Workflow Template
Equipment Calibration Workflow
Manages equipment calibration end-to-end: intake of calibration requests, technician calibration task, routing on within/out-of-tolerance results, quality impact assessment, adjustment/repair loop, and owner notifications at each stage.
Tracking calibration requests, technician results and owner notifications across spreadsheets and inboxes makes it easy to lose track of out-of-tolerance equipment. This workflow takes a calibration request from intake through technician calibration, routes results based on tolerance, runs a quality impact assessment when equipment fails, and loops adjustment and repair tasks until the equipment is back within tolerance. Operations managers use it to give technicians, quality staff and equipment owners a single record to work from, with status and notifications updated automatically at each stage.
Business Outcomes
- Fewer missed or forgotten calibration due dates
- Faster handoff between technician, quality and owner at each stage
- Clearer visibility into which equipment is out of tolerance and why
- Reduced manual chasing for calibration certificates and impact assessments
- More consistent tracking of adjustment and repair loops until equipment passes
Workflow Steps
Steps
- 1Create Calibration Recordcreate record
Registers the submitted calibration request as a record.
- 2Set Status to Scheduledupdate record
Marks the record status as Scheduled at intake.
- 3Email Acknowledgementsend email
Sends the owner an acknowledgement email with their reference number.
- 4Technician: Perform Calibrationcreate task
Assigns the calibration technician a task to calibrate the equipment, due in 5 days.
- 5Save Calibration Resultsupdate record
Persists the calibration date, readings, result, certificate, and next due date to the record.
- 6Route on Calibration Result
Branches based on whether the equipment is within tolerance or out of tolerance.
calibration_result: "Within tolerance"→Set Status to Calibratedcalibration_result: "Out of tolerance"→Set Status to Out of ToleranceDefault→End - 7Set Status to Calibratedupdate record
Updates the record status to Calibrated after a successful calibration.
- 8Email Owner: Calibration Completesend email
Notifies the owner that calibration is complete and provides the next due date.
- 9Set Status to Out of Toleranceupdate record
Updates the record status to Out of Tolerance after a failed calibration.
- 10Email Owner: Failed Calibrationsend email
Notifies the owner that the equipment failed calibration and must not be used.
- 11Quality: Assess Impactcreate task
Assigns quality a task due in 3 days to assess impact on work done since the last calibration.
- 12Save Impact Assessmentupdate record
Persists the affected work and actions taken to the record.
- 13Technician: Adjust or Repaircreate task
Assigns the technician a task with no due date to adjust or repair the equipment.
- 14Save Adjustment Resultsupdate record
Persists the adjustment work done and as-left result to the record.
- 15Route on As-Left Result
Branches on whether the adjusted equipment is now within tolerance or still out of tolerance.
as_left_result: "Within tolerance"→Set Status to Calibratedas_left_result: "Still out of tolerance"→Loop Back to AdjustmentDefault→End - 16Loop Back to Adjustmentrestart from step
Restarts the adjustment task since the equipment is still out of tolerance, up to 2 times.
- 17Set Status to Calibratedupdate record
Updates the record status to Calibrated after successful adjustment brings the equipment back within tolerance.
- 18Email Owner: Adjusted and Calibratedsend email
Notifies the owner that the equipment has been adjusted and is back within tolerance.
Fields
Show all 18 fieldsShow fewer fields
FormEquipment Calibration Request
- Equipment Owner Name*· Text
- Equipment Owner Email*· Email
- Equipment ID*· Text
- Equipment Description*· Long text
- Location*· Text
- Calibration Due Date*· Date
- Tolerance Specification*· Text
- Condition Before Calibration*· Long text
TaskTechnician: Perform Calibration
- Calibration Date*· Date
- As-Found Readings*· Long text
- Calibration Result*· Choice
- Calibration Certificate*· File upload
- Next Due Date*· Date
TaskQuality: Assess Impact
- Affected Work Since Last Calibration*· Long text
- Actions Taken*· Long text
TaskTechnician: Adjust or Repair
- Adjustment/Repair Work Done*· Long text
- As-Left Result*· Choice
Other fields
- Calibration Status*· Choice
- Equipment Owner Name*
- Equipment Owner Email*
- Equipment ID*
- Equipment Description*
- Location*
- Calibration Due Date*
Forms
Equipment Calibration Request
8 fields
Data Views
Equipment Calibration Overview
equipment_id, location, calibration_due_date, next_due_date +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Categories
FAQs
How do I set up this calibration workflow for my team?
Publish the template in your workspace and it's ready to run straight away, no installation or development project needed. You'll want to assign your calibration technicians and quality reviewer as workspace members so tasks can be assigned to them. The request form is public, so equipment owners can submit calibration requests without needing an account.
Who is responsible for each task in this workflow?
A calibration technician is assigned the initial calibration task, due in 5 days, and later the adjustment or repair task if equipment fails. A quality team member is assigned the impact assessment task, due in 3 days, to review work affected since the last calibration. Equipment owners aren't assigned tasks, they just receive email updates as the record moves through each stage.
What happens if equipment fails calibration?
The record status is set to Out of Tolerance and the owner is emailed that the equipment failed and must not be used. Quality is then assigned a task to assess the impact on work done since the last calibration, and once that's saved, a technician is assigned to adjust or repair the equipment.
What happens if the adjustment or repair doesn't fix the problem?
The workflow routes on the As-Left Result. If it's still out of tolerance, the adjustment task restarts, up to 2 times, giving the technician another attempt. If it comes back within tolerance, the status is set to Calibrated and the owner is emailed that the equipment has been adjusted and is back in range.
Can I change the due dates or the number of adjustment retries?
Yes. You can describe the change in plain English, like changing the technician's task due date or the retry limit, or edit the step directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed.
What information does the equipment owner need to provide?
The request form asks for their name, email, equipment ID and description, location, calibration due date, tolerance specification, and the equipment's condition before calibration. This information is saved to the record as soon as the request is submitted.
Does the owner need to log in to track their request?
No. Owners take part through the public request form and through emails sent to them at each stage, including acknowledgement, completion, failure, and adjustment notices. They don't need an account to submit a request or receive updates.
Where can I see the status of all calibration requests?
Every calibration request becomes a record with a reference number, a status, and a timeline of what happened. Table views and dashboards show records grouped by status, such as Scheduled, Calibrated, or Out of Tolerance, so you can see where things stand across all equipment.
Can I send calibration certificates or emails through our own systems?
Email is built into the workflow by default, and a workspace can optionally connect its own AWS SES account to send email through its own infrastructure. This doesn't require any change to the workflow steps themselves.
Ready to use this workflow?
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