The warranty in a binder
The roof warranty is in a three-ring binder in the owner’s maintenance closet. Or it was, before the facilities manager changed.
Every warranty, filed with the equipment it covers.
List the building’s equipment by CSI division as it goes in, attach the warranty and the O&M manual, and hand the owner a record they can actually search.
- Filed by
- CSI division, asset and unit
- Title
- Warranties & O&M
- Sheet
- C-002
Where warranties go missing
Which unit was it?
RTU-3 is down. Who installed it, when, and is it still under warranty? The answer is in an email from two years ago.
The O&M manuals nobody saved
The sub sent the O&M PDF the week before turnover. It went into a folder called “closeout misc”.
How it works
From install to handoff in four steps
- 01
List the equipment as it goes in
Add each asset under its CSI division: the manufacturer, model, installer and supplier, then each unit with its location, tag, serial number and install date.
- 02
Attach the warranty and the O&M
Record each warranty with its type, coverage, term, start and end dates, the provider and who to call for a claim. Attach the O&M manual and other documents to the asset.
- 03
Tag the job’s paperwork to itAs you work
Tag the approved submittal, the RFI, the punch item or the task to the asset it was about. Each of those pages shows the link back.
- 04
Hand it overAutomatic
Toggle which assets go in the handoff. The owner gets a PDF with photos and the certificates of occupancy, and a link they can open without a login.
Built for the day something breaks
Warranties that show their age
Every warranty has a start and end date, and one past its end date is marked Expired, so a dead warranty never reads as live.
Units, not just products
One asset type, “Interior doors”, with each physical unit under it: room, tag, serial number, install date.
QA inspections on the asset
Who inspected it, when, and the result: passed, failed, conditional or pending, with the report attached.
Bring in what you have
Import assets from a CSV and export them any time.
For the owner
Open on a phone in the mechanical room
The owner’s link works on a phone without an account. Find the equipment, see whether the warranty is still good, and know who to call.
- Assets by CSI division, with photos
- Warranty dates and the claim contact
- Only what you chose to hand over
From the job
The approved submittal, already on the asset
Tag the submittal for the rooftop units to the rooftop units. When the owner opens the asset, the approved product data is right there with the warranty.
- Submittals, RFIs, punch items and tasks
- A panel on each one shows the asset
- No binder to put together at the end
Questions we get asked
What is an O&M manual?
The operation and maintenance manual: the documents an owner needs to run and maintain what was installed, from equipment data and maintenance schedules to warranties. ProjectAire files them against each asset.
How do I track construction warranties?
Add each warranty to the asset it covers with its type, coverage, term, start and end dates, the provider and the claim contact. Warranties past their end date are marked Expired.
What does the owner get at handoff?
A PDF of the assets you chose to include, with photos and the certificates of occupancy from permits, and a login-free link to the same record. You can allow downloads, set an expiry and revoke the link.
Who can see the Owner’s Manual?
Your admins, who put it together, and the client, who reads it. Other team members and subs don’t see it.
Can I add equipment to a job that’s already underway?
Yes. Add assets whenever you like, or import them from a CSV. Tag the submittals and RFIs you already have to them.
Do I get reminders before a warranty expires?
Not yet. Each warranty shows its end date and is marked Expired once it passes, on the asset and in the handoff.