Welcome to WarrantyOS. This guide walks you through the five most important things to do when you first get access — so you can start managing warranty requests with confidence.
1. Review Your Status Workflow
Before your first real request comes in, understand how statuses work across the system.
WarrantyOS has four levels of status tracking, each serving a different purpose:
Service Request status → The high-level status homeowners see.
Issue-level status → Optional, more granular tracking for individual home issues.
Work Order status → Tracks where each vendor task stands.
Line item status → Tracks individual items within a work order independently, when needed.
Your statuses are configured during implementation to match your team's language and process. Take a few minutes to review them so your team knows what each stage means before work starts coming in.
2. Test AI Work Order Creation
The best way to understand the AI Work Order Engine is to see it in action.
Submit a test Service Request and watch how the AI responds. It reads both the text description and any photos attached, then generates draft work orders in the Proposed Work Orders section — one per issue, split by trade type when relevant.
From there, your team has three options:
Accept → Create the work order as-is
Edit → Adjust the description before creating
Reject → Dismiss the draft and create one manually
The AI improves over time based on how your team engages with it. The more you edit, the faster it learns your language and preferences.
3. Assign a Test Vendor
Once a work order is created, assigning a vendor takes a few clicks.
Open the work order
Select a vendor from the dropdown — vendors assigned to the community appear at the top
Change the status from Draft to In Progress
Click Continue in the confirmation pop-up
The vendor automatically receives an email with a view-only link to the work order — including the description, photos, and scope of work. No login required on their end.
4. Send a Message Through the System
WarrantyOS has built-in messaging so your team can communicate with homeowners directly from a Service Request — without switching to email or personal text.
Click the message bubble icon at the top of any Service Request to open the messaging thread. A few things to know:
The thread includes the full history of communication with that homeowner — from sales through closing and into warranty
Homeowners receive a push notification and email every time you send a message
Everything is documented and visible to your whole tea
Keeping communication in WarrantyOS — instead of personal phones or inboxes — means nothing gets lost and everyone stays in the loop.
5. Review the Reporting Dashboard
Navigate to the Reports tab in WarrantyOS to get familiar with what's available.
What you can see
Service Requests → Counts by status and how long they've been open
Work Orders → Volume, warranted vs. non-warranted breakdowns
Vendors → Open work orders, completed work orders, and time to resolution
Aging reports → How long issues have been sitting at each stage
Reports are configurable — Foundation sets them up based on what your team needs to track.
What's Next?
Once you've completed these five steps, your team is ready to go live. When a home is marked as Closed in Foundation, the homeowner will automatically receive an invitation to access their portal.