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GagePilot getting started: set up a calibration program

GagePilot is designed to take a quality team from an existing spreadsheet to a dependable calibration system without a migration project. Start with the register, then add the evidence and reminders that make it useful every week.

GagePilot quality operations team · Last reviewed July 31, 2026
GagePilot overview showing calibration summary cards and the priority queue12
Live GagePilot desktop workspace using fictional test data. The numbered callouts are explained below.
  1. 1Summary cards surface due-soon, overdue, out-of-service, and current instruments.
  2. 2The priority queue gives the team a short list of what needs attention next.

The four-step setup

  1. Import your registerOpen Instruments and upload a CSV or XLSX file. At minimum, include a unique asset ID, instrument description, and next due date.
  2. Review the calibration queueThe Overview page groups work into due soon, overdue, out of service, and current so the team can focus on exceptions first.
  3. Record completed calibrationOpen Calibration queue, select the instrument, record the result and next due date, then attach the certificate if one was supplied.
  4. Invite the right peopleUse Team to give owners, admins, and operators the access they need. Alerts can include workspace members and instrument assignees.

What to prepare before you start

  • Your current CSV or XLSX instrument register
  • A consistent asset or gage ID for each controlled instrument
  • The next due date or interval for each instrument
  • The people who should receive reminders and help maintain records

What GagePilot does not replace

GagePilot helps maintain schedules, records, histories, and evidence. It does not perform calibration, certify a quality system, or decide what your organization’s procedure should require.

See it in GagePilot

Keep the register, reminders, certificates, and history together.

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Keep reading

Get startedHow to import a calibration register from CSV or XLSX

Learn which fields GagePilot needs, how to prepare a calibration register for import, and what happens when the file is validated.

Record evidenceHow to record a calibration and attach a certificate

Record a pass or failed calibration, update the next due date, and keep the certificate and notes with the instrument history.

Quality planningHow calibration due-date alerts work

Configure GagePilot reminders for upcoming calibrations, overdue work, assignees, workspace members, and failed results.