Who this article is for: Authority Users
Overview
Test kit calibrations are compliance reports that verify a tester's test kit is accurate and in-spec. Before a tester can submit a test report using a given kit, the kit's calibration must be in Accepted status — a Submitted calibration is not sufficient. This article walks through how to find and review submitted calibrations, starting from the Notifications tab.
Where to Start: The Notifications Tab
Click Notifications in the left navigation.
Find the Test Kit Calibrations To Review row. The number next to it is your current backlog of submitted calibrations waiting on review.
Click the open icon next to the number to jump to the filtered list of submitted calibrations.
You can also get to a specific calibration from a service provider user's profile: Service Providers > SERVICE PROVIDER USERS > click a user, which shows their test kits and calibrations.
Reviewing a Calibration
Open a calibration from the filtered list.
Check:
- Calibration date — when the calibration was performed
- Expiration date — when the calibration expires
- Tester — the person who performed the calibration
- Test kit — the kit that was calibrated (make, model, serial)
- Uploaded documents — typically the calibration certificate or lab report
Confirm the dates are reasonable, the documents match what was entered, and that the kit and tester correspond to what's on file.
Accepting a Calibration
In the open calibration, click Accept.
The calibration's status changes to Accepted.
The kit can now be used for new test reports. Test reports that use this calibration will pass validation as long as the test date falls within the calibration's valid period (its calibration date through its expiration date).
Once a calibration is accepted, tests performed during its valid period are considered covered. Tests performed outside that period — whether before the calibration date or after the expiration — will fail submission validation until a valid calibration exists for that test date.
Rejecting a Calibration
If something about the calibration is wrong — missing document, bad dates, wrong kit — reject it so the tester can resubmit with corrections.
Open the calibration.
Choose the rejection action, add a reason.
The tester is notified and can correct and resubmit.
Rejecting a calibration does not affect other calibrations on the kit. The kit is still usable for periods covered by its other accepted calibrations (if any).
What Happens if a Calibration Isn't Accepted
Testers cannot submit test reports using the kit for any test date that falls within the calibration's period. The system blocks the submission with a validation error.
If a tester is in your queue with a Test Reports To Review entry that feels stuck, check the test kit and calibration. An unapproved calibration is a common reason a test report can't move forward.
FAQ
Q: Why does the test kit have a calibration in Submitted status instead of Accepted?
A: Because the calibration hasn't been reviewed yet. Submitting the calibration is just step one — it has to be Accepted by an authority user before the kit can be used for new test reports.
Q: A tester says they can't submit a test report. How do I check if a calibration is the problem?
A: Open the tester's profile (Service Providers > SERVICE PROVIDER USERS > click the user) and check the calibration status for the kit they're trying to use. If the calibration is Submitted or Rejected, accept or have it resubmitted. You can also check the Test Kit Calibrations To Review count on the Notifications tab to see if there's a backlog.
Q: Can a tester have more than one calibration per kit?
A: Yes. A kit can have multiple calibrations over time — each covers a specific date range. When a test report is submitted, SwiftComply picks the applicable calibration based on the test date.
Q: Can I edit a calibration's dates after I accept it?
A: Calibration data is part of the audit record. If you need to correct an accepted calibration, reject or reset it and have the tester resubmit with the correct information.