# Warranty management

> Record equipment warranty coverage, dates, terms, and service contacts, then keep supporting documents handy when the facility team needs help.

Source: https://docs.specset.com/docs/warranties · Section: After Handoff · Last updated: 2026-10-08

Keep warranty information on the installed asset so the person arranging a repair can find the coverage, supporting paperwork, and right contact in one place. An asset can have several warranties, such as manufacturer parts coverage and a separate workmanship warranty.

> **Availability:** Warranties are available with F&M or Closeout enabled. Choose a facility and open **Assets**, or use **Closeout → Assets** in a construction project. Adding or editing warranties requires permission to manage closeout.

## Find an asset's coverage

Open the asset and select **Warranties**. Expand a warranty card to see its dates, terms, product, and claims contact. Check the equipment tag and location before relying on the record, especially when several units share the same model.

![An air handling unit's Warranties tab with separate manufacturer and workmanship coverage, dates, terms, and service contacts](https://docs.specset.com/images/docs/warranties/asset-coverage.png)

The **Active** or **Expired** badge is based on the recorded expiration date. A record without an expiration date has no date-based status. Read the terms and source documents to understand what is covered.

## Add a warranty

1. On the asset's **Warranties** tab, click **Add warranty**.
2. Choose the **Kind**, such as Manufacturer, Standard, Extended, or Workmanship. Select a **Product** when the coverage is tied to a particular product.
3. Enter the **Start Date** and **Period (months)**, or the stated **Expiration Date**.
4. Use **Terms** to record the useful details: covered parts or labor, exclusions, and any maintenance or registration requirements.
5. Expand **Claims contact** and add the service contact, phone or email, and any response-time or priority instructions.
6. Add a **Source reference** to the document or submittal attachment supporting the record, then click **Create**.

Keep separate coverage in separate records. For example, a two-year parts warranty and a one-year installation warranty may have different dates, terms, and contacts.

![Warranty editor showing coverage dates, a two-year period, terms, and the claims contact fields](https://docs.specset.com/images/docs/warranties/coverage-details.png)

## Confirm the dates

Entering a start date and period calculates the expiration date. If the certificate states a different end date, enter it directly; later changes to the start date or period keep that override. Use **Sync to start + period** to return to the calculated date.

Check whether coverage starts at delivery, installation, commissioning, or another milestone. If the date has not been confirmed, leave it unset and record what still needs confirmation in **Terms**.

Review expiring warranties from the facility **Dashboard** and **Schedule → Calendar**. The **Schedule** timeline also shows warranty coverage alongside maintenance activity, helping you plan inspections before coverage ends.

## Keep the paperwork with the record

After creating the warranty, reopen it for editing to use its documents panel. Link the certificate, terms, claim form, or correspondence from the project's documents and choose the appropriate document roles. Use **Save** when changing the warranty fields.

Upload missing files through [Documents](https://docs.specset.com/docs/documents). Keep the full certificate linked even when you have summarized its terms; a short note should help the team find the answer, while the original document supplies the detail.

## When equipment needs service

Start at the asset's warranty record and gather:

- **Equipment identity:** Tag, model, serial number, and installed location.
- **Coverage:** Dates, relevant terms, and the certificate or claim form.
- **Service history:** Related work orders, maintenance records, and evidence of the problem.
- **Contact instructions:** The listed service provider and any priority or response-time information.

Contact the provider using the recorded instructions. Saving a claims contact does not submit a claim. Track the repair through a [work order](https://docs.specset.com/docs/maintenance#perform-and-complete-a-work-order), and link supporting correspondence to the warranty so the next person can follow the history.