Equipment Management
Qualification · Calibration · Maintenance · Asset Lifecycle
Every instrument qualified, every calibration current, every maintenance window closed — without a spreadsheet holding it together. Replace paper logs and calendar reminders with a controlled asset register that enforces your qualification requirements, schedules maintenance automatically, and gives inspectors a complete equipment history in seconds.
A complete asset register, not just a list
Every piece of equipment in Kintavo has a full history — qualification records, calibration results, maintenance logs, associated deviations, and linked SOPs — all in one place, traceable to the instrument serial number.
Schedules that enforce themselves
Calibration and maintenance intervals are set once and Kintavo handles the rest. Reminders fire automatically. Overdue instruments are flagged before they create a nonconformance. Nothing depends on someone remembering.
AI that monitors equipment health
Kintavo AI tracks calibration drift, flags instruments appearing repeatedly in deviation records, and surfaces maintenance patterns that suggest an instrument is trending toward failure — before it fails during a run.
From IQ to retirement — in a single record.
Every event in an asset's lifecycle lives in Kintavo. Qualification protocols, calibration history, PM records, change controls, and decommissioning — one record, complete history, instant retrieval.
Overdue equipment doesn't quietly stay in use.
When equipment is overdue for calibration or PM, Kintavo can lock its status to prevent use on active studies or batches — enforcement, not reminders.
Every asset. Every event. One audit trail.
From the first qualification protocol to the final decommissioning record, every event is captured in one record — and retrievable in seconds.
Qualify
IQ / OQ / PQ protocols and records linked to the asset.
Operate
Asset status tracked: qualified, in-service, under maintenance.
Maintain
Calibration and PM scheduled. Status locks on overdue items.
Change
Modifications routed through formal change control.
Retire
Decommissioning documented. Historical record retained.
Equipment doesn't live alone.
Every asset links to the calibration records, PM history, deviations it caused, changes that affected it, and procedures that run on it.
Ready to see the full platform working for your organization?
Book a personalized demo. We'll show you Kintavo configured for your regulatory environment and your specific workflows — not a generic product tour.
FAQ Questions & Answers
Q: What types of equipment can be managed in Kintavo?
Any equipment asset your quality program needs to track — analytical instruments, production equipment, clinical laboratory analyzers, point-of-care devices, environmental monitoring equipment, and calibration standards. Each asset type can have its own qualification requirements, calibration intervals, maintenance schedules, and documentation templates. If your SOPs reference it, Kintavo can manage it.
Q: How does Kintavo handle calibration scheduling and reminders?
Calibration intervals are set on each asset record — daily, weekly, monthly, quarterly, or any custom frequency. Kintavo calculates the next due date from the last completed calibration and sends automated reminders to assigned owners before the due date. Overdue instruments are flagged in the dashboard and can be configured to trigger a notification to QA. Nothing depends on a calendar invite or a manual check.
Q: What happens when a calibration fails or an instrument goes out of tolerance?
Kintavo can be configured to automatically initiate a deviation record when a calibration result falls outside defined acceptance criteria. The deviation is pre-populated with the instrument details and linked to the failed calibration record. The instrument can be flagged as out of service and locked from use in affected workflows until it is recalibrated or dispositioned. The full chain — out-of-tolerance result, deviation, investigation, and return to service — is captured in one traceable record.
Q: How does Equipment Management connect to other modules?
Equipment records in Kintavo are linked across the platform. Deviations can reference the instrument involved. CAPAs can be initiated from equipment-related nonconformances. SOPs that govern instrument use are linked to the asset record. Training records for instrument operators are associated with the equipment they're qualified to use. When an instrument has a problem, the rest of the quality system knows about it automatically.
Q: Does Kintavo support instrument qualification — IQ, OQ, PQ?
Yes. Equipment records can include structured qualification documentation — Installation Qualification, Operational Qualification, and Performance Qualification — with templates, evidence attachments, approval workflows, and electronic signatures. Qualification status is tracked on the asset record and linked to the applicable validation protocols. Requalification triggers can be configured for major maintenance events, moves, or software updates.
Q: Can we track preventive maintenance separately from calibration?
Yes. Calibration and preventive maintenance are managed as separate schedules on the same asset record. Each has its own interval, assigned owner, task checklist, and completion requirements. This means a single instrument can have a monthly calibration schedule and a quarterly preventive maintenance schedule running independently, with separate workflows and separate audit trails.
Q: How are equipment records connected to SOPs and work instructions?
Each equipment asset can be linked to the SOPs, work instructions, and forms that govern its use, cleaning, calibration, and maintenance. When those documents are revised, the instrument record is updated automatically and the relevant staff are flagged for training. This keeps your equipment program and your document control program synchronized — a connection that most quality systems require on paper but rarely enforce in practice.
Q: Is the equipment record 21 CFR Part 11 compliant?
Yes. Every action on an equipment record — qualification completion, calibration entry, maintenance closure, out-of-service status changes, return to service approvals — is captured in a time-stamped, user-attributed audit trail that meets 21 CFR Part 11 and EU Annex 11 requirements. Electronic signatures are required for approval steps. The full history of any instrument is exportable for inspection in seconds.
Q: Can we manage equipment across multiple sites
Yes. Equipment records in Kintavo are site-aware. Each asset is assigned to a facility location, and dashboards can be filtered by site, department, or instrument type. Multi-site organizations can manage their entire equipment program from one platform while giving site-level QA teams visibility into only the assets relevant to them. Cross-site trending — identifying the same instrument model failing at multiple locations, for example — is available from the central dashboard.
Q: What does implementation look like for Equipment Management?
Your implementation lead works with your QA team to build your asset register, configure calibration and maintenance schedules, set acceptance criteria, and connect equipment records to your deviation and document control workflows — typically within the first two to three weeks of onboarding. Existing asset lists and calibration logs can be migrated from spreadsheets. Most customers have their full equipment register live within 30 days of kickoff.
Your equipment records are scattered across spreadsheets, paper logs, and filing cabinets — and none of them talk to each other.
A calibration log in one place. A maintenance schedule in another. Qualification documentation in a binder somewhere. When an inspector asks for the complete history of a specific instrument — every calibration result, every maintenance event, every deviation it was involved in, and every SOP that references it — most quality teams spend hours or days pulling it together manually and hoping the paper trail is intact.
Kintavo Equipment Management gives you a single controlled asset register for every instrument in your facility. Calibration schedules that fire automatically. Maintenance workflows that cannot be skipped. Qualification records linked to every run the instrument touched. And when something goes out of tolerance, Kintavo flags it, routes it, and initiates the deviation — so nothing falls through the cracks between your equipment program and your quality system.