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
- Open the asset's detail view.
- Select the Warranty tab.
- Click Add Warranty.
- 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 |
- 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 |
|---|---|---|
| Scheduled | Blue | Coverage starts on a future date — shows how many days until it begins |
| Active | Green | Currently covered — expires in the future |
| Expiring soon | Amber | Expires within 30 days |
| Expired | Red | Coverage has ended |
These indicators appear on:
- The asset's Warranty tab.
- The asset list (as a column or icon).
- Warranty expiry reports.
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 | Notification sent to asset managers (lead time is configurable by your administrator) |
| 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
- Open the asset's Warranty tab.
- Click File Claim on the active warranty.
- 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) |
- 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.
Service contracts
A warranty covers one asset. A service contract — or service agreement, or maintenance contract — is the arrangement itself: a coverage period, a response commitment, a fee, and the set of assets it covers. One agreement can span many assets without being retyped on each of them.
Open Service Contracts from the side menu to see every agreement, when it ends, and how many assets it currently covers.
Service agreements have their own section
Creating agreements, choosing exactly what they cover, response times, fee handling, renewals and reminders are all covered in Service agreements and maintenance contracts. Start there rather than here.
- Creating a service agreement — every field on the form
- Coverage and covered items — what an agreement actually waives
- Contract SLAs — the response promise
- Renewing a service agreement — rolling a term forward
Compliance certifications
Certifications record inspections, licenses, and certificates an asset must hold — a pressure-vessel inspection, a calibration certificate, a lift examination. Open Assets → Certifications to see them with their expiry dates and current status.
Add a certification
- Open the Certifications tab and click Add Certification.
- Choose the asset the certificate belongs to.
- Fill in the details:
| Field | Required | Description |
|---|---|---|
| Asset | The asset the certificate is issued against | |
| Certification name | What the certificate is for | |
| Issue date | When it was issued | |
| Certificate number | The issuing body's reference | |
| Issuing authority | Who issued it | |
| Expiry date | Leave empty for a certificate that never expires | |
| Status | Valid, Expiring, Expired, Revoked, or Pending | |
| Warning | How many days before expiry you want to be warned. Every certificate is warned at least 30 days ahead; enter a larger number to be warned earlier | |
| Notes | Anything else worth recording |
- Click Save Certification.
An expiry date is what makes a certificate alert you
A certificate with no expiry date never triggers a reminder — that is the point of leaving it empty for something permanent. If you want to be warned before a certificate lapses, give it an expiry date and a warning period.
The asset is fixed once the certificate is saved
A certificate belongs to the asset it was issued against, so the asset cannot be changed afterwards. If you recorded it against the wrong asset, delete it and add it again.
Certification status
| Status | Meaning |
|---|---|
| Valid | In force, and the only status the expiry check watches |
| Expiring | Inside its warning window |
| Expired | Past its expiry date |
| Revoked | Withdrawn by the issuing authority |
| Pending | Applied for, not yet issued |
Related guides
- Managing assets — add warranty details when creating assets
- Maintenance scheduling — schedule maintenance to protect warranty coverage
- Reports — generate warranty expiry reports
- Asset lifecycle — plan for post-warranty lifecycle stages
- Service agreements — the agreements that cover the work, not just the asset