Outsourced calibration and quality tracking software

KalDataV2: Calibration Management for Outsourced Calibration

Track every device you send to external laboratories, from the plan to an approved fitness decision, in one system.

KalDataV2 records quotations, dispatch, return, certificate review and permission to use. Decisions are always made by your authorised users.

Certificate values are checked against your acceptance rule and the system suggests a result
The person who decides cannot approve their own decision
When a reference device fails, the affected records are found
Live demo with ready-made roles

Explore the Demo Explore the Workflow and Features

Two-step verification
Tamper-evident audit trail
Multi-company
In the cloud or on your server
Turkish and English interface
PDF and Excel reports

KalDataV2: Calibration Management for Outsourced Calibration

The outsourced calibration journey of a device

Plan, quotation, dispatch, return, review and decision follow the same record. You can see who did each step and when.

Annual planThe system proposes a plan from due dates; another authorised person approves it.
Quotations and laboratory choiceQuotations are compared side by side and the choice is recorded with a reason.
Calibration recordA record is opened per device from the selected quotation.
Dispatch or on-site calibrationCarrier, packaging, accessories, photos and the expected return date are recorded.
Return and resultsThe certificate, fee and measured values are entered.
Certificate reviewReviewed with a checklist; a correction request can be e-mailed to the lab.
Fitness decisionThe evaluator writes the decision; the system only makes a suggestion.
Separate approvalApproval completes the record; the next due date and permission to use are updated.
Return to unit and intermediate checksThe device goes back to its unit; a failed intermediate check opens a task.

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Choose your laboratory based on records

You decide which laboratory to work with based on indicators from dispatch, return and certificate records, not impressions.

Quotation comparisonAmount, lead time, validity, accreditation and supplier status appear side by side.
Justified choice and approvalEach quotation gets a justified decision; another authorised person can approve the choice.
Calculated performanceAverage turnaround, late, damaged or incomplete returns and review results come from the records.
Periodic evaluationLaboratories are rated approved, conditionally approved or not approved.
Control of unapproved laboratoriesDepending on your policy it warns, asks for a reason or blocks the record.
Complaints and correction requestsLaboratory issues are recorded with the calibration; correction requests are tracked by e-mail.

Quality records in the same system as calibration

A CAPA can be opened in one click from a failure, impact analysis, proficiency test or complaint. The modules keep records and send reminders; conformity decisions stay with authorised users.

Nonconformity, CAPA and root cause
Risks and opportunities, heat map
Complaints, feedback and surveys
Internal and external audits, management review
Competence and training
Methods, environment and proficiency testing
Controlled documents and quality objectives
Failures, maintenance and impact analysis

Why KalDataV2?

Fitness suggestion from valuesCertificate error and uncertainty are compared with the device's acceptance rule: within limits, out of limits or inconclusive.
Four-eyes principleFor decisions, plans, impact analyses and quotation choices, the preparer cannot approve.
Chained impact analysisRecords that used a failed reference and the devices calibrated with it are found; devices stay blocked until the analysis is approved.
Supplier choice based on recordsLaboratory performance is calculated from real dispatch and return records.
Tamper-evident audit trailLater edits, deletions or inserted records are revealed during verification.
Linked quality modulesCAPA, risk, audit and complaint records are linked to calibration records.
Automatic permission to useOverdue, suspended or quarantined devices show their usage status and reason on the device card.
In-house intermediate checks and verificationBetween external calibrations, devices are checked in-house against your own reference devices.

Related guides

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Security Against Attacks

Two-Factor AuthenticationA second verification step can be required at sign-in.
Brute-Force ProtectionRepeated failed sign-ins are temporarily blocked.
CSRF ProtectionEvery form request is checked with a verification token.
Browser Security HeadersAn extra layer against script injection and clickjacking.
Secure Password StoragePasswords are stored in a form that cannot be reversed.
Audit LogSign-ins and important actions are logged.

Module details

Click a heading to open the details of that module.

What Is KalDataV2?

KalDataV2 is web-based tracking software for factories and companies that have their measuring equipment calibrated by external laboratories. Which device is due and when, which laboratory it is at, when it will return, whether the returned certificate is acceptable and whether the device may be used are all tracked in one place.

Laboratory quotations are compared, supplier performance is measured from the records, and failures, maintenance and quality records such as CAPA, risks and internal audits are kept in the same system.

It runs in the browser with nothing to install, supports several companies, and offers a Turkish or English interface per user. It is designed to run both in the cloud and on the company's own server.

Explore the live demo: sign in with one of the ready-made demo accounts on the login screen and try it with sample data.

Device Inventory and Device Card

Devices are added one by one or imported in bulk from an existing Excel or CSV list. Each device card brings together calibration records, current and previous certificates, fitness status, movements and documents.

System-generated device codes: the code is assigned from the device category; the legacy code is kept as well.
Parent and sub-devices: parts used together are linked to a parent device.
Responsible unit: an organisational unit owns the device; reminders go to that unit's users.
Status at a glance: overdue, upcoming, at-the-lab and blocked devices are separated immediately.
Bulk actions: print labels, move devices and export to Excel for the selected devices.
Quick search: search by device code, serial number, record or certificate number from any screen.

Outsourced Calibration Tracking: From Dispatch to Decision

The device is sent to an external laboratory, or the laboratory comes to the company for on-site calibration. Every step is recorded; devices at the laboratory and late returns are visible at any time.

Dispatch and return: carrier, tracking number, accessories, packaging and photos are recorded.
Certificate review: the returned certificate is reviewed with a checklist; if a correction is needed, a request is e-mailed to the laboratory.
Fitness decision: the user makes the decision; by policy, the person who decides cannot approve their own decision.
Traceability: the laboratory's accreditation details and the certificate are added to the record automatically.
On-site calibration: the laboratory's visit date and technician are recorded.
In-house calibration, intermediate checks and verification: between external calibrations, devices are checked in-house against your own reference devices; readings and tolerances are entered, the system suggests the result and a negative result opens a task for the unit.

Outsourced Calibration Tracking: From Dispatch to Decision

Laboratories, Quotations and Supplier Evaluation

The calibration laboratories you work with are recorded with their accreditation details and scope documents. You decide which laboratory to work with based on the records.

Quotation requests and comparison: laboratory quotations are compared side by side by amount, lead time, validity, accreditation and supplier status.
Justified selection: a decision and reason are recorded for each quotation; calibration records are opened per device from the selected quotation.
Performance indicators: dispatches and returns, average turnaround, late returns, damaged or incomplete returns and certificate review results are calculated from the records.
Supplier evaluation: periodic evaluations are recorded as approved, conditionally approved or not approved; the status is shown when opening a calibration and during certificate review.
Laboratory complaints: issues are recorded with the laboratory and the related calibration, and closed.

Laboratories, Quotations and Supplier Evaluation

Annual Plan, Calendar and Reports

The annual calibration plan is proposed from the devices' due dates; months, laboratories and estimated fees are edited in the draft, and the plan is approved by another authorised person. The plan screen shows each month's workload, budget and actual progress.

Role-based home page: to-dos, devices due in the next twelve months and upcoming work.
Calendar: due dates, expected returns, tasks and personal or company-wide reminders.
E-mail notifications: summaries of overdue and upcoming devices go to the responsible unit.
Reports: inventory, status, performed calibrations, devices at laboratories, cost, laboratory performance and device history card; each as PDF and Excel.

Failures, Maintenance and Impact Analysis

Failures are reported from the device card and the device can be quarantined if needed. A device taken out for maintenance returns to its previous status when the work is done.

Impact analysis: when a reference device fails, records that used it in the suspect period and the affected chain of devices are found.
Controlled closure: a failure cannot be closed and the device cannot return to use until the impact analysis is approved.
Link to CAPA: a nonconformity record is opened from a failure or impact analysis in one click.

Quality Management Modules

Quality records are kept in the same system as calibration. The modules keep records, send reminders and gather inputs for management review; conformity and effectiveness decisions are always made by an authorised user.

Nonconformity and CAPA: root cause analysis, corrective action tasks and effectiveness verification.
Risks and opportunities: likelihood and impact scores, heat map, residual risk and review date.
Complaints, feedback and surveys: a justified complaint becomes a CAPA; surveys are sent by link or e-mail.
Internal audits and management review: annual programme, findings and period inputs gathered from the system.
Competence and training: staff competences, validity periods, training plans and effectiveness evaluation.
Methods, environment and proficiency testing: method validation records, temperature, humidity and pressure monitoring, interlaboratory comparison results.

Security, Permissions and Audit Trail

Screen and button-level permissions: roles, scope (location and unit) and user-specific permissions.
Tamper-evident audit trail: every change is recorded with who made it and when; it can be verified that records were not altered later.
Secure sign-in: account lockout, secure password reset and two-step verification.
Multi-company: each company's data is kept separate; one user can work in several companies.
Labels: QR code and barcode label templates, bulk label printing.
Help and support on every screen: a help panel explaining each screen and support requests from inside the application.

Live Demo

You can try KalDataV2 right away: open the live demo and sign in with one of the ready-made accounts on the login screen, such as quality manager, calibration officer or maintenance officer. The demo runs on sample data.

For organisations that calibrate in their own in-house laboratory, In-House Calibration Software is a separate product.

Frequently Asked Questions About KalDataV2

Who is KalDataV2 for?
Factories, production plants and companies that have their measuring equipment calibrated by external laboratories. Everyone from the quality department to maintenance and production uses it with their own permissions.

How is it different from the In-House Calibration Software?
The In-House Calibration Software is for organisations that calibrate in their own laboratory. KalDataV2 focuses on tracking devices, laboratories, quotations and certificates for companies that outsource calibration, and handles in-house calibration as intermediate checks and verification.

Do I need to install a program?
No. It is web-based and runs in the browser.

Can I import my existing Excel list?
Yes. Devices are imported in bulk from an Excel or CSV file.

Can we track devices sent to external laboratories?
Yes. Dispatch, return, photos, certificate review and the fitness decision are all recorded.

Are the quality modules separate software?
No. CAPA, risks, internal audits, training and other quality records are in the same system and linked to calibration records.

How can I try the demo?
The live demo login screen lists ready-made demo accounts and the password; you can explore freely with sample data.