Free template
Calibration tracking spreadsheet
A tracking spreadsheet does one job: tell you what is due next. Enter each instrument's interval and last calibration date, and the Next Cal Due column calculates itself.
Download it as Excel or CSV. No email, no sign-up. A spreadsheet only reminds you when someone opens it, so when you want the reminder to come to you, it imports into CalibrationOS with every column mapped.
Free. No email or sign-up needed to download.
Use it if
- You track fewer than a few hundred instruments and want the due dates worked out for you.
- You sort or filter by due date to plan the month's calibrations.
- You want something you can hand over or import later without retyping.
What is in it
9 columns on the first sheet, 3 example rows to replace, and a How to use sheet in the Excel file.
| Column | What goes in it |
|---|---|
| Asset Tag | Your ID for the instrument, as written on its sticker. |
| Description | What it is, for example “Digital caliper”. The one column every row needs. |
| Location | Where it lives: bench, cell, crib or room. |
| Custodian | The person responsible for it. |
| Status | Active, Out for cal, Out of service, Retired or Lost. |
| Cal Interval (months) | Months between calibrations, for example 12. Blank means 12. |
| Last Cal Date | When it was last calibrated. |
| Next Cal Due | Calculated: the last calibration date plus the interval in months (Excel EDATE). Type over it if a gage has a fixed due date. |
| Notes | Anything else: the certificate number, the result as found, a reminder. |
The example rows
| Asset Tag | Description | Location | Custodian | Status | Cal Interval (months) | Last Cal Date | Next Cal Due | Notes |
|---|---|---|---|---|---|---|---|---|
| QA-0001 | Pressure gauge 0-300 psi | Hydro test stand | M. Lee | Active | 12 | 2026-02-10 | 2027-02-10 | Example row. |
| QA-0002 | Thermocouple reader | Heat treat | M. Lee | Active | 6 | 2026-08-15 | 2027-02-15 | Example row. |
| QA-0003 | Gage block set | Metrology lab | J. Rivera | Out for cal | 24 | 2024-11-01 | 2026-11-01 | Example row. |
How to use it
Download the template
Excel (.xlsx) keeps the due-date formula. CSV has the same columns without formulas.
Fill in each instrument
Asset tag, description, location, custodian and status.
Enter the interval and last calibration date
Next Cal Due fills itself in: the last calibration date plus the interval in months. The formula is already copied down 300 rows.
Sort by Next Cal Due
The top of the list is what to send out next. Instruments past their date are overdue.
Import it into CalibrationOS
Sign up free, open Import and choose the file. Every column maps on its own, you see each row and its due date before anything is saved, and reminders start from there.
Imports as it is
The column names are the ones the CalibrationOS importer reads. Upload the filled-in file and every column maps on its own: no renaming, no mapping to fix. Next Cal Due left blank is worked out from the last calibration date and the interval. You see every row and its due date before anything is saved.
Questions
How is the next due date calculated?
Next Cal Due uses Excel's EDATE: the last calibration date plus the interval in months. If either is blank, the cell stays blank.
Does the spreadsheet send reminders?
No. A spreadsheet only shows what is due when someone opens it. Import it into CalibrationOS and you get an email before each due date and a due list every Monday.
Can I use it in Google Sheets or LibreOffice?
The formula uses EDATE, which Google Sheets and LibreOffice Calc both support. Open the .xlsx file in either.
Will it import into CalibrationOS without changes?
Yes. The column names are the ones the importer reads, so every column maps automatically, and the due dates come across as they are in the sheet.
When the spreadsheet should remind you
Import the spreadsheet and the due list comes to you: an email before each due date and a list every Monday. Free for 25 instruments, no card.