The challenge

DM Calibration initially approached Nyble to help them replace their paper based workflow used by engineers in the field. Every engineer relied on printed calibration sheets and large reference books containing tolerance data, safety guidance and regulatory information. Many of these books were hundreds of pages long and had to be stored in their vans and updated manually.

At the end of each week, engineers returned these paper books to the office, where a dedicated team of three people scanned and digitised every result sheet. With millions of calibrations completed over the years, this process created a significant lag between jobs being completed and customers receiving their digital certificates. It was slow, prone to human error and extremely resource intensive. The company even required a dedicated warehouse to store historic calibration books for audit purposes.

During discovery, it also became clear that their existing back office system, developed by a previous supplier, was no longer adequate. It offered basic CRM functionality and allowed staff to look up instruments and book jobs, but it was clunky, slow, buggy and unable to support the scale or complexity of their operations.

DM Calibration needed a modern, integrated solution that would remove their dependency on paper, improve accuracy, increase speed and give both engineers and office staff a platform that could support long term growth.

The solution

Nyble designed and built a fully digital workflow for the entire business, starting with a bespoke tablet application used by engineers on site.

Engineer tablet application

The tablet app replaces all paper based processes and gives engineers everything they need in one place. It allows them to:

• View all instruments assigned for the job
• Perform calibrations directly in the app
• Access the correct tolerances for each item automatically
• Receive clear pass or fail guidance in real time
• Report instrument condition and assign decisions
• Flag when customer equipment needs to be taken back to the lab
• Access their rota and upcoming work
• Track any additional equipment required for the job

As soon as an instrument is calibrated, a PDF certificate is generated automatically and sent to the customer, removing the previous delays caused by weekly scanning.

Back office platform

We also built a complete web based back office system that supports every part of DM Calibration’s operations. The system handles:

• Job booking and scheduling
• Full instrument database and lifecycle tracking
• Proactive reminders for upcoming calibration due dates
• Engineer assignment and route planning
• Lab based calibrations and workflow management
• Document uploads and job related attachments
• Purchase orders, delivery notes, quotes and invoices
• Supplier management and certification uploads
• Notes, status updates and internal communication
• Alerts throughout the job lifecycle
• A structured review and approval process after each calibration

The platform also includes a customer portal, giving clients the ability to manage their instruments, update records, view job history and download certificates at any time.

The result is a unified system that delivers complete visibility and control across field work, lab operations, customer management and compliance.

The impact

Since implementing the new system, DM Calibration now operates with a fully digital workflow from the field to the office. Manual scanning and paperwork have been eliminated entirely.

Key results include:

• 100 percent digital calibration process
• More than £5 million of jobs invoiced through the new platform
• 60 percent reduction in admin time

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