How do I create a calibration process in CMMS?

This article explains how to set up a structured calibration process in CMMS. It is intended for administrators or key users responsible for configuration and describes how to create a calibration job category, build an object structure for measuring tools, set up recurring calibration jobs, and configure selections for follow-up and overview. The result is a clear process for planning, tracking, and documenting calibrations. Automatic follow-up jobs can also be configured if calibration values fall outside defined limits, which requires additional setup.

Use this setup when you want to:

Manage calibration of instruments or measuring tools.
Track planned and completed calibrations.
Ensure traceability and follow-up on failed calibrations.
Structure calibration work separately from other maintenance activities.

Step 1: Create a calibration job category

Create a dedicated job category for calibration.

Go to System Settings → Job categories.
Create a new category (for example: Calibration).
Configure the appropriate properties, such as:
- Relevant job properties (e.g. calibration result, tolerance limits, certificate number).
Configure or edit roles, groups and permissions.

Tip: Add specific calibration-related properties at this stage to ensure consistent documentation.

Step 2: Create an object structure for calibration tools

Set up a clear object structure for the instruments to be calibrated.

Go to System Setting→ Object categories and create anew object category.
In the site explorer create a new top-level category (for example: Quality).
Under the Quality obejct, create sub-objects for each instrument you want to calibrate.
- Example:
  - Quality
    - Pressure gauge
    - Temperature sensor
    - Scale

This structure allows you to separate calibration objects from production equipment if needed.

Step 3: Create recurring calibration jobs

Create recurring jobs for each instrument.

Open the object (e.g. Pressure gauge 01).
Create a new reccurent job using the Calibration job category.
Define:
- Interval (e.g. every 6 months, yearly).
- Start date.
- Responsible group.
Save the job.

Repeat this for each instrument that requires regular calibration.

Step 4: Create a selection group for calibration

To make follow-up easier, group all calibration-related selections together.

Go to System Setting→ Selections.
Create a new "Selection group" (for example: Quality).
Save the group.

Step 5: Create useful selections

Create selections to monitor calibration activities.

Job selections

Add the following job selections to the Quality group:

Planned calibrations coming 365 days
- Job category = Calibration
- Status: Planned
- Date filter: Due date within the next 365 days
Calibrations this month
- Job category = Calibration

- Status: all except Completed

- Date filter: Due date within the current month or start date this month
Calibrations next month
- Job category = Calibration
- Status: all except Completed
- Date filter: Due date within the next month or start date this month
Done calibrations
- Job category = Calibration
- Status = Completed

Object selection

All calibration tools / objects
- Filter: Objects under the Quality structure

Recurrent jobs selection

Original jobs for calibrations
- Job category = Calibration

Always include the job category Calibration in your filters to avoid mixing with other maintenance jobs.

Automatic follow-up jobs for failed calibrations

It is possible to automatically create a job if calibration values are outside predefined rules or tolerance limits.

This requires configuration of the Follow-up job linker application. Contact your Account Manager for more information about setup and licensing.

Troubleshooting

Calibration jobs do not appear in selections

Verify that the correct job category (Calibration) is included in the selection filter.
Check that the due date or status matches the selection criteria.