To get to know it
Start for freeISO 17025 software that keeps your evidence up to date.
Kollegia keeps the qualification matrix, training records and QM registers for ISO 17025-accredited labs in one data model. Continuously up to date, instead of scrambled together before every audit.
- ✓ One source of truth, no copies. No second Excel version that can drift apart.
- ✓ Gaps report themselves. Target profile and actual state are continuously compared — including expiring competence evidence.
- ✓ Competence controls approvals. An approval without valid evidence is not possible.
Qualification matrix in Kollegia — competence, evidence and validity in one row.
ISO 17025 chapters 4–8 as registers: Test methods · Test equipment · Complaints · Nonconforming work · Management review · Corrective actions
Three weeks of preparation, folders, scattered Excel versions
Evidence is there on the cut-off date — because it builds up in operations
Training documented, but not linked to competence
Evidence is linked to the target profile — the gap stands out instantly
Expired qualification surfaces during the audit Expired
It surfaces three months in advance, automatically Valid
Every audit question has a place.
32 registers, assigned to the chapters of ISO 17025 — in place before you start. You fill them during operations, not before the assessment.
“How do you ensure impartiality and how are conflicts of interest documented?”
Conflicts of interest“What is the scope of your accreditation — and is it up to date?”
Accreditation“Which test methods are approved and where is the current version stored?”
Test methods“How are changes to the management system kept traceable?”
Change tracking“How do you monitor and document the environmental conditions?”
Facilities“How is this equipment traceably calibrated?”
Test & measuring equipment“Where do your reference materials come from and how are they traceable?”
Reference materials“How do you check before accepting an order whether you can carry it out?”
Quotes & contracts“How did you verify this standard method before using it?”
Verification“What did you validate this method with?”
Validation“Which test instruction applied on the test day — and in what version?”
Test instructions“According to which plan was the sample taken and who took it?”
Sampling“How are receipt, storage and disposal of the test items documented?”
Test items“How do you substantiate your measurement uncertainty?”
Measurement uncertainty“When did you last take part in a proficiency test?”
Proficiency testing“How do you evaluate the performance of your processes?”
Measuring & analysing“Who approved this test report and with what authorisation?”
Test reports“What became of the last complaint?”
Complaints“How do you handle nonconforming work?”
Nonconforming work“Who may approve this test method — and how do you substantiate that?”
Editing rights“How is your evaluation software validated?”
Software validation“Where is your management system described and who maintains it?”
QM manual“What objectives have you set yourself and how do you measure their achievement?”
Company objectives“Which document version was valid on the test day?”
Controlled documents“How long do you keep technical records and where?”
Retention periods“Which risks have you assessed and what measures followed from them?”
Risks“Which opportunities have you identified and how do you pursue them?”
Opportunities“What feeds your improvements and how are they tracked?”
Improvements“Show the corrective actions including root cause analysis.”
Corrective actions“How is your internal audit plan set up and does it cover all chapters?”
Audit plan“When was the last internal audit — and what followed from it?”
Audits“Minutes of the last management review?”
Management reviewCompetent is not the same as authorised.
by
Can this method still be carried out tomorrow?
Not "who is missing what" — but whether the lab is covered.
Finds the gap before the assessor finds it.
Expiring evidence, open corrective actions, a management review coming due — Marco reports them instead of administering them.
Never more rights than its human.
When in doubt, it asks instead of writing.
Every action traceable.
Emma sets it up. Not your QM officer on the side.
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1
Preconfigured
Registers, levels and roles are in place. No blank sheet.
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2
Guided setup
Procedures and target profiles are defined in conversation.
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3
First gap analysis
In days, not months.
No need to request a quote. The price is on the website.
For ongoing operations
Start Pro →For larger labs
Choose Max → At least 5 users required.Prices per user and month. In the Free plan, AI use ends at the limit; in Pro and Max you top up credits flexibly. Monthly or annual, switchable at any time.
See all pricing →Frequently asked questions
The standard doesn't name a matrix as a format. It requires that competence requirements per activity are documented, competence is monitored and authorisations are evidenced. A competence or qualification matrix is the form commonly used in practice to demonstrably meet this requirement — and the form assessors expect.
A training record proves attendance, a competence record proves ability. The standard targets the latter: it's not enough that someone attended training — the lab must assess and document that the person actually masters the activity.
No. Kollegia doesn't manage samples, measurement data or test orders. It manages the competence and evidence side: who is allowed to perform which activity, what proves it and how long it stays valid. Kollegia runs alongside a LIMS or without one.
For a snapshot yes, for maintaining evidence rarely. Excel has no expiry dates, no version history and no link between evidence and approval authorisation. In practice several versions exist in parallel, and before the assessment the scramble begins.
A digital colleague acts exclusively within the rights of the person it works for, and when in doubt, it asks instead of writing. Every action is logged with timestamp, trigger and executing instance, and is traceable for an assessor.
Yes. The mechanism — requirement per activity, evidenced proof, validity, authorisation — is independent of any standard and works just as well under ISO 9001, ISO 13485 or internal requirements. ISO/IEC 17025 is the most demanding case, not the only one.

