WarrantyHub owns the identity of your product after checkout: who bought it, which unit it was, what coverage it carries, what went wrong, and how it was resolved. This document covers everything the app does and how to set it up.

1. Overview — how the app works

WarrantyHub follows a single lifecycle. Each stage feeds the next automatically, so once configured the app runs without you logging in.

Stage	What happens
1. Sell	An order is fulfilled. WarrantyHub takes the next available serial number from the matching pool, assigns it to the line item, and writes it to an order metafield so it can appear on packing slips.
2. Register	The customer registers the product — by one-click magic link, QR scan, a form on your storefront, or automatically. Coverage begins.
3. Protect	A warranty is created from the template assigned to that product, and a branded certificate PDF is generated and emailed.
4. Claim	The customer files a claim from a secure portal. Coverage is checked instantly. You resolve it with a replacement, repair, refund, or store credit.
5. Learn	Registration rate, claim rate, resolution time, and top fault categories show which products fail, and how soon.

2. Quick start — five steps to go live

Most stores are live in under 15 minutes. These are the same five steps shown on the app dashboard.

3. Product registration

There are six ways a product can be registered. Every registration is tagged with its channel so you can see which ones actually work for your customers.

Registration channels

Channel	How it works
Magic link	Sent automatically when an order is fulfilled. One click registers every item on the order — no typing at all. The link is valid for 60 days and cannot be reused once the order is registered.
QR code	Print a QR sheet from any serial pool and put the codes on packaging or the product itself. Scanning opens the registration page with the serial already filled in.
Storefront form	The theme block shows whichever form is assigned to the product being viewed. No code, no snippet edits.
Automatic	Switch on Auto-register every order on fulfillment and each fulfilled item is registered for you, complete with warranty and certificate.
CSV import	Paste historical or offline sales as email, serial, name, purchase date. Only the email is required, and a header row is detected and skipped automatically.
Manual	Created directly in the admin when you need to record a registration yourself.

The form builder

• Unlimited forms, each either Draft or Active.
• Eight field types: text, email, phone, date, dropdown (with your own choices), file upload, checkbox, and serial number.
• Each field can be marked required, reordered with up and down controls, or removed.
• Add GDPR consent text and a mandatory consent checkbox appears on the storefront form.
• Set your own success message shown after submission.
• Assign a form to a product, a collection, or all products. The most specific assignment wins: product beats collection, collection beats store-wide.
• All custom field answers are stored with the registration and visible in the admin.

Serial validation on registration

When a customer enters a serial number, WarrantyHub checks it and reacts in one of four ways:

Result	What the app does
Valid	Registration accepted and the serial is marked registered.
Already registered	Rejected, with a clear message to the customer — prevents duplicate coverage on one unit.
Voided	Rejected as not valid.
Not recognised	Accepted but flagged Pending review. This is your offline-sale and grey-market signal: you approve genuine retail purchases and reject the rest. Rejecting also voids any warranty that was issued.

4. Serial numbers & unit tracking

Serial numbers in WarrantyHub are a real inventory of units, not a text field on a form.

Serial pools

A pool is a source of serial numbers. It can cover a single variant, a single product, or your whole store. Pools come in two kinds:

• Generated — built from a prefix and a pattern. In the pattern, # becomes a zero-padded counter digit and A becomes a letter; any other character is used literally. So prefix EB- with pattern ###### produces EB-000318. You can generate between 1 and 10,000 serials at a time.
• Imported — paste your manufacturer's serials, separated by new lines, commas, or semicolons. Duplicates are skipped and reported, and values must be 3 to 64 characters.

Automatic assignment on fulfillment

When an order is fulfilled, WarrantyHub assigns one serial per unit of quantity. It looks for a variant-specific pool first, then a product pool, then a store-wide pool. Every serial assigned to the order is also written into an order metafield, so your Order Printer template can print serial numbers directly on packing slips and invoices.

The unit ledger

Every serial has its own page showing its current status, its pool, the order it shipped on, who registered it, and a complete event history. Recorded events include:

sold assigned registered claimed replaced replacement for refurbished voided

When a claim is resolved with a replacement, the ledger records which new unit replaced which old one — so a unit that comes back twice is immediately visible.

QR code sheets

From any pool you can generate a printable A4 PDF containing 24 QR codes per page (four columns by six rows) with the serial number printed under each code, sized for standard label sheets. Each code links to registration with that serial pre-filled. Your five most recent sheets stay available for re-download.

5. Warranty coverage & certificates

You define coverage once as a template. Every registration then receives its warranty automatically.

Template options

Setting	Options and effect
Duration	Any number of months, or tick Lifetime warranty for coverage with no end date.
Coverage starts on	Purchase date, registration date, or delivery date.
Covered faults	A comma-separated list, for example battery, motor, frame, electronics. These become the fault choices your customer sees when filing a claim.
Excluded faults	For example water damage, accident, wear and tear.
Claim handling	Review every claim manually, or auto-approve and auto-deny by fault — covered faults are approved instantly, excluded faults are denied instantly with the reason, and anything unrecognised comes to you.
Expiry reminder	How many days before expiry the customer is emailed. Default is 30 days.
Terms & conditions	Free text, printed in full on the warranty certificate.
Applies to	Assign to specific products, collections, or all products. Product assignments beat collection assignments, which beat store-wide.

Automatic coverage management

• A warranty is created the moment a registration is created.
• Coverage is checked every 15 minutes and flipped to expired when it ends.
• Expiry reminder emails are queued according to each template's lead time.
• The Warranties page shows how many warranties are active and how many expire in the next 30 days.
• Deleting a template does not cancel warranties already issued from it — existing customers keep their coverage dates.

The warranty certificate

Every registration produces an A4 PDF certificate in your brand colour, with your brand name in the header. It contains:

• Who the product is registered to, and their email
• The serial number, when there is one
• The coverage name, start date, and end date (or “Lifetime”)
• A unique certificate ID
• Your full terms and conditions

It is attached to the registration confirmation email and can be re-downloaded from the admin at any time. For customers who lose receipts, this becomes their proof of purchase.

6. The customer experience

My products portal

Link customers to your portal page. They enter the email they used at purchase or registration and receive a secure link that is valid for 24 hours. The portal then shows every unit they own with:

• The serial number, when there is one
• Coverage status — Covered until [date], Lifetime coverage, or Expired
• The date they registered
• A File a claim button on covered units, or a link straight to any claim already in progress

For privacy, the response is identical whether or not the email is known to the store, so the page cannot be used to discover who your customers are.

Filing a claim

The claim form is short by design: choose the fault from the covered list, describe the problem, and attach up to three photos or videos (up to 20 MB each). On submission the coverage check runs immediately:

Situation	Outcome
Coverage expired, or no warranty	Denied immediately with the reason shown to the customer. It never reaches your inbox, but it is still recorded.
Excluded fault, auto mode on	Denied immediately, naming the fault that isn't covered.
Covered fault, auto mode on	Approved instantly. You just pick the resolution.
Anything else	Queued for your review, with the SLA clock started.

Claim tracker

Every claim gets a bookmarkable status page with a five-step progress bar:

Submitted In review Approved Resolution shipped Closed

The tracker also shows the resolution type, the replacement serial number when one has been issued, the denial reason if the claim was denied, and a timestamped history. The customer is emailed at every status change, so most of them never need to ask “any update?”

7. Claims workspace

Claims arrive with coverage already verified, so your job is the decision, not the research.

The inbox

• Every claim gets a sequential reference like CLM-2026-00042.
• Filter by status, including a combined Open (needs action) view.
• SLA timers. Set your SLA in hours — 48 by default. Claims past due are badged overdue in the list, announced in a red banner on the dashboard, and flagged on the claim itself.
• A second banner warns you about registrations waiting for review because of unrecognised serials.

Working a claim

Opening a claim shows the customer, the serial, which coverage applies, the description in their words, and the photos they uploaded. You can move it to In review, approve it, close it, or deny it. Internal notes are staff-only and kept separate from the customer-facing timeline, and the timeline records every action with who did it and when.

The four resolutions

Resolution	What happens in Shopify
Replacement	Creates a draft order at $0 for the same variant — a 100% discount titled with the claim number, the customer's email prefilled, and a warrantyhub-replacement tag. It also rotates serials: the old unit becomes replaced and the next available serial is assigned to the replacement, linked back to the claim. You complete the draft order in Shopify as normal.
Store credit	Enter an amount and WarrantyHub creates a Shopify gift card noted against the claim and the customer, stores its masked code, and closes the claim in the same step.
Repair	Issues an RMA number derived from the claim number, so the returning unit can be matched when it arrives.
Refund	Marks the claim for refund. You issue the money back on the Shopify order page, so refunds always follow your normal accounting process.

Denials and canned responses

Denying a claim requires a reason, which is sent to the customer and shown on their tracker. Because the same few reasons come up constantly, you can build a library of canned responses in Settings and reuse them — their titles appear as a reference list on the denial form.

8. Dashboard & analytics

The dashboard answers two questions: what needs attention today, and what is failing in the field.

Metric	What it tells you
Registrations this month	Usage against your plan allowance.
Total registrations	The size of your owner database — the asset you keep building.
Active warranties	How many units are currently under coverage.
Open claims	Everything still needing action, with overdue ones called out separately.
Units sold → registered	Your registration conversion rate. If it's low, change the channel — add QR codes or switch on automatic registration.
Claim rate	Claims as a percentage of registrations — your field failure rate.
Average resolution time	Averaged over your last 50 closed claims, shown in hours or days.
Top fault categories	Your five most common faults by claim count — the quality signal to send to your product team or supplier.

9. Emails

WarrantyHub sends six transactional emails. All of them carry your brand name and your primary colour, and all are sent through your own SMTP so they come from your domain.

Email	Goes to	Sent when
Registration confirmation	Customer	A product is registered. The warranty certificate PDF is attached.
Register in one click	Customer	An order is fulfilled and magic links are enabled.
Your registered products	Customer	They request access to the portal.
Claim status update	Customer	Any claim status changes, including automatic decisions.
Warranty expiring soon	Customer	The template's lead time before coverage ends.
Weekly digest	You	Once a week: registrations, claims filed, claims closed, and claims still open over the last 7 days.

Every send is logged with its delivery status, so a failed email is visible rather than silently lost.

10. Integrations & automation

Shopify Flow

WarrantyHub adds three triggers to Flow, so you can build automations with no code:

• Registration created — carries customer email, serial number, product, and registration channel.
• Warranty claim filed — carries customer email, claim number, fault category, and status.
• Warranty claim approved — same fields, fired only on approval.

Typical uses: tag customers who registered, notify a Slack channel when a high-value claim is filed, or add owners of a specific product to a segment.

Klaviyo

Paste your Klaviyo private API key in Settings and four event metrics start flowing, ready to trigger flows:

WarrantyHub Product Registered WarrantyHub Claim Filed WarrantyHub Claim Approved WarrantyHub Claim Status Changed

Shopify data

• Order metafields — assigned serial numbers are written back to the order, so themes, Flow, and Order Printer templates can read them.
• Draft orders — used for $0 replacements.
• Gift cards — used for store credit.
• Product and collection pickers — the native Shopify selector is used everywhere you assign forms, templates, or pools.

Reliability

Emails, PDFs, webhooks, and integration events are processed by a background worker rather than during a web request, so nothing blocks your storefront or the admin. Every webhook is recorded and retried on failure, and a job runs every 15 minutes to replay anything that was dropped — the most common failure mode of Shopify apps, handled by design.

11. Settings reference

Setting	Default	What it does
Auto-register every order	Off	Creates a registration and warranty for each fulfilled item, with no customer action needed.
Send magic-link email	On	Invites the customer to register in one click after fulfillment. Ignored when auto-registration is on.
Claim SLA (hours)	48	How long an open claim can sit before it is flagged overdue everywhere in the app.
Klaviyo private API key	Empty	When set, registration and claim events are pushed to Klaviyo.
Weekly digest email	Empty	Where to send the weekly summary. Leave blank for no digest.
Sender / brand name	Store name	Appears in the header of every email and on every certificate.
Primary colour	#0E7C66	Brand colour for email headers, buttons, and the certificate header band.
Logo URL	Empty	Optional logo for branded documents.
Canned responses	None	Reusable denial texts, each with a title and body, available on the claim denial form.

12. Plans & limits

Billing runs through Shopify, so it appears on your normal Shopify invoice. Plans are limited by monthly registration volume — the core features are available on every tier.

	Free	Growth	Scale
Price	$0/mo	$29/mo	$99/mo
Best for	New and small stores	Most durable-goods brands	High-volume brands
Registrations / month	50	1,000	10,000
Forms	1 form + QR codes	Unlimited forms + serial engine	Everything in Growth
Claims	Basic claims inbox	Full claims workflows + SLA	Priority support
Also includes	WarrantyHub branding on forms	Certificates, magic links, no branding	Batch & recall tools (coming soon)

You can change plan at any time; downgrades are prorated. Historical CSV imports are never blocked by your monthly limit, so migrating your existing data is always possible regardless of tier.

13. Security, privacy & compliance

14. Use cases by product category

The same building blocks configure very differently depending on what you sell.

15. Reference tables

Statuses

Record	Possible statuses
Serial	available · assigned · registered · claimed · replaced · void
Registration	active · pending review · rejected
Warranty	active · expired · voided
Claim	submitted · in review · approved · denied · resolution shipped · closed
Resolution	replacement · repair · refund · credit · denied
Form	draft · active

Limits

Item	Limit
Serials generated per batch	1 to 10,000
Imported serial length	3 to 64 characters
QR codes per printed page	24 (4 × 6, A4)
Claim attachments	3 files, 20 MB each
Portal link validity	24 hours
Magic link validity	60 days
Default claim SLA	48 hours
Default expiry reminder	30 days before expiry
Coverage and maintenance checks	Every 15 minutes

16. FAQ

WarrantyHub — warranty registration, serial tracking and claims for Shopify.