AsepsiTrack — Help Center

Activating & renewing your license

The first thing you'll see on a new install, and again if your license is close to expiring.

When AsepsiTrack opens for the first time, you'll see an activation screen titled "Activation required." Paste the license key your clinic was given into the text box.
Press Activate.
If the key is valid, the app opens straight to your clinic's data. If something's wrong with the key, an error message explains exactly what — for example, that it's expired or doesn't match this clinic.
To check your license status any time, or to renew before it expires, go to Clinic settings and scroll to the License card at the bottom. It shows who it's licensed to, when it was issued, and its expiry date.
Press Change license key there to enter a new one.

⚠Heads up: starting 14 days before expiry, a yellow banner appears across the app reminding you to renew. If the license does expire, the app locks until a new key is entered — so it's worth renewing as soon as that banner shows up.

Adding operators

Operators are the staff names you'll pick from every time you log a cycle or test.

Go to Clinic settings in the sidebar.
Scroll to the Operators card.
Type the operator's name into the field (for example, J. Tremblay).
Press Add operator — or just press Enter.
The name now appears in the list below, and is available to pick anywhere in the app that asks for an operator.

ⓘTo remove someone, press Delete next to their name. This only removes them from the picker going forward — any cycles already logged under their name are unaffected.

Adding a sterilizer

Do this once per physical unit in your clinic, before logging any cycles on it.

Go to Clinic settings → the Sterilizers section, or the Sterilizers tab in the sidebar.
Enter a name or label for the unit — something your staff will recognize, like Autoclave 1.
Fill in the model, serial number, and location if you have them — these are optional but useful for your records.
Choose the sterilizer's class (B, S, or N) if applicable.
If it's a network-connected unit (like a Tuttnauer T-Edge), enter its device IP address to enable importing cycle data directly from it.
Press Add sterilizer.

ⓘYou can edit any of these details later from the same list — click Edit next to the unit.

Logging a new cycle

The core, everyday workflow — one entry per sterilization load.

Go to Log new cycle in the sidebar.
Select the sterilizer running the load. If it already has a cycle in progress, its details load automatically for you to complete.
Select the operator, program, and load type.
Add the packages in the load using Add package — pick from your saved list, or add a custom one.
Press Start cycle once the sterilizer is running.
Once the cycle finishes, come back, select the same sterilizer, and fill in the CI/BI/physical results that appear.
Press Complete cycle. A confirmation window summarizes the sterilizer, operator, and result before saving — review it and confirm.

⚠If the physical parameters weren't within range, or a chemical/biological indicator failed, the confirmation window shows the cycle will be saved as Failed or Recall before you confirm — it also gets logged automatically in the Failures register.

Cycles in progress

See every cycle and test currently running, across all sterilizers, in one place.

Go to Cycles in progress in the sidebar — a badge on this tab shows how many are currently open.
Each row shows the sterilizer, cycle number, and how long it's been running.
Press Open on any row to jump straight to completing it.

Confirming pending BI results

Biological indicators need incubation time — this is where you come back to confirm the result once it's ready.

Go to Pending BI results in the sidebar.
Find the cycle or test waiting on a result.
Once the incubator shows a reading, open the entry and record Pass or Fail.
Save — the record updates and clears from the pending list.

Printing load labels

Print a sticker for each package in a completed load, including a scannable QR code.

Go to Print labels in the sidebar.
Choose the cycle you want labels for.
Review the label layout — adjust it in Settings if labels aren't lining up with your label sheets.
Press Print labels for this cycle.

ⓘEach label includes a QR code with that package's traceability info — cycle number, date, sterilizer, and CI/BI results. The code is read by a scanner connected to your clinic's patient management software, which handles that link on its end.

Daily & weekly tests

Bowie-Dick/Helix (daily) and biological indicator (weekly) tests — separate from regular sterilization cycles.

Go to Daily/weekly tests in the sidebar.
Select the sterilizer and test type. If that combination already has a test running, it loads automatically for completing.
Select the operator, then press Start test.
Once you have a result, select the same sterilizer and test type again, mark it Pass or Fail, and press Complete test.

Marking a sterilizer replaced or in maintenance

For a unit that's temporarily down, or permanently retired — without losing its history.

Go to Clinic settings → Sterilizers.
Find the unit in the list, and change its Status dropdown to In maintenance or Replaced.
Confirm the change when prompted.

ⓘThe unit stops appearing as a choice for new cycles or tests, but every past record stays exactly as it was, and it still appears in reports.

Generating & printing registers

The ODQ/OHDQ-compliant registers, ready to print for inspection or your own records.

Go to Reports in the sidebar.
Choose a date range — use Today, This week, This month, or set custom From/To dates.
Optionally narrow to one sterilizer using the Sterilizer dropdown — leave it on All sterilizers to see everything.
The four registers generate automatically below: Sterilizer, Failures, Unwrapped devices, and Test cycles.
Press 🖨 Print on any register to print just that one.

⚠Keep these registers for at least 5 years, per ODQ/OHDQ guidelines.

Backing up your data

Your clinic's records live locally on this computer — backups are your safety net.

Go to Clinic settings and scroll to Backup & restore.
Press Download backup to save a complete copy of your data as a file.
Store that file somewhere separate from this computer — a USB key, a shared drive, anywhere that isn't only here.
On the desktop app, an automatic daily backup also runs in the background — you can see its status and change where it saves in the same Settings section.

⚠Restoring a backup replaces all current data on this device. Always confirm it's the right file before restoring.