Who this article is for: Authority Users
Overview
Test kits and calibrations are essential components of the backflow test report workflow in SwiftComply. A test kit is the physical measurement device used to test backflow assemblies, and a calibration is the compliance report that verifies the test kit is accurate. Both must be in good standing before a tester can submit a test report.
Key Concepts
Test Kits
A test kit is a piece of equipment registered in SwiftComply that represents the physical gauge or differential pressure meter a tester uses in the field. Each test kit has three identifying fields:
Field | Description |
Serial Number | The unique serial number printed on the device (e.g., SN-48291) |
Make | The manufacturer of the device (e.g., Mid-West Instrument, Watts) |
Model | The model number of the device (e.g., 845-5, TG-5) |
Test kits belong to service provider companies. When a tester submits a test report, they select which test kit was used from their company's registered equipment list.
Calibrations
A calibration is a compliance report that verifies a test kit was tested for accuracy within a specific date range. Each calibration has:
Field | Description |
Calibration Date | The date the calibration was performed |
Expiration Date | The date the calibration expires and the kit must be recalibrated |
Status | The current review state of the calibration report |
Calibration statuses progress through the following stages:
Status | Meaning |
Submitted | The calibration has been submitted and is awaiting review by the authority |
Accepted | The calibration has been reviewed and approved for use |
Rejected | The calibration did not pass review and the tester must resubmit |
⚠️ A calibration must have a status of Accepted before it can be used on a test report. A Submitted calibration is not sufficient -- the authority must review and accept it first.
How Test Kits and Calibrations Connect to Test Reports
When a service provider creates a new test report, the selection flow follows this sequence:
Choose a Service Provider -- Select the company performing the test.
Choose a Tester -- Select the individual tester (auto-selected if you are the logged-in tester).
Choose a Certification -- Select the tester's active certification (auto-selected if only one exists).
Choose a Test Kit -- Select the test kit that was used from the service provider's equipment list.
Choose a Calibration -- Select the calibration report for the chosen test kit. The system auto-selects the calibration with the furthest expiration date.
After completing all selections, click Continue to proceed to the test report form.
💡 The system automatically selects the calibration with the furthest expiration date. If the wrong calibration is highlighted, click a different row in the calibration table to change your selection.
Date Validation
The test date on the report must fall within the calibration's valid period. Specifically:
The test date must be on or after the calibration's Calibration Date.
The test date must be on or before the calibration's Expiration Date.
If the test date is outside this range, the report will fail submission validation.
Skip Equipment Setting
Some organizations allow testers to submit test reports without selecting a test kit or calibration. When the Skip Test Equipment setting is enabled by the authority:
The Choose a Test Kit and Choose a Calibration steps are hidden from the selection flow.
The tester selects only their service provider, tester, and certification before clicking Continue.
The test report form may not require the test kit serial number field depending on the organization's form configuration.
💡 If you’d like to enable the Skip Equipment settting for your organization, please reach out to our support team at help@swiftcomply.com and we will submit a request.
FAQ
Q: What happens if my test kit has no accepted calibration?
A: You cannot submit a test report using that test kit. You must first submit a calibration report for the kit, and the authority must accept it before you can proceed.
Q: Can I use a calibration that is in "Submitted" status?
A: No. Only calibrations with Accepted status are valid for test report submission. Wait for the authority to review and accept your calibration before attempting to submit a test report.
Q: How does the system choose which calibration to use?
A: When you select a test kit, the system auto-selects the accepted calibration with the furthest expiration date. You can manually select a different calibration if needed by clicking on its row in the calibration table.
Q: What is the "Skip Test Equipment" setting?
A: This is an organization-level setting that, when enabled, removes the test kit and calibration selection steps from the test report flow. Your authority decides whether to enable this based on local program requirements.