What are Schedules?
Schedules in Gearbelt help fleet managers plan and manage preventative maintenance and compliance across their assets.
A Schedule defines what needs to happen, when it needs to happen, and who completes the work. Gearbelt then automatically tracks what's due, generates Check Records, and records when the work is completed.
Who is it for?
Role | Platform | What they do |
Fleet Manager / Admin | Gearbelt Web (GBW) | Create and manage Schedules, deploy them to assets, and monitor Check Records |
Mechanic / Technician | Mechanic App (AWA) | View what's due and complete the scheduled work |
Key Concepts
🗓️ Schedule
A maintenance or compliance programme that defines the schedule pattern for an asset. It’s made up of three building blocks:
Triggers - Define when a check is due. Triggers can be based on usage (hours, kilometres, custom units) or time (weekly, monthly, annually). You can configure multiple triggers on a single Schedule.
Checks - Define what needs to be done at each service interval. A Schedule can have multiple Checks and a different form attached to each check.
Cycle - The repeating pattern of checks within a Schedule. Once the full cycle is completed, Gearbelt automatically resets and begins the next one.
⚠️ Note: Gearbelt recently introduced an upgraded Schedules experience. Existing schedules will be migrated automatically. This article explains how the new Schedules model works.
📦 Deployment Rules
Once a Schedule is created, it must be deployed to assets before it becomes active.
Deployment rules let you assign multiple Schedules to assets in bulk — by asset type, tag, or individual selection.
A single asset can have multiple active Schedules deployed simultaneously.
📋 Check Records Register
The Check Records Register is a centralised view in Gearbelt Web that shows the status of all Schedule Checks across your fleet.
From the Register, fleet managers can:
See what's due, overdue, or upcoming across all assets
Filter by asset, schedule, or status
Assign Check Records to a Work Order for mechanic allocation
Track what's been completed and when
🔧 Mechanic App Flow
Mechanics complete scheduled work through the Asset Worker App (AWA). When a check is due or is assigned via a Work Order, the mechanic follows this workflow:
Open the asset and see the active Schedule Check
Select the specific check they're completing
Fill in and submit the Schedule Form
Once submitted, the Check is marked complete in the Register, and Gearbelt automatically generates the next Check according to the Schedule cycle.