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Warranty Registration

The Warranty Registration add-on lets your customers activate their product warranty in seconds — by scanning a QR code on the product itself. Whether they bought directly from you or through a dealer, every registration lands in one place, so you always know who owns your products and whether a unit is under warranty.

What You Get

  • A registration page for every serialized unit — each serial number gets its own permanent web link and QR code. Before registration it shows a signup form; afterward it becomes a live warranty-status page the customer can revisit any time.
  • Dealer-channel visibility — customers who bought through a dealer or reseller can register too, telling you which dealer they purchased from. These end customers are added to your client list automatically, giving you a direct relationship you would otherwise never have.
  • Print-ready QR labels and warranty cards — print adhesive QR labels or box-insert warranty cards for any unit straight from the item’s Serial Numbers tab, sized to your own label or tag stock.
  • Ship-date verification — claimed purchase dates are checked against your own shipping records, so warranty windows start from dates you can stand behind.
  • Instant warranty answers — your support team can look up any serial number and immediately see whether it is registered, who owns it, and when coverage ends.

Requirements

Warranty Registration works with serialized items, so Serial Number Tracking (a Pro feature) should be set up first. Items must have the Serialized option enabled and units received with serial numbers captured.

Enabling the Add-on

  1. Go to Settings → Addons.
  2. Find Warranty Registration and click Install.
  3. A Warranties entry appears in your sidebar under Operations.

Initial Setup

1. Create warranty plans and assign them to items

A warranty plan bundles a duration (months), the policy text customers read, and an optional purchase-date cap override. Create plans at the top of the Warranty Settings page (gear icon on the Warranties page), then open each serialized item and pick its plan in the Warranty Plan dropdown. Any number of products can share one plan — editing the plan updates the public pages for all of them, while already-activated registrations keep their original dates. Items without a plan simply don’t advertise a warranty, though registrations are still recorded. Each item can also carry a Warranty Page Image (the product photo shown on the public pages; the item’s first image is used by default).

2. Configure the add-on settings

From the Warranties page, click the gear icon:

  • New registration notification email — get an email whenever a customer registers a product. Leave empty to disable.
  • Purchase date cap — limits how far a claimed purchase date can trail the date you shipped the unit, protecting against backdated claims.
  • Units and page size — enter print dimensions in millimeters or inches, on Letter or A4 sheets.
  • QR Labels — label width, height, and labels per row, matched to your adhesive label stock (sheet labels or a roll printer), plus which fields print (serial, product, company, logo, short link) with per-field size and bold controls.
  • Warranty Cards — dimensions for printable box-insert cards or hang tags, including reserved space at the top so nothing prints over a tag’s punched hole, with the same field picker for card content.

3. Mark your dealers

If you sell through dealers or resellers, open each dealer’s client record and tick the Reseller / Dealer checkbox (just under the Type field on the General tab). Customers registering a product can then pick their dealer from a searchable list. The dealer option stays hidden on the public form until at least one client is marked. A dealer’s Type stays Customer — the checkbox is independent of Type, since you still invoice dealers like any other customer.

Printing QR Labels & Warranty Cards

Open a serialized item and go to its Serial Numbers tab. Print QR Labels prints every unit at once (Print Warranty Cards does the same in card format); the QR icon on a single row prints just that unit. The print page opens in a new tab, with a Labels | Cards toggle in the toolbar:

  • Labels — compact adhesive labels carrying the QR code, serial number, product name, and company name.
  • Warranty cards — larger box inserts or hang tags with your logo, the warranty duration, the full policy text, and the QR code.

A few tips for accurate alignment:

  • Labels on die-cut sheets — most label sheets have side margins and small gaps between columns. Measure your sheet (from the sheet edge to the first label, and the gap between neighboring labels) and enter those numbers as the sheet offsets and gaps in the label layout settings. Then print at 100% scale with the print dialog’s margins set to Default so the offsets apply.
  • Tag sheets that fill the page edge to edge — set the print dialog’s margins to None and scale to 100%.
  • Alignment test page — the print page’s Print alignment test page link prints a numbered grid of empty outlines instead of real codes. Print it on plain paper and hold it against your stock over light to check the layout before using real sheets.
  • Partially used sheets — if some positions on a sheet are already used, set Start at position in the print page toolbar and run the sheet through again; earlier positions are left blank. Positions count left to right, top to bottom (the test page shows the numbering).

Label and card size, sheet offsets, fields, and font styling are edited from the Default print layout row pinned at the top of the Warranty Plans list on the Warranty Settings page — and each warranty plan can override the defaults with its own layout (open the plan and check Use a custom label/card layout for this plan), so different product lines can use different label stock or hang tags. Both pages have a Print alignment test page button for dialing in the layout they edit.

How Customers Register

  1. Scan — the customer scans the QR code on the product label, which opens the registration page for that exact unit on their phone. Each unit also has a short, typeable link for customers who can't scan.
  2. Fill in the form — name, email, phone, purchase date, and where they bought the product (directly from you, from a dealer, or elsewhere).
  3. Confirm by email — they receive a confirmation email; clicking the link activates the registration. QR registrations activate immediately on confirmation.

Customers without a scannable label can use the manual entry page at yourcompany.xagle.io/warranty/lookup by typing the serial number from the product. Manual entries are held for your review before the warranty activates.

After registering, scanning the same QR code shows the warranty status — registered on date, valid through date — which is handy for the customer, and for dealers handling returns.

How the Purchase Date Is Verified

The warranty clock starts from the purchase date — and Xagle checks claimed dates against your shipping records for the exact unit:

  • Sold directly to the customer — when the unit’s shipment traces to one of your invoices, the purchase date is pre-filled from the ship date, locked on the form, and the registration links to that invoice’s client automatically.
  • Sold through a dealer — the claimed purchase date is accepted up to the purchase-date cap after the date you shipped the unit to the dealer; anything later is capped, so shelf time is allowed but backdating is not.
  • No shipping record — the claimed date is accepted as-is and flagged internally for review.

Managing Registrations

The Warranties page lists every registration with its status:

  • Pending Review — waiting on email confirmation, or a manual entry waiting on your approval. Open the detail view to approve it, or resend the confirmation email.
  • Active — confirmed and covered. The detail view shows the registrant, the dealer (if any), the warranty window, the unit's QR code, and its short link.
  • Voided — cancelled by you. A voided unit can be registered again — useful when a product changes hands.

When a registration activates, Xagle links it to an existing client by email or phone, or creates a new client record automatically — so dealer-channel end customers flow straight into your client list.

Serial Lookup for Support

Click Serial Lookup on the Warranties page and enter any serial number. You'll see one of three answers:

  • Registered — who owns it and when the warranty ends, with a link to the client.
  • Not registered, shipped — the unit left your warehouse but was never registered. You’ll see who it shipped to and on what date, plus the implicit warranty end date counted from the ship date.
  • Not registered — no registration on file. You can register it manually on the spot (for example, when a customer calls in) using New Registration.

Good to Know

  • Each serial number can have only one open registration at a time. To transfer ownership, void the old registration and create a new one.
  • Warranty dates are locked in when a registration activates — changing a warranty plan later never affects existing registrations.
  • Registrations never create invoices or affect stock; they simply link a person to a unit.
  • On an item’s Serial Numbers tab, registered units carry a blue Registered badge next to the serial number — click it to jump straight to the registration.
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