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Warranties

Enterprise feature

Asset management is available on the Enterprise plan. Compare plans to find the right fit for your business.

Keeping track of warranty coverage prevents you from paying for repairs that should be covered by the manufacturer or vendor. FSM Navigator lets you store warranty details on every asset, sends notifications before warranties expire, and helps you manage claims when equipment fails under coverage.

Add warranty information

  1. Open the asset's detail view.
  2. Select the Warranty tab.
  3. Click Add Warranty.
  4. Fill in the warranty details:
Field Required Description
Warranty provider Manufacturer, vendor, or extended warranty company
Start date When coverage begins
End date When coverage expires
Coverage type Full, parts only, labor only, or extended
Terms & conditions Summary of what is and is not covered
Contact information Phone, email, or web portal for filing claims
Policy or contract number Reference number for claims
Notes Additional details about the warranty
  1. Click Save Warranty.

Add multiple warranties

An asset can have more than one warranty — for example, a manufacturer warranty and a separate extended warranty. Add each one individually so you can track their coverage periods independently.

Warranty status indicators

FSM Navigator automatically calculates the warranty status based on the current date:

Status Indicator Meaning
Active Green Currently covered — expires in the future
Expiring soon Amber Expires within 30 days
Expired Red Coverage has ended

These indicators appear on:

Expiry notifications

FSM Navigator sends notifications before a warranty expires so you can take action — renew coverage, file pending claims, or plan for future repair costs.

Notification timeline

Timing Notification
30 days before expiry First notification sent to asset managers
7 days before expiry Reminder notification
On expiry date Final notification — warranty has ended

Notifications appear in the FSM Navigator notification center. Email notifications are sent to users with asset management permissions.

Adjust notification timing

Notification timing is configured at the system level. Contact your administrator if you need different lead times for your warranty alerts.

Track a warranty claim

When an asset fails under warranty, you can track the claim process directly in FSM Navigator.

File a claim

  1. Open the asset's Warranty tab.
  2. Click File Claim on the active warranty.
  3. Fill in the claim details:
Field Description
Issue description What failed or is malfunctioning
Date of failure When the issue was discovered
Linked job Optionally link to the job that identified the issue
Claim reference Claim number from the warranty provider (if already filed)
  1. Click Submit Claim.

Claim statuses

Status Meaning
Filed Claim has been submitted to the provider
In review Provider is reviewing the claim
Approved Claim approved — repair or replacement authorized
Denied Claim rejected by the provider
Closed Claim resolved and completed

Update the claim status as you hear back from the warranty provider to keep your records current.

View warranty history

The Warranty tab shows all current and past warranties for an asset, including:

  • Active warranties with remaining coverage.
  • Expired warranties with their original coverage dates.
  • Claim history — all claims filed against each warranty.

This history is useful when evaluating whether to purchase extended warranties for similar equipment in the future.

Best practices

  • Enter warranty details when you create the asset — this ensures nothing is missed.
  • Store the policy number — you will need it when filing claims.
  • Save contact details — having the claims phone number or portal URL readily available saves time during emergencies.
  • Review expiring warranties monthly — use the warranty expiry report to catch warranties before they lapse.
  • Keep claim records updated — tracking outcomes helps you evaluate warranty providers over time.
Can I attach warranty documents?

Yes. You can upload PDF copies of warranty certificates or terms documents to the asset's Documents tab. Reference them from the warranty record.

What happens when a warranty expires?

The warranty status changes to Expired and the indicator turns red. The warranty record remains on the asset for historical reference. Future repairs on the asset are your responsibility unless you have another active warranty.

Can I track warranties for leased equipment?

Yes. Leased assets can have warranties just like owned assets. Track the lease agreement separately and add any manufacturer or third-party warranties to the asset record.