Simplify Lab Equipment Management with Scanlily's Mobile-First Approach

Through its beautifully simple design, Scanlily's equipment management system helps make maintenance tracking and regulatory compliance easy and efficient.

This article explores how Scanlily's innovative QR-based equipment management system tracks diverse instruments across multiple locations in real time, manages calibration schedules, maintains detailed audit trails, assists in equipment training and ensures regulatory compliance.

Mobile first approach

Scanlily's mobile-first approach allows technicians to document calibrations right at the instrument, so everyone in the lab can have access to the data in real-time. Additionally, Scanlily tells you exactly where equipment is located at any time, supporting GMP requirements for controlled environments. Scanlily automatically captures location data whenever an instrument’s QR code is scanned. 

Laboratory staff can instantly access usage instructions, standard operating procedures, calibration status, history, and the upcoming schedule by simply scanning an instrument's QR code - without even needing the Scanlily app installed. When procedures change, updates are immediately available to all users, eliminating the risk of outdated instructions. This instant availability helps put more eyes on regulatory compliance regarding the equipment.

Calibrations

Without systematic calibration management, labs risk generating unreliable data that could compromise research findings or product quality. Scanlily can store calibration records, including certificates, procedures followed, standards used, and validation results directly with the equipment profile. You can set calibration interval notifications based on time, usage, or regulatory requirements. Each instrument maintains a detailed calibration history that includes dates, procedures, standards used, results, and technician information. Scanlily's Document feature allows a single calibration certificate to be assigned to multiple instruments, streamlining documentation for related equipment.

Data Entry

Our amazingly accurate AI image recognition capability captures the item name, make, model, serial numbers, and other information about your equipment– just from a photo! It then populates the description field with robust descriptions and technical information.

Scheduling and booking system 

Email and push notifications ensure nothing falls through the cracks– from maintenance scheduling to calibration intervals. Additionally, users can reserve equipment through a simple calendar interface accessible from both mobile and web platforms. The system can track which personnel are trained and certified to use specific instruments, helping enforce proper usage protocols.

Audits and Regulatory Compliance

Scanlily’s simple design and AI capabilities maintain comprehensive audit trails and save you time. When inspectors or auditors request documentation, lab managers can generate compliance reports with just a few clicks. All maintenance and calibration activities are documented with timestamps and notes. The system can maintain records of who used equipment, when, and for what purpose. 

Scanlily’s reports align perfectly with regulatory requirements including:

• 21 CFR Part 11: Scanlily's secure user authentication, detailed audit trails, and tamper-evident records help labs meet FDA electronic record requirements.

• ISO 17025: The system's documentation feature support the technical competence requirements for testing and calibration laboratories.

• GLP/GMP Guidelines: Equipment qualification, calibration, and maintenance documentation meets good laboratory and manufacturing practice standards.

Equipment maintenance

Scanlily helps extend equipment lifespan through systematic maintenance tracking and scheduling. Lab personnel can flag instruments that require attention by scanning a QR even with no app installed. With Scanlily, maintenance activities can be documented directly at the point of service using mobile devices, ensuring complete records without delays. 

Users can reference real-time reports or ask Scanlily questions in natural language about many aspects of their equipment status. This includes the location, whether it is in use and by whom, when it is scheduled for maintenance or calibration, and when it was last serviced.

Save Money and Time with Scanlily:

Scanlily can help you maintain records of initial purchase costs and make more-informed purchasing decisions with accurate, up-to-date asset information. Scanlily can quickly generate detailed reports for capital planning, insurance documentation, and grant applications. Administrators can analyze equipment use patterns to inform replacement decisions and identify patterns of failure and opportunities for resource optimization. 

Stop wasting time looking for equipment! With Scanlily, researchers can easily find available instruments across departments or research groups, potentially accessing equipment they didn't know was available. Scanlily aims to reduce duplicate purchases while increasing collaborative opportunities.

To learn more about Scanlily's many features, visit our product page or book a one on one demo!