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Warranties

Warranties

Overview

The Warranties screen records the warranties and service contracts on your Assets: who backs them, from and until when they cover, what they cost, who to call to file a claim and which document supports them.

ActivoHQ warns you before expiry, both on the Dashboard (the coming-due card) and by email, so you have time to renew or to file a claim while the Coverage is still valid.

How to get there

Coverage > Warranties

Direct URL: /Coverage/warranties

Key concepts

Term Definition
Warranty A commitment by the manufacturer, the reseller or a third party to repair or replace the asset over a period.
Manufacturer (type) The original warranty included with the asset.
Extended (type) Additional Coverage bought beyond the original warranty.
Service Contract (type) A maintenance or support agreement with a supplier.
Provider Who backs the warranty: manufacturer, reseller or service company.
Claim contact The phone, email or portal to use when filing a claim.
Expiry date The end of the Coverage. It is the date that triggers the renewal alerts.

Statuses

The Status column is calculated from the expiry date and today's date in the company's time zone:

Status When it appears
Valid More than 30 days remain before expiry.
Expiring soon 30 days or fewer remain.
Expired The expiry date has passed.
Inactive The record has Active unticked; it stays in the history but is excluded from the alerts.

How to use it

Register a warranty

  1. Click New.
  2. In the Coverage section, fill in:
    • Asset (required): choose the covered asset from the drop-down; you can type to search for it.
    • Type: Manufacturer, Extended or Service Contract.
    • Provider (required): who backs the warranty.
    • Contract / reference number (optional).
    • Start date (required) and Expiry date (required).
    • Cost (optional): what the warranty or contract cost.
    • Claim contact (optional).
    • Coverage terms (optional): a rich text editor for detailing what is covered, exclusions and conditions.
    • Notes (optional).
    • Active: ticked by default.
  3. In the Document section, click Upload document to attach the warranty certificate as a PDF or image. To replace or remove it, use Remove.
  4. Click Save.

Edit a warranty

Click the Asset (code) in the table to open the record, change the details and save.

Delete warranties

  • One at a time: right-click the row, choose Delete, and confirm.
  • Several at once: tick the checkboxes and use Delete (N) in the top bar.

If you only want to stop receiving alerts without erasing the history, untick Active instead of deleting.

See the warranties coming due

  • Dashboard: the coming-due card shows warranties, policies and licenses over a 60-day horizon, and includes items that expired in the last 90 days so they do not slip out of sight.
  • Reports > Warranties Expiring: a printable report of the warranties expiring in the range you set.

Fields

Field Type Required Description Validation
Asset Searchable drop-down Yes The asset covered by the warranty. An asset of the active company must be selected.
Type Drop-down No Manufacturer, Extended or Service Contract. None.
Provider Text Yes Who backs the warranty. Cannot be empty.
Contract / reference number Text No The contract's reference. None.
Start date Date Yes The start of the Coverage. None.
Expiry date Date Yes The end of the Coverage; it triggers the alerts. None.
Cost Number No The cost of the warranty or contract. Shown in the company's currency. None.
Claim contact Text No The claims phone, email or portal. None.
Coverage terms Rich text No What is covered, exclusions and conditions. None.
Notes Rich text No Internal remarks. None.
Active Checkbox No Inactive warranties are excluded from the renewal alerts. None.
Document File No The warranty certificate. PDF or image.

Table columns

Column Description
Asset The covered asset's code. Click it to open the warranty.
Name The asset's name.
Type Manufacturer, Extended or Service Contract. Filtered by name.
Provider Who backs the warranty.
Expires The expiry date.
Status Valid, Expiring soon, Expired or Inactive.
Cost The recorded cost, in the company's currency.
Active The record's status.

Automatic alerts

Process Frequency What it sends Recipients
Daily expiry sweep Once a day (12:00 UTC by default) One email per company with the warranties, policies and licenses expiring within the next 30 days Users with the manager permission who switched Coverage alerts on in My profile

The alert for a given item is not repeated every day: it is sent again every 14 days while it is still close to expiry. If your company has not configured outgoing email, the alerts are not sent; see Email settings.

Permissions

Action Permission
View the screen Warranties.View
Create Warranties.Create
Edit Warranties.Edit
Delete Warranties.Delete

Troubleshooting

Symptom Likely cause Resolution
Expiry emails never arrive. Outgoing email is not configured, or the recipients did not switch Coverage alerts on. Check Settings > Email and the notifications section of each owner's My profile.
An expired warranty does not appear on the Dashboard card. It expired more than 90 days ago. Look it up on the Warranties screen or in the warranties report.
The warranty keeps sending alerts even though it was renewed. A new record was created but the old one is still active. Untick Active on the earlier warranty.
The asset does not appear in the drop-down. The asset belongs to another company or has been disposed of. Check the active company in the selector.

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