Introducing Warranty Notifications

Imagine this: a videographer on your team checks out one of your most expensive lenses and realizes once on the set the focus wheel got stuck. He brings it back, you immediately start emailing the manufacturer to send it for repairs… only to realize its warranty lapsed a couple of weeks ago and you forgot to extend it. Big bummer. You’ll have to repair the lens at your own expense.

You get it: not keeping track of warranty expiration dates is taking a big risk. We realize, however, how challenging it can be to stay on top of all those dates when you have tons of equipment in inventory. That is why we took our warranty feature to the next level with the expiration notifications.

Don’t like reading?

Vincent will guide you through the new feature.

Warranty notifications

In Cheqroom, you can now set up automated email notifications before warranties expire. It will automatically send a list of items to the right people so that they can take the necessary action to extend it.

Once you pick “warranty expiration” as a trigger for your new notification, you’ll be able to set up:

  • The name of the trigger,
  • The number of months, weeks, days, or hours prior to the expiration it needs to go out,
  • The location(s) it applies to,
  • The users who should be notified,
  • And the subject and body of the email, which you’ll be able to customize or leave to the default.

Better safe than sorry

Want to be on the safe side? We recommend sending notifications at several time intervals and to different people. Here’s what we would do:

  • A first email 90 days before warranty lapses,
  • A second email 30 days before it lapses,
  • And — if you want to be really sure — an ultimate reminder 7 days prior to the expiration date.

The last email might sound like one too many, but here’s the beauty of it: it will only go out if it’s really necessary. If the person in charge of warranties received the first two emails, extended the warranties, and changed expiration dates on time, the last reminder email won’t be triggered.

Warranty information

Before you start setting up your warranty expiration notifications, you’ll need to make sure Cheqroom has the necessary information. So let’s take a step back. If you haven’t done so, you’ll need to enter the warranty expiration date for each item in your inventory, or at least those items you can’t afford to get out of it.

Adding the “Warranty date” column to the item list view will give you a clear idea of the items you didn’t fill in an expiration date for.

For those items that do have warranty information, the date will appear in black and change to red when it lapses.

Warranty reports

Another way to anticipate equipment warranties lapsing is running a monthly or quarterly warranty report.

You’ll get up-to-date warranty information across your entire inventory and know exactly what items will soon be out of it. This way, you can plan extensions way ahead of their expiration date.

💡Pro tip: Only want to see data that is relevant to you? Narrow your reports down to a single location or equipment category.

Voilà! That’s it for warranties. Go straight to your account to set up your warranty notifications, and don’t let warranty expirations take you by surprise!

Dec 19, 2019 Written by Hana Belbecir