Read the calibration register

The calibration register is the list of certificates recorded on your assets: a calibration certificate on a gauge, a service certificate on a machine. It uses the same competencies as your workers. A certificate shows as expiring from the Alert lead time (days) set on that competency, and the register marks a gap when an asset class requires a certificate the asset does not currently hold.

Open it from the sidebar: Compliance, then Competencies, then the Calibration tab. The tab is there for the same people who can open the Matrix. Anyone else does not see it.

Record a certificate

The competency has to allow assets first. On the Catalog tab, edit the competency and tick Applies to assets. See Set up your catalog.

1. On Calibration, select Record certificate.
2. Choose the Asset and the Certificate. The certificate list is the competencies you marked Applies to assets.
3. Enter the Licence number, Issuer, Issue date, Expiry date and Notes that you have. Leave a date empty only when that competency does not require it.
4. Select Save certificate. Assignar Pay shows Certificate recorded.

Recording another certificate for the same asset and competency replaces the earlier one. The earlier row becomes Superseded. Choose All in Status to see both.

Record certificate lists the first 200 assets by name. An asset further down that list is not in the picker.

The form has no place to attach a file. If the competency has Requires document ticked, saving shows "Supporting document is required for this competency". Untick Requires document on that competency, then record the certificate again.

Other messages from the form:

• "Issue date is required for this competency" or "Expiry date is required for this competency". Fill in the date the competency asks for.
• "Expiry date is before the issue date". Put the expiry on or after the issue date.
• "Competency does not apply to assets". Tick Applies to assets on the competency and save it, then record the certificate again.
• "You do not have permission to change this credential." Recording needs the same access as recording a worker credential.
• "The certificate could not be recorded." Try again. If it keeps failing, reload the page and record it once more.

Read a row

Each row is one certificate, or a class requirement the asset does not yet meet.

Status is one of:

• Current: in force, and not yet inside the alert period.
• Expiring: inside the competency's alert period. It still meets a class requirement.
• Expired: the expiry date has passed.
• Pending: the competency needs verification, and nobody has selected Verify yet. It does not meet a class requirement.
• Rejected: it was rejected. It does not meet a class requirement.
• Superseded: a newer certificate for the same asset replaced it. Shown when Status is All.
• Missing: the asset's class requires this certificate, and the asset has no Current or Expiring one. An expired or pending certificate does not fill the gap, so Missing can sit beside that older row.

The register loads up to 500 rows. If a certificate you expect is not listed, narrow Status, Asset class or Project.

Narrow the list

• Status: All, Current, Expiring, Expired or Missing.
• Asset class: one class, or All classes.
• Project: All Project, or one project. A project shows assets allocated to an order on that project, and assets a subcontractor has nominated to it. If your organization renamed Project in Terminology, this list uses that name, and All Project follows it.

Export downloads a CSV of the rows on screen. It stays unavailable when the list is empty. The file is named calibration-register.csv.

When nothing matches, the page says No certificates match these filters. If the register cannot be loaded, it says The calibration register could not be loaded.

You only see assets you can already open. Someone who can open Competencies but cannot see assets gets an empty list.

Say what an asset class needs

Under Class requirements, choose an Asset class and a Certificate, leave Mandatory ticked when every asset in that class must hold it, and select Save requirement. Assignar Pay shows Requirement saved.

A mandatory certificate with no Current or Expiring holding is a Gap on every asset in that class, including assets that have no certificate recorded yet. Leave Mandatory unticked when you want the requirement on the list without it counting as a gap.

Select Remove to drop a requirement. Assignar Pay shows Requirement removed. Remove stays unavailable unless you can archive a competency.

If someone else saved the same requirement while you had the page open, saving or removing shows "Requirement changed; reload before saving" or "Requirement changed; reload before deleting". Reload the page and try again.

"The requirement could not be saved." means the save did not go through. Reload and try once more.

Verify or reject a certificate

When the competency has Requires verification ticked, a new certificate stays Pending until you accept it. It does not meet a class requirement while it is pending.

On a pending row, select Verify. Assignar Pay shows Credential updated. and the row becomes Current or Expiring.

To refuse it, type a Reason, then select Reject. Reject stays unavailable until the reason is filled in. The row becomes Rejected.

Expiry notices

Once a day, Assignar Pay sends one notice when a certificate enters its alert period, and one notice after it expires. Each notice is sent once. The expiry notice is sent only when the certificate expired within the past week, so the first run for your organization does not mail every old certificate.

The notice names the asset and the certificate, and the date it expires or expired, and asks you to record the renewed certificate. It arrives in the app and by email. Opening it takes you to Calibration.

It goes to the person who added the asset, when they are still an Owner, Admin or Manager, and to the people and roles on the company Quality list under Settings, HSEQ, Notifications. A Field, Visitor, Customer or Supplier member is not notified. A pending renewal, or a certificate already replaced by a newer one, is not notified. If nobody on that list can be notified, nothing is sent; adding someone later still sends the notice that is due.

If your account limits access by location, only the people on that list who can see the asset get the notice. When none of them can, nothing is sent, as when the list is empty.