Set up Project Gauge

Before you start

Use a board where each top-level item represents one equipment asset. Add a Text, Status or Dropdown column containing one consistent equipment type per item, such as Pressure Gauge, Laboratory Instrument, Forklift, or Electrical Tester. Project Gauge uses the same workflow across industries because your board defines the equipment and requirements.

Data safety: use synthetic certificate references and avoid medical, personnel or other sensitive information.

First-time setup

Add the Equipment Compliance view to the equipment board.
Open the view and select the equipment-type column.
Choose Connect board. Equipment remains on the monday board.
Create a requirement for each type, including its validity in days, calendar months or calendar years and its due-soon window.

Record a renewal

Open an asset from the Compliance Center.
Select its applicable requirement.
Enter the performed date. Project Gauge calculates expiry from the profile unless you provide an explicit expiry.
Add an optional certificate or reference number and choose Record renewal.

Status rules

Ready: expiry is beyond the warning window.
Due Soon: expiry falls inside the warning window.
Overdue: the latest applicable renewal has expired.
Missing: an applicable requirement has no active renewal or imported expiry date.
Untracked: equipment has no type or matching requirement profile.

If an asset has several requirements, its overall status shows the condition needing the most attention.

Correct a record

Enter a correction reason and choose Void record. The original dates, actor and reason remain visible. Record the corrected renewal as a new entry.

Import existing expiry dates

In Requirements, select a requirement and an existing Date column, then preview the import. Only rows marked Will apply are affected; a recorded renewal takes priority. Check the operational date before relying on the result.

Publish statuses and notify yourself

Create a dedicated Text output column on your board, select it in Project Gauge and save the output choice. Choose Publish statuses now to write a current snapshot. Avoid selecting source columns such as equipment type, location or owner. The column does not update automatically as dates pass. After saving an output column, Notify me about urgent items sends a summary to your own monday notifications when Overdue or Missing items exist. It does not send scheduled reminders.

Export and restore

Export CSV downloads a status snapshot. Export full backup downloads all saved Project Gauge rules, renewals and imported dates as JSON; board items remain in monday. Keep this file secure. Restore is available only in an empty, unconnected Project Gauge view on the same board. Verify the restored records before removing an old view or changing versions.

Optional AI Requirement Assistant

Where enabled, choose an equipment type and enter a policy with an explicit renewal interval. Confirm the disclosure before generation: only the selected type and entered text will be sent through our authenticated gateway to OpenAI. Do not enter certificate numbers, personal data or credentials. Review the proposed name, calendar interval and warning period before choosing Use suggestion. A draft is not a legal or safety decision. Generation never saves automatically. There is a monthly allowance and no automatic retry; manual requirements remain available during an active trial or subscription when AI is unavailable.

Current limits

The app supports top-level items, equipment-type labels matched without case differences, dates and reference text. It does not upload certificate files, QR codes, inventory, maintenance work orders, portals, PDF generation or scheduled reminders. It has no independent durable database or automatic backup.

Contact support

Email support@getprojectgauge.com. Include the board or view name, approximate time, user role and a screenshot without secrets or sensitive certificate data.

Calculated expiry dates

Before saving a renewal, review the live expiry preview. Calendar months and years run through the day before the anniversary (with end-of-month clamping); day-based rules add the specified number of days. For example, 6 calendar months from 13 August 2026 expires on 12 February 2027. You can enter an explicit expiry date from your certificate. Board workflow and batch renewal tools are expandable sections below the equipment list.

Free trial and subscription

The Marketplace offer is a 14-day free trial managed by monday. The remaining time comes from the monday app subscription; opening another view or restoring a backup does not restart the trial. A paid plan is required to continue editing and using AI after expiry. While this view remains accessible in monday, loaded records can still be viewed and exported. No Project Gauge checkout charges you automatically: choose a paid plan through monday and review its price and renewal terms there.

Until Marketplace monetization is activated, private evaluations are arranged through support. A trial shown in the sample demo is synthetic and does not create a real subscription.