Warranty Management Overview

The Warranty Management module in Fleetio gives users the ability to add standard and extended warranty coverage on individual vehicles and track warranty status, in-service date, end date, and primary and secondary meters.

Watch the video for an overview of Warranty Management, or follow the step-by-step directions.

Warranties Index

Click Warranties in the Sidebar Navigation to view the Warranties Index.

The Warranties Index shows you all warranty policies currently applied to vehicles.

1. Use Filters to filter the index by Vehicle Type, Vehicle Group, Coverage Type, and Status, or click Filters to select custom filters.
2. You can Group your warranties by Vehicle (as shown in the image below) or None to view all warranties in a single list.
3. Click the Index Settings button to customize your columns
4. Click the More Actions button for a warranty to view, edit, or delete it.

Adding New Warranties

You can add warranties to Fleetio by Import, using a Coverage Template, or by manually adding the Warranty Details.

Importing Warranties

Fleetio supports importing warranty details for multiple vehicles using a CSV file.

You can learn more about importing warranties in the Warranty Import Guide.

Coverage Templates

Coverage Templates can be used to quickly apply a collection of coverages to one or more vehicles. Fleetio generates Coverage Templates based on the standard warranty coverage from the vehicle manufacturer, but you can also create your own Custom Warranty Templates.

To apply a Coverage Template to a single vehicle:

1. In the Warranties Index, click the + Add Warranty button.

2. Use the drop-down to choose the Vehicle you want to add a warranty for.
   • Once you select a Vehicle, any existing warranties already applied to that vehicle will be displayed in the Added Warranties section on the right.

3. Use the Coverage Template drop-down (a) to select a template
4. (Optional) Enter Manufacturer, Warranty Vendor, Contract ID, and Vendor Link information
5. Review the coverage in the Template Coverage Preview section (b)
   • If you need to remove a component from the template coverage, click the X (c) to delete it.
6. Enter the Start Date (d) and Start Meter (e) for the warranty coverage

7. Use the Documents section to upload documents related to the warranty. Drag and drop documents here, or click to choose the files from your computer.

8. Click the Save Warranty button to finish.

Manually Add Warranties

To manually add Warranties to Fleetio:

1. In the Warranties Index, click the + Add Warranty button.

NOTE: You can also add a Warranty from a Vehicle Details Page by clicking the + Add Button and selecting Add Warranty.

Warranty Details

In the Warranty Details section:

2. Use the drop-down to choose the Vehicle you want to add a warranty for.
   • Once you select a Vehicle, any existing warranties already applied to that vehicle will be displayed in the Added Warranties section on the right.

3. Select either Standard Warranty or Extended Warranty, depending on the type of coverage you're adding.
4. Add the following information to the Warranty Details form (all fields with a * are required):
   • * Warranty Name - the name must be unique to the vehicle
   • Description - a description of what the warranty covers
   • Manufacturer - Vehicle manufacturer
   • Warranty Vendor - if there is a specific vendor that must repair the vehicle as outlined in the warranty
   • Contract ID - a field associated with the contract number of the warranty coverage
   • Vendor Link - link to the Vendor website
   • * Start Date - the date the customer considers the vehicle to be in service, which will be the first date that the warranty period starts
   • * Coverage Duration - the length of time the warranty policy is active. Use the drop-down to choose a duration in years or months.
   • End Date - automatically calculated once you enter a Start Date and Coverage Duration
   • * Start Meter - meter reading at the time the vehicle is considered in service
   • * Coverage Distance - the distance the warranty coverage exists. Check the Unlimited checkbox if warranty mileage is unlimited.
   • End Meter - automatically calculated once you enter a Start Meter and Coverage Distance

Maintenance Categorization

Applying Maintenance Categorization to this Asset's coverage will surface claim opportunities when a Work Order form includes a Service Task with the same code

In the Maintenance Categorization section:

5. Click + Add Maintenance Categorization.

Components

In the Components Section:

6. Click + Add Component to add the vehicle components covered by the Warranty.
   • You must complete all required fields in the Warranty Details form to add components.

7. Add the following information for your component (all fields with a * are required):
   • * Component Name - describes the vehicle component that is covered (e.g. brakes, Powertrain, etc.)
   • Description - add an optional description of what is covered

8. Click Save Component or Save and Add Another, if needed.
9. The Components you add will be shown in the Warranty Details form. If you need to edit or delete a Component, click the More Actions button.

Documents

In the Documents section:

10. Upload documents related to the warranty. Drag and drop documents here, or click to choose the files from your computer.

Save the Warranty

11. When you're finished, click Save & Add Another to save this warranty and open a blank form, or click Save Warranty to save and exit.
    • If you Save & Add Another, the saved warranty will be added to the Added Warranties section on the right.

Add Warranties to Multiple Vehicles

You can add Warranty details to multiple vehicles at once in the Warranties Index.

1. Click the More Actions Button and select Add Warranties to Multiple Vehicles

2. Use the Vehicles drop-down (a) to select the vehicles, then enter the warranty Start Date (b) and Start Meter (c) for each.

3. Click the Continue button.
4. Under Coverage Type, select how you'd like to add your coverage:
   • Standard Warranty - Manually enter standard warranty coverage information
   • Standard Templates - Use a Coverage Template
   • Extended Warranty - Manually enter extended warranty coverage information

If you selected Standard Warranty or Extended Warranty, see Step 4 under Manually Add Warranty Details above to finish entering your coverage details.

If you selected Standard Templates, see Step 3 under Coverage Templates above to continue adding coverage from a template.

View Warranty Policies on a Vehicle Details Page

1. From the sidebar navigation, click Vehicles and select Vehicle List.
2. Select a Vehicle.
3. Click the Warranties tab on the Vehicle Details page.

The Warranty tab will display a list of warranty policies. This is unique to the vehicle and represents a set of coverage policies.

• The Coverage Type column lets you quickly see if a Warranty is Standard or Extended
• Click the More Actions button to view, edit, or delete the Warranty, or click the row to view more details.

You can also add a Warranty directly from the Vehicle Details page by clicking the Quick Add button and selecting Add Warranty.

Warranty Opportunities on Work Orders

When creating or viewing a Work Order, it's important for mechanics to see what warranty coverage(s) are active before completing a repair.

Creating or Editing a Work Order

When creating or editing a Work Order, the Warranty Opportunities section on the form will display the Total vehicle coverage breakdown for the vehicle, showing the number of active, expiring soon, and total warranties. Click to navigate to the Vehicle Details page, where you can see more information on the warranties.

If the vehicle has an active warranty that covers the service being performed (based on the selected Maintenance Categorization codes) you'll be shown the warranty opportunities. Click View Active Coverage to navigate to the Warranty Details page for that specific coverage.

Technicians can enter the Complaint, Cause, and Correction information here. These are required for warranty claim processing.

Warranty Credits on Work Orders

If you would like to add a warranty credit to a Work Order, enter it in the Warranty Credits field under Line Items. The credit will then be deducted from the subtotal.

Warranty Opportunities on Work Order Details

After selecting a Work Order on the Work Order index, you will be taken to the Work Order details page, where you can view more information.

On the right side of the Work Order details page, you can reference the Warranty Opportunities card, where you can see the number of Active, Expiring Soon, and Total Warranty Coverages for the vehicle. Click Total Vehicle Coverage Breakdown to navigate to the Vehicle profile where you can see more information on the warranties.

Import Warranty Information

Fleetio also allows you to import the details of multiple warranties at once. Learn more in the Warranty Import Guide.

Export Warranty Information

If you need to export your warranty information, you can export it from the Warranties Index as a CSV file.

1. Click Warranties in the Sidebar Navigation.
2. Click the More Actions button and select Export Data.

3. Choose to export only the Visible Columns or All Columns, and select your preferred file format: CSV or XLSX.

4. Click the Export button to download your file.

Warranties in Fleetio Go

Warranty Coverages can be viewed in Fleetio Go for easy access. For more information, see Warranty Management in Fleetio Go.