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Calibration Customer Portal: Certificates in One Place
Let your customers follow their certificates, quotations and device status in one portal, without calling the laboratory.
The portal uses the same data as KALDATA, so a certificate completed in the lab appears for the customer without a separate upload. Revision requests, quotation approvals and satisfaction surveys come back through the same place, on record.
- Lab stage, next calibration date and days remaining in one list
- Download certificates one by one or as a ZIP, export the list to Excel
- Revision requests that reach the preparer and report back
- Quotations opened and answered with a signature in the portal
- Irreversible password storage
- Session protection and auto sign-out
- Web-based, nothing to install
- Same data as KALDATA
- Several companies, one account
- PDF, bulk ZIP and Excel
What your customers do in the portal
The laboratory opens the account; customers see only their own company's records and the screens enabled for them.
- Account set upThe lab defines the user, links companies and chooses screen permissions.
- Sign-in and summaryThe home page shows certificate, pending survey and quotation counts.
- Company switchUsers with several companies switch from the top bar.
- Device statusThe device's stage in the lab, next due date and days left are shown.
- Getting certificatesCertificates are viewed and downloaded singly or in bulk; viewed and downloaded ones are marked.
- Revision or intervalA revision is requested with a reason, or the calibration interval is updated.
- Laboratory decisionThe request is accepted or rejected with a reason; the result is e-mailed back.
- Quotation responseApprove, revise or cancel with a signature; the signature is added to the quotation PDF.
- Surveys and accountSatisfaction surveys are completed; with permission, account movements and invoices are shown.
Not e-mail threads, but a recorded workflow
Every action a customer takes in the portal reaches the right person in the lab on record, and the result comes back to the portal and by e-mail.
- Requests reach the right personRevision requests land in the task list and inbox of the staff who prepared and approved the certificate.
- No rejection without a reasonThe lab must write a reason to reject, and the customer is informed by e-mail.
- Requests close on revisionWhen the certificate is revised, the pending request is closed automatically.
- Quotations answered with a signatureThe customer sends the choice with a note and signature, which is added to the quotation PDF.
- Surveys wait in the portalSatisfaction surveys sent by the lab wait as pending and are filled in with one click.
- Intervals come from the customerThe customer updates the calibration interval and the next due date follows.
Why the KALDATA Customer Portal?
- One data set with the labNothing is uploaded twice; a completed certificate appears from the same record.
- Live process trackingCustomers see not just finished certificates but which stage their device is at.
- Closed revision loopRequests go to the preparer, come back with a reasoned decision and close on revision.
- Signed quotation repliesCustomers approve quotations or request changes in the portal.
- Viewed and downloaded marksViewed and downloaded certificates are marked in different colours.
- Many companies, one sign-inIn groups, one user reaches several companies with one account, kept apart.
- Per-screen accessCertificate, quotation, survey and account screens are enabled per user.
- Bulk hand-over at period endFiltered certificates come as one ZIP and the list as Excel.
Related guides
Step-by-step guides on this topic in our Help Center.
- How to read a calibration certificateWhat the identification, traceability, measurement results, uncertainty and accreditation details on a certificate mean.
- How to keep an equipment calibration tracking listInventory fields, reminders, using the records at audits, and when to move from Excel to software.
- How to determine a calibration intervalFixed intervals versus methods based on past data, the factors that affect the interval, and record keeping.
Security Against Attacks
- Independent Penetration TestsTested several times by independent penetration testing firms.
- Secure Password StoragePasswords are stored in a form that cannot be reversed.
- Record Change HistoryThe history of changes to records is kept.
- Automatic Sign-OutIdle sessions are closed after a set time.
- No Unauthorized File AccessUploaded documents open only for signed-in users.
- Protected Session DataPages are not stored in shared caches and the session ID never appears in the URL.
Module details
Click a heading to open the details of that module.
An Online Portal for Your Calibration Customers
The KALDATA Customer Portal is a web-based portal that a calibration laboratory opens to its customers. Your customer signs in with their own user name and password and reaches their certificates, quotations, surveys and account without calling the laboratory or waiting for e-mails. Because the portal uses the same data as KALDATA, every certificate completed in the laboratory appears in the portal at once.
The home page shows the customer's total certificates, surveys awaiting an answer, quotations awaiting approval and the balance for the year in summary cards; each card leads to the related screen in one click.
Certificates and Device Status Query
The customer follows the calibration status of every device sent to the laboratory in a single list. Each row shows the acceptance and calibration dates, certificate number, device, measuring range, serial and device number, calibration interval, next calibration date and days remaining.
- Filtering by date range and period
- Separate lists for accredited, non-accredited and nonconforming certificates
- Viewing a certificate in the portal and downloading it as PDF
- Bulk download of several certificates
- Viewed and downloaded certificates marked with colours
- Export of the list to Excel
Devices whose calibration date is approaching stand out with the days remaining, so the customer sees for themselves which devices are due before an audit.
Revision Requests and Calibration Interval
When a certificate contains information that needs correcting, the customer sends a revision request from the portal with the reason. The request reaches the laboratory on record and can be cancelled by the customer if needed, which reduces phone and e-mail traffic.
The customer can also update the calibration interval of their own devices in the portal. The next calibration date and days remaining are tracked according to that interval.
Quotations
Quotations sent by the laboratory are listed in the portal. Quotations awaiting approval sit in a separate tab, showing the quotation number, date, validity, total amount and status. A quotation can be viewed in the portal or opened in a new tab.
Surveys and Account Statement
Customer satisfaction surveys sent by the laboratory are listed in the portal as pending and completed, and the customer answers them directly in the portal. Customer feedback required by the quality system is collected regularly.
The account statement screen shows the customer's invoice and payment transactions with debit, credit and balance totals, filtered by date range.
Secure Access and Permissions
Each customer user sees only their own company's records. For customers with several companies, more than one company can be linked to a user and the user switches between them in the portal.
- Certificate, quotation, survey and account screens enabled or disabled per user
- Password change and forgotten password flow
- Periodic password renewal reminder
- Certificate files served only to authorised users
- User profile
What It Brings to Your Laboratory
- Less time spent sending certificates
- The question "Where is my certificate?" answered by itself
- Upcoming calibrations followed by customers too, bringing repeat business
- Revision and interval requests kept on record
- Customer satisfaction surveys collected regularly
- A corporate, transparent service in the eyes of the customer
The Customer Portal works together with KALDATA Calibration Laboratory Management Software. The KalData Saha mobile app for field teams uses the same data. For testing laboratories, the customer portal is part of the Testing Laboratory Software.
Frequently Asked Questions About the Customer Portal
Does the customer need to install a program?
No. The portal is web-based and is accessed from a browser with a user name and password.
Are certificates uploaded to the portal separately?
No. The portal uses the same data as KALDATA; a completed certificate appears in the portal automatically.
Can a customer see other companies' records?
No. Each user sees only the records of the companies linked to them.
Can several certificates be downloaded at once?
Yes. Certificates can be downloaded in bulk and the list can be exported to Excel.
Can a customer ask for a correction on a certificate?
Yes. They send a revision request from the portal with the reason.
Can I limit which screens are visible?
Yes. Certificate, quotation, survey and account screens can be enabled or disabled per user.
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