ISO/IEC 17025 · Competence records

ISO 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
Screenshot · Qualification matrix — 16:10 Person · Test method · Competence level · Evidence · Valid until

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

Before the audit
Today With Kollegia

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

ISO 17025 · Chapters 4–8

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.

Ch. 4–5 Structure
Ch. 6 Resources
Ch. 7 Processes
Ch. 8 Management system
The assessor asks

How do you ensure impartiality and how are conflicts of interest documented?

Conflicts of interest
Tap a register — the matching audit question appears here
Competence · Evidence · Approval

Competent is not the same as authorised.

Competence level
0 1 2 3
independent
evidenced
by
Evidence
Training Test Instruction Proficiency test
valid until 03/2027
controls
Authorisation
Test report approval
Method XY
Actual against target

Can this method still be carried out tomorrow?

Not "who is missing what" — but whether the lab is covered.

Tensile test Target 2 · Actual 3
Hardness test Target 2 · Actual 2
Metallography Target 2 · Actual 1
Vertical line = minimum staffing See Skill Audit
Marco, digital colleague for quality management in the Kollegia ISO 17025 software
Marco
ISO 17025 / QMS
Your digital colleague

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.

Permission intersection

Never more rights than its human.

Fail-closed

When in doubt, it asks instead of writing.

Audit trail

Every action traceable.

GDPR · EU hosting EU AI provider Entra SSO Rights down to area level Export PDF / Excel
Setup

Emma sets it up. Not your QM officer on the side.

Emma sets up the QM registers in the ISO 17025 software
Emma
  1. Preconfigured

    Registers, levels and roles are in place. No blank sheet.

  2. Guided setup

    Procedures and target profiles are defined in conversation.

  3. First gap analysis

    In days, not months.

Getting started

No need to request a quote. The price is on the website.

Free
€0 / month
also free on an annual basis
100
AI credits / month

To get to know it

Start for free
Pro
€79 / month
per user
or €790 / year — save 2 months
2,500
AI credits / month

For ongoing operations

Start Pro
Recommended
Max
€199 / month
per user
or €1,990 / year — save 2 months
10,000
AI credits / month

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

Frequently asked questions

Qualification matrix in the ISO 17025 software: competence, evidence and validity in one row

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.

See all questions