155-1, 2021155-2, 2021155-3, etc.), allowing tracking of past revisions. The system assigns a barcode to approved certificates for verification purposes. If a customer forgets to return an invalidated certificate and presents it during an audit, the barcode scanning process indicates that the certificate is invalid and has been revised.

Certificates that have reached the email stage provide information on whether the payment has been made or not, allowing you to decide whether to send the email. Sent certificates are listed in the completed list and can be resent to the customer later if desired.

The system provides information on which email addresses the emails were sent to at each screen, and you can remove some emails from the list if desired.

Similarly, for non-compliant devices, you can select the non-compliance option, go through the signature and approval stages, and send them to the customer via email. Certificates of devices that could not be calibrated in our laboratory and were sent to another calibration laboratory are tracked in our External Calibration Module, and the certificates received from the calibration company are uploaded and sent along with other devices in the email list.

External calibrations are tracked within the certificate module and the External Calibration Module. Detailed information of devices to be externally calibrated, such as serial number, device number, type, brand, etc., and any special notes can be entered into the system and sent to the external calibration company via printout or email for information purposes.

Our system includes many modules that meet the needs of a calibration laboratory, such as Quality, Accounting, External Calibration, Personnel Competence/Orientation. We are not providing detailed explanations of these modules on this page. Calibration work is very detailed, and our program is designed to address all these details and is continuously developing. The best information can be obtained through an on-site or remote demo request. Even within the modules we have introduced above, there are many features that facilitate your work that we have not mentioned.

KALDATA is a LIMS (Laboratory Information Management System) developed specifically for calibration laboratories. Instead of adapting a general-purpose LIMS to the calibration process, quotations, device intake, task planning, certificate preparation, approval, e-signature, TÜRKAK TBDS reporting and customer follow-up come ready for the workflow of a calibration laboratory.

If you are looking for laboratory management software, a calibration program or a calibration LIMS, all the functions you need are available in a single application, ready to use from a browser.

Every laboratory has its own certificate layout and its own way of collecting data. KALDATA does not impose a single mould; the same laboratory can use different methods side by side, depending on the device type.

• Online spreadsheet: the template is prepared directly in the browser, in a table that closely resembles Excel.
• With your Excel file: the Excel certificate design you already use is uploaded and certificates are produced with that design.
• Form-based raw data entry: measurement data is entered into forms defined by the laboratory.
• Online collaboration: the raw data file can be filled in on an online spreadsheet.
• Uploading a finished certificate: a certificate file received from an external laboratory is attached directly to the record.

Whichever method is chosen, the template is linked to device types; when writing a certificate the technician sees only the templates that suit that device.

Calculation templates are prepared in a spreadsheet that opens in the browser, with nothing extra to install. Anyone who uses Excel can start working from the first minute.

• Familiar formulas: mathematical, statistical, lookup, logical, text, date and regression functions are available under both their Turkish and English names.
• Multiple sheets: calculation and certificate sheets live in the same template and can refer to each other.
• Drop-down lists: fields such as unit and range are chosen from a list, so there are no typing errors.
• Conditional formatting: out-of-limit values stand out by colour.
• Cell and sheet locking: cells that contain formulas are locked and are not damaged during data entry.
• Charts, images and text boxes: measurement results can be supported with charts.
• Exchange with Excel: an Excel file can be imported, the sheet can be downloaded as Excel, and data copied from Excel is pasted directly.
• Everyday conveniences: merging cells, freezing panes, find and replace, undo and redo, keyboard shortcuts, decimal comma entry.
• Printing: the print area and A4 page boundaries are shown on screen.

• Only measurements are entered: the technician fills in the highlighted cells; deviation, uncertainty and the conformity result are calculated instantly.
• Results flow into the certificate: the calculated values are written to the certificate output and the PDF is produced; nothing has to be typed twice.
• Every certificate has its own record: even if the template is changed later, certificates written earlier are not affected.
• Reference device link: if the template requires it, the certificate cannot be completed without selecting reference devices.
• Instant summary: the count, sum, average and standard deviation of the selected cells are shown at the bottom of the screen.

• Your existing Excel design is preserved: upload the certificate design you have used for years; the software places customer, device, date and reference device information on the certificate.
• Data file: an empty form for the measurement data is downloaded, filled in and uploaded again.
• Template notes and reference devices: default notes and predefined reference devices are set for each template.
• Form-based raw data: laboratories that do not want to carry Excel files define their own raw data forms; field types include text, number, date, drop-down list and unit of measure, and the value entered is checked against its type.
• Bulk paste: values copied from another table are pasted into the raw data screen in one go.
• Templates for reference devices: spreadsheet templates can also be prepared for the calibration records of the laboratory's own reference devices.

• Expired reference devices are not added: a reference device whose calibration has expired is not taken into the certificate even if it is defined in the template, and the user is warned.
• Reference device information stays current: when a new calibration of a reference device is saved, templates are linked to the current record.
• No second template with the same name: copies that would cause confusion are prevented.
• A template in use is not deleted: a template that has been used in certificates is deactivated; old records are not damaged.
• The template cannot be changed while raw data exists: the data entered must be deleted first, so no data is lost by mistake.
• Unsaved changes warning: when the spreadsheet is closed with unsaved changes, the user is asked first.

KALDATA is fully integrated with the TÜRKAK Document Verification System (TBDS). Because a record sent to TBDS cannot be undone, the software does not leave incorrect submissions to the user; it checks at three separate points: on screen, on the server and in the background.

• Confirmation before the action: When the “TBDS No Al” (Get TBDS No) button is pressed for the selected devices, the request is not sent immediately; no data goes to TBDS until the confirmation question is accepted.
• The button appears only on eligible records: The single-row number button is shown only if TBDS is enabled, the device is within TÜRKAK scope, no number has been obtained yet, the record is conforming and it does not belong to a contracted laboratory.
• Server-side checks: No request is sent for a record that already has a number, is outside TÜRKAK scope, belongs to a contracted laboratory, is non-conforming or is a legacy record, and the reason is reported to the user.
• Submission stops when customer data is missing: If the customer's city or country, or their TBDS mapping, is missing, nothing is submitted and the missing information is stated clearly.
• No duplicate customers: If the customer is already registered in TBDS under a different title, the existing TBDS record is used and the customer is not created a second time.

• The menu is built from the record status: Edit, Cancel, TBDS Edit and Delete appear only when the status of the record allows them; an action that should not be performed is simply not in the menu.
• A reason is mandatory for cancellation: A record cannot be cancelled without an explanation. For records already sent to TBDS a TBDS cancellation reason must also be selected: non-conformity detected, published by mistake, incorrect data entry, customer or contract related, or at TÜRKAK's request.
• The two systems stay in sync: If TBDS rejects the cancellation request, the local record is not cancelled either. A cancellation cannot be reverted while an active record exists in TBDS.
• TBDS Edit and Query: The TBDS ID, TBDS No and TBDS Ser No fields must be filled in together or left empty together; the “TBDS Sorgula” (Query) button synchronises the local record with the information in TBDS.
• TBDS records are protected on delete: In bulk deletion a TÜRKAK record that already has a number is deactivated rather than deleted; if TBDS returns an error the record stays in place and the user is warned.

• The number is tracked in the background: TBDS numbers are issued with a delay. After the request is sent the software queries TBDS in the background; when the number arrives the relevant screens are notified and the list refreshes itself.
• No data is lost while typing: On the certificates screen automatic refresh is postponed while the user is typing in a field or has a dialog open.
• No repeat request for an issued number: For a record whose number already exists in TBDS, TBDS is queried first; if the number exists the local record is synchronised and no new request is sent.
• The same number cannot go to two devices: If a TBDS serial number or certificate number is already used by another record the action is blocked; in bulk editing a number selected on another row is not offered in the list.
• Controlled number transfer: TBDS numbers belonging to cancelled or non-conforming records can be transferred to another device within 29 days; the list shows the days remaining for each number.
• A device is not added to the same request twice: When searching previous records, the user is warned if the serial or certificate number already exists in the current request.

• TBDS revision confirmation: When a certificate that is active in TBDS is about to be approved, the operation stops; the user is told that the record will be reported to TBDS as a revision and the expected revision number is shown. No revision is sent to TBDS without the user's approval.
• Revision rules: A revision reason is mandatory, the same certificate cannot be revised a second time and a revised record cannot be deleted.
• Date checks: On first issue there cannot be more than 30 days between the calibration date and the issue date, and the calibration date cannot be in the future.
• Reference device checks: A reference device whose calibration has expired is not added to the certificate, and the user is told which devices were left out.
• Same-day different-city warning: If a reference device or the preparing technician appears in different cities on the same day, the user is warned and asked to decide before continuing.
• TBDS activation before e-mail: Before the certificate is sent to the customer it is activated in TBDS; if activation fails the record does not move to completed status and no e-mail is sent.
• TÜRKAK verification link: For certificates that are active in TBDS the “Doğrula” (Verify) button opens TÜRKAK's document verification page.

A certificate waiting as a draft in TBDS has to be activated within its time limit. KALDATA does not leave this follow-up to the user's memory.

• Daily reminder e-mail: Devices that have a number but are not yet completed are reported to the relevant users by e-mail every day, filtered by their department and branch.
• Automatic activation: Certificates that are completed or already e-mailed but still in draft in TBDS are activated by a scheduled task before the time limit expires.
• Failed activations are reported: Records that could not be activated are sent by e-mail as a table with request number, company, device, days remaining and the error.
• Approaching deadlines in a separate tab: The “TBDS 20 Gün Dolanlar” tab on the Certificates and Device Status screens gathers records whose deadline is approaching in a single list.

Same Rules on Mobile: KalData Saha

KALDATA's TBDS integration works under the same rules in the KalData Saha mobile app. During on-site calibration the technician obtains the TBDS number from the phone, and the app stops user errors before they happen in this irreversible operation.

• TBDS status is visible in the device list by colour, icon and text
• Explicit confirmation naming the device is required before the irreversible action
• A second request cannot be sent for a device that already has a number
• Non-TÜRKAK, contracted-laboratory and non-conforming records are rejected on the server
• The list refreshes itself until the number arrives
• Number transfers and revisions are performed only with explicit confirmation

Explore the Mobile TBDS Flow