Calibration reminders that actually fire
Escalating alerts at 30 days, 14 days, 7 days and on the due day, then weekly until someone acts. Every send is logged, and you can send yourself a test alert before you have to trust it.
The short version
A recall system has one job: no instrument slips past its due date unseen. Gaugelog runs recall as an escalation ladder, with email digests at 30, 14 and 7 days before due and on the due day itself, then weekly for as long as an instrument sits overdue. Sends are grouped into one digest per recipient, never one email per instrument, and every delivery is written to a log with recipient, time and status, so the team can verify what was sent and whether it succeeded. A test button sends a real digest immediately, giving you a concrete check before relying on the schedule for a live due date. Details checked 11 July 2026.
How the recall workflow runs
Recall is the part of calibration management that must work unattended. Here is the machinery, step by step.
Escalation before the due date
Alerts fire at 30, 14 and 7 days before due and on the due day itself. The thresholds are configurable per account; those are the defaults. Four chances before a gauge can fall overdue, each one closer and harder to ignore.
Escalation after the due date
An overdue instrument does not fall silent. It moves to the top of the digest and repeats weekly by default, daily or monthly if you choose, until a calibration is logged. Retired and lost instruments are the only ones that never fire.
One digest, not an inbox flood
Everything due lands in one email per recipient, grouped into overdue, due today and upcoming. Recipients are set per account and per instrument, and an instrument's assignee is included automatically. An alert system people mute has already failed; the digest is built to be read.
The delivery log
Every send is recorded: recipient, subject, time, delivery status and which instruments were in the digest. Failed sends are logged too, with their status. When someone asks whether the warning went out before the miss, you answer from the log.
The test button
Settings has a button that emails you a real digest immediately: everything currently due or overdue, or an explicit all-clear if nothing is. Press it on day one. A recall system you have never seen fire is not yet a system.
Repeat reminders before a date becomes a miss
A single reminder can arrive during leave or disappear under other work. Gaugelog sends four alerts before the due date and repeats weekly afterward, so the due item stays visible until the calibration record closes it.
Verify every send from the delivery log
Gaugelog writes every send to the delivery log, including failures, with its recipient, time, status and included instruments. The quality team can check delivery from Settings instead of assuming the reminder job ran.
Batching that never skips
If you set a weekly digest cadence, thresholds that cross mid-week fold into the next send day. Nothing is dropped for arriving at the wrong time; it is batched. The rule: every instrument that crossed a threshold appears in the next digest, every time.
Product scope
- Delivers one email digest per recipient, with account recipients, instrument recipients and assignees included automatically.
- Calculates reminders from the calibration record, repeats while overdue and logs every send, including failures.
- Lets the quality team configure thresholds and daily, weekly or monthly digest cadence, then verify the workflow with a real test send.
See the evidence Gaugelog produces
Open the calibration certificate and audit pack Gaugelog produces before you create an account. Both samples are generated by the product from clearly fictional data.
Weighing it against another tool?
The GAGEtrak comparison covers licensing, deployment, reminder workflow, import services and fees with dated sources.
Gaugelog vs GAGEtrakRelated software pages
Calibration tracking software
Track every gauge, its due date and its history in one register. Use it as calibration log software that also sends escalating reminders and keeps the evidence behind every row ready to export.
Calibration management software
Keep the full calibration record chain in one shared system: instrument status, due dates, completed work, certificates, exceptions and audit evidence.
Gauge tracking software
One register that answers the shop-floor question: where is this gauge, is it safe to use, and when is it due? Unlimited users on every plan, so the person asking can look it up.
Questions, straight answers
What is a calibration recall system?
The machinery that calls instruments back for calibration before they fall overdue: due dates per instrument, escalating alerts as the date approaches, repetition while overdue, and a record of what was sent. Recall here means calling gauges in for service; it is unrelated to a product recall.
What are the alert thresholds?
By default, 30, 14 and 7 days before the due date and the due day itself, then weekly while overdue. Both sides are configurable per account: the pre-due steps, the digest cadence (daily, weekly or monthly) and the overdue repetition.
Who receives the alerts?
Account-level recipients you configure, plus optional extra recipients per instrument, plus the instrument's assignee. Each person gets one digest covering everything relevant to them, grouped into overdue, due today and upcoming.
How do I know the alerts actually work?
Press the test button in Settings. It emails you a real digest immediately, marked as a test in the subject and in the delivery log, with an explicit all-clear if nothing is due. Do it before you trust the system, not after.
What happens if a send fails?
The failure is written to the delivery log with its status rather than vanishing. The log keeps recipient, subject, time and which instruments were covered, newest first, in Settings.