Contracts App
Create and manage maintenance and warranty contracts across your asset fleet — track coverage, map assets to contracts, monitor maintenance counts, and stay ahead of upcoming expirations.
📋 Contracts List
The Contracts List below the dashboard shows all contracts associated with assets the current user has access to, including unassigned (orphan) contracts not yet linked to any asset.
Table Columns
| Column | Description |
|---|---|
| Name | Contract name |
| Contract # | Unique contract reference number |
| Customer | The customer or organization this contract is associated with |
| Type | Contract type — Maintenance, Warranty, or Membership |
| Plan | The plan tier for this contract (e.g., Good, Better, Best, Gold, Silver) |
| Tags | Category badges applied to the contract |
| Status | Current contract status badge |
| Asset Count | Number of assets currently mapped to this contract |
| Start Date | Contract start date |
| End Date | Contract end date |
| Actions | 🗑 Delete icon |
Status Badges
| Status | Color | Meaning |
|---|---|---|
| Active | 🔵 Blue | Contract is live and in force |
| Created | 🟠 Orange | Contract exists but has not yet been activated |
| Expired | ⚫ Gray | Contract has passed its end date |
| Completed | 🟢 Green | Contract has been fulfilled |
| Suspended | 🔴 Pink/Red | Contract is temporarily suspended |
Tag Badges
| Tag | Color | Example |
|---|---|---|
| Warranty | ⚫ Dark gray | Contract covers warranty terms |
| Cypress Contract | ⚫ Dark gray | Custom account tag |
| (custom tags) | ⚫ Dark gray | Any tag defined during contract creation |
⚠️ Non-obvious behavior: Contracts that are not yet mapped to any asset (orphan contracts) still appear in the list. The Asset Count column will show 0 for these contracts. They remain visible to ensure no contract is lost before assets are assigned.
⚠️ Non-obvious behavior: Clicking a contract row opens the full contract detail view. The 🗑 delete icon is the only action available directly from the list — editing is done from inside the contract detail view.
📑 Contract Detail View
Clicking a contract row opens the contract detail page, showing four panels.
Contract Meta Data
| Field | Description |
|---|---|
| Name | Contract name |
| Contract number | Unique contract reference number |
| Tags | Category badges |
| Description | Contract description |
Plan Details
| Field | Description |
|---|---|
| Plan | The plan tier name (e.g., Better, Gold) |
| Status | Current contract status badge |
| Type | Contract type — Maintenance or Warranty |
| End Date | Contract expiration date |
Assets Panel
Lists all assets currently mapped to this contract.
| Column | Description |
|---|---|
| Asset | Asset name |
| Model | Asset model |
| Telematics# | Telematics identifier for the asset |
Maintenance List Panel
Lists all maintenance plans mapped to this contract with their progress counts. Available for Maintenance contracts only — not shown for Warranty contracts.
| Column | Description |
|---|---|
| Plan | Maintenance plan name |
| Count | Total number of maintenance instances to be performed under this contract |
| In Progress | Number of maintenance instances currently in progress |
| Completed | Number of maintenance instances completed |
⚠️ Non-obvious behavior: The EDIT button (top right of the detail page) is the only way to modify a contract. There is no edit button in the Contracts List — you must open the detail view first.
➕ Create Contract — 3-Step Form
Contracts are created through a 3-step form accessed by clicking the + button in the Contracts List toolbar.
Step 1 — Basic Details
| Field | Description |
|---|---|
| Name | Contract name |
| Contract number | Unique reference number for this contract |
| Description | Brief description of the contract scope |
| Customer | The customer or organization this contract covers |
| Tags | Category tags — enter comma-separated values |
| Type | Maintenance or Warranty |
| Plan types | Enter comma-separated tier names (e.g., Good, Better, Best). These become the options for the Plan field. |
| Plan | Select one tier from the Plan types entered above |
| Status | Created, Active, Completed, Expired, or Suspended |
| Start Date | Contract start date |
| End Date | Contract end date |
⚠️ Non-obvious behavior: The Plan dropdown is populated dynamically from whatever you type in the Plan types field. You must enter at least one plan type and save before the Plan dropdown offers options. Changing Plan types after saving will update the available options.
Step 2 — Map Assets
A transfer list showing all assets the current user has access to. Move assets from the left (available) list to the right (selected) list to associate them with this contract.
⚠️ Non-obvious behavior: If you remove an asset from the contract during an edit, all maintenance plans mapped through that asset are also removed from the contract automatically. This is not reversible without re-mapping the asset and re-selecting the maintenance plans.
Step 3 — Map Maintenance
Available for Maintenance contracts only. Not shown for Warranty contracts.
Add maintenance plans and specify how many instances of each plan are covered under this contract (e.g., 3 quarterly maintenances, 2 semi-annual maintenances).
| Field | Description |
|---|---|
| Maintenance plan | Select from the maintenance plans belonging to the assets mapped in Step 2 |
| Count | Total number of times this maintenance should be performed under the contract |
⚠️ Non-obvious behavior: Only maintenance plans belonging to the assets selected in Step 2 appear in this step. If a maintenance plan you expect to see is missing, go back to Step 2 and confirm the relevant asset is mapped to this contract.
📊 Dashboard — Summary Tiles
Three tiles span the top of the Contracts page.
Contracts Summary
A pie chart showing the distribution of all contracts by current status.
| Segment | Color | Meaning |
|---|---|---|
| Created | 🟠 Orange | Contract has been created but is not yet active |
| Completed | 🟢 Green | Contract term has been fulfilled |
| Expired | ⚫ Gray | Contract has passed its end date without completion |
| Active | 🔵 Blue | Contract is currently live and in force |
| Suspended | 🔴 Pink/Red | Contract has been temporarily suspended |
Contract Information
A summary table showing counts across the full contract portfolio.
| Metric | Description |
|---|---|
| Total contracts | All contracts in the account |
| Maintenance Contracts | Contracts of type Maintenance |
| Warranty Contracts | Contracts of type Warranty |
| Membership Contracts | Contracts of type Membership |
| Expiring This Month | Contracts whose end date falls within the current calendar month |
| Expired | Contracts that have passed their end date |
⚠️ Non-obvious behavior: Expiring This Month is a live count that updates daily. Use this figure at the start of each month to identify contracts that need renewal or follow-up action before they expire.
Contracts Status Trend
A line chart showing the count of contracts in each status over a selected time period.
| Line Color | Status |
|---|---|
| 🟠 Orange | Created |
| 🟢 Green | Completed |
| ⚫ Gray | Expired |
| 🔵 Blue | Active |
| 🔴 Pink/Red | Suspended |
Time range selector (top right of tile):
| Option | Period Shown |
|---|---|
| Daily | Day-by-day trend |
| Weekly | Week-by-week trend (default) |
| Monthly | Month-by-month trend |
| Quarterly | Quarter-by-quarter trend |
| Semi Annual | Six-month period trend |
🔄 Workflows
Workflow 1 — Create a New Maintenance Contract
- Open the Contracts app from the sidebar.
- Click the + button in the Contracts List toolbar.
- Step 1 — Basic Details: enter the contract name, number, customer, type (Maintenance), plan types (e.g., Good, Better, Best), select a plan tier, set start and end dates, and click Save.
- Step 2 — Map Assets: move the relevant assets from the available list to the selected list. Click Save.
- Step 3 — Map Maintenance: click Add, select a maintenance plan, enter the count, and repeat for each plan type covered. Click Save.
✅ Result: The contract is created and appears in the Contracts List. Mapped assets show in the contract detail, and the Maintenance List reflects the total counts for each plan.
Workflow 2 — Check Which Contracts Are Expiring This Month
- Open the Contracts app from the sidebar.
- Check the Contract Information tile — note the Expiring This Month count.
- In the Contracts List, click the ☰ Filter icon and filter the End Date column to the current month.
- Review the contracts returned — check their Status, Asset Count, and Plan to prioritize renewal conversations.
✅ Result: All contracts expiring this month are identified with their current status and asset coverage visible, ready for renewal action.
Workflow 3 — View Maintenance Progress for a Contract
- Open the Contracts app from the sidebar.
- Click the relevant contract row to open the detail view.
- Review the Maintenance List panel (bottom right).
- Check the Count, In Progress, and Completed columns for each maintenance plan.
- If any plan has Count > Completed + In Progress, maintenance is outstanding under this contract.
✅ Result: You have a clear view of which maintenance obligations have been fulfilled and which are still open under the contract.
Workflow 4 — Edit an Existing Contract
- Open the Contracts app from the sidebar.
- Click the contract row to open the detail view.
- Click the EDIT button in the top right corner.
- Update the fields in Step 1 as needed and save.
- In Step 2, add or remove asset mappings as needed. Note: removing an asset also removes its mapped maintenance plans.
- In Step 3, update maintenance plan counts if needed.
✅ Result: The contract is updated. Changes to asset mappings are reflected immediately in the Assets panel of the contract detail view.
📥 Bulk Contract Ingestion
Asset contracts can be created in bulk using the Create Asset Contracts ingestion type in Self Serve Ingestion, rather than building each contract through the 3-step form. This is useful when migrating a large existing contract portfolio into the platform. See the Ingestion documentation for the CSV template format and upload process.
✅ Best Practices
-
Review Expiring This Month at the start of each month. The Contract Information tile shows a live count of contracts expiring in the current month. Check this figure on the first working day of each month to identify contracts that need renewal or customer follow-up before they lapse.
-
Use the Status Trend chart to identify unusual patterns. A spike in Expired or Suspended contracts over a specific period may indicate a renewal process failure or a change in account management. Use the Daily or Weekly view for detailed investigation and Monthly for executive-level reporting.
-
Set Plan types carefully before saving. Plan types entered in Step 1 become the dropdown options for the Plan field. If you need to add new plan tiers later (e.g., adding Platinum after creating Good and Better), you can edit the contract — but any existing plan selection may need to be reconfirmed.
-
Map all intended assets before completing Step 3. Maintenance plans shown in Step 3 are filtered to the assets selected in Step 2. If you add more assets to a contract later, return to Step 3 to map any additional maintenance plans those new assets bring in.
-
Do not remove assets from a contract without reviewing maintenance mappings first. Removing an asset in Step 2 automatically removes all maintenance plans associated with that asset. Review the Maintenance List on the contract detail before editing asset mappings to avoid unintentional removal of maintenance coverage.
💡 Tips & Shortcuts
| Tip | How |
|---|---|
| Find all active contracts quickly | Filter the Status column in the Contracts List by Active |
| See how many assets a contract covers | Check the Asset Count column in the Contracts List without opening the detail |
| Change the trend chart time period | Click the Weekly dropdown on the Contracts Status Trend tile and select Daily, Monthly, Quarterly, or Semi Annual |
| Edit a contract | Click the contract row to open the detail view, then click EDIT in the top right corner |
| Check maintenance completion for a contract | Open the contract detail and review the Maintenance List panel — Count vs. Completed shows outstanding obligations |
| Find orphan contracts with no assets | Filter the Asset Count column in the Contracts List to 0 |
🔗 Related Apps
- ⚙️ Assets — Assets covered by contracts
- 🔧 Maintenance — Maintenance plans mapped to contracts