Healthcare & labs
Calibration, warranty and compliance in one record
Track clinical and lab equipment through its whole lifecycle — calibration schedules, warranties and audit-ready compliance records.
Portable clinical and lab equipment moves between wards and departments and is expensive to replace. Stackroom tracks where each item was last scanned, who holds it, and whether calibration or servicing is in date — and blocks issue when it is not.
The problem
Sound familiar?
- Calibration and maintenance dates are easy to miss.
- Warranty claims lapse because no one tracked the date.
- Compliance evidence is scattered across spreadsheets.
How Stackroom helps
Everything you need, in one place
Calibration & maintenance
Schedule, track and record every service on the asset's history.
Warranty tracking
Never miss a claim — reminders fire before warranties expire.
Audit-ready records
Signed cycle counts and exports keep you inspection-ready.
How it runs
What this looks like day to day
- 1Register
Record devices and instruments
Equipment is registered with serial numbers, purchase details and the service regime it requires.
- 2Assign
Track by ward or department
Assignment to a department or ward reflects how clinical equipment actually moves, rather than pretending it stays in one room.
- 3Maintain
Keep calibration and servicing current
Calibration and servicing dates warn ahead, so devices are not used outside their certification window.
- 4Evidence
Produce records for inspection
History, servicing and audit records are exportable, so an inspection is answered from the system rather than from a filing cabinet.
In detail
The questions that come up next
Why does device servicing tracking matter most here?
Because a device used outside its service or calibration window is a patient-safety and compliance issue, not just a maintenance oversight. Advance warning attached to the device is what prevents it, and the audit trail is what evidences it afterwards.
Can we restrict who can move or retire equipment?
Yes. Roles govern who can issue, edit and retire, so clinical equipment is not reassigned or written off without appropriate authority.
How does this handle equipment shared between wards?
Assignment can move between departments with a full history, so equipment that circulates is still traceable to where it was and when.
What about documentation for inspections?
Certificates and service records attach to the device, so the evidence sits with the item and can be exported on request.
Searching for equipment is a clinical cost, not just a financial one
Time spent locating a pump, a bladder scanner or a monitor is time not spent on care, and the usual response — buying more units — is expensive and does not fix the underlying visibility problem. Scan-based location turns 'where is it' into a lookup.
Calibration and servicing are gating conditions
Equipment out of calibration should not reach a patient or a sample. Recurring schedules raise the work ahead of the date and record the result against the item, and equipment past its interval can be blocked from issue rather than relying on a sticker and a glance.
Departmental separation with a shared register
Wards, theatres and labs each want control of their own equipment and none of them want to browse everyone else's. Departments and roles give each its own view inside one organisation, which is usually what makes a shared register acceptable at all.
What this is not
Not a medical device management platform, not a regulatory compliance system, and not an EAM for fixed plant. It is a register with custody, calibration scheduling and auditable counts for equipment that moves. If you have obligations beyond that, check them against this list before you commit.
FAQ
Questions, answered
Can we attach calibration and service certificates?
Yes. Documents attach to the device record, keeping evidence and due dates together rather than in separate systems.
Does it support audit trails for compliance?
Yes. Changes, movements and custody are logged with user and timestamp, and can be exported for inspection.
Can access be restricted by department?
Yes. Roles and departmental scoping control who sees and changes what, so wards manage their own equipment appropriately.
Is patient data involved?
No. Stackroom tracks equipment as property, not clinical or patient information, which keeps the data footprint deliberately narrow.
Can we flag a device as out of service?
Yes. Status changes remove it from active use and record why, so it is not picked up and used while awaiting repair.
Can we schedule calibration and PPM?
Yes, as recurring schedules that raise work ahead of the date and record the result against the item. Equipment past its interval can be blocked from issue.
Can each ward or lab manage its own equipment?
Yes, through departments and configurable roles, inside one organisation.
Is this a regulated medical device management system?
No. Stackroom tracks equipment, custody, calibration dates and counts. It is not a regulatory compliance platform, and we would rather say so than let you find out later.
Can we produce an auditable inventory?
Yes. A scoped cycle count records each item verified or missing, closes with a signature and a note, and exports as a document.
Ready to know where every asset is?
Start free — tag your first 100 assets and run a real checkout in your first session. No credit card required.