Fleet

End-to-end fleet management for the built world

Track, inspect, schedule, and maintain everything from tools to heavy machinery in one mobile-first system. Built specifically for built world fleets, not bolted on from another industry.

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Built for the built world

Purpose-built for fleet operators in the built world. Mobile-first by design, not a generic asset tool.

Built in Gearbelt

One mobile-first system for vehicles, plant, machinery, tools, and equipment across your fleet.

Mobile-first via QR

Operators scan a QR code on any asset to open the right form. No clipboard hunting.

Works offline

Capture pre-starts, faults, and services on-site, even without internet.

Trusted by companies, projects and teams of all sizes

What is a fleet management system?

A fleet management system tracks, inspects, schedules, and maintains every asset, from hand tools to heavy machinery.

Gearbelt brings the full lifecycle into one mobile-first system: operators inspect at the asset, mechanics see what's due, and plant managers get full visibility from a single register.

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Why use Gearbelt to manage your fleet and assets

Built for the field

Manage vehicles, plant, tools, machinery, and equipment in a single fleet management information system designed for site-based teams.

Reduce downtime

Switch from reactive to proactive maintenance with checks tied to hours, mileage, or calendar intervals. Catch issues before they become breakdowns.

All asset types in one place

One register for vehicles, plant, tools, machinery, and stationary equipment. Service history, inspections, and compliance docs all linked to the asset.

Real-time visibility

See asset condition, location, and status instantly across the business. No reconciling spreadsheets, no chasing operators for updates.

Compliance made easy

Meet legal and industry inspection requirements without extra paperwork. Every check is timestamped, signed, and audit-ready.

Scalable for any fleet size

Handle fleets of any size, from a few utes to thousands of assets across multiple regions. Mobile-first design means adoption on day one.

Easy fleet checks for operators

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Operator scanning a QR code on a vehicle to open an inspection form in the Sitemate mobile app

Instant access to forms

Workers can scan a QR code on any vehicle or piece of equipment to open inspection forms in the Sitemate mobile app.

Everything linked to the asset

Each submission is tied to the correct asset automatically, so workers can see relevant information without sorting through piles of paperwork.

Coming soon — An AI agent for your fleet

Storm, the AI agent already running in Dashpivot, is being extended into Gearbelt. Soon, pre-start checks, fault reports, and service records will draft themselves from voice notes and photos taken at the asset.

Operators speak the issue, snap a photo, and the record is filled out for them. Plant managers and supervisors review and approve every record before it's finalised — your team stays in control.

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Common use cases

From daily inspections to workshop sign-offs, Gearbelt covers the full asset lifecycle in one connected system.

Asset Inspection

Complete asset inspections on-site with QR code scanning. Real-time fault reporting, offline capability, and direct integration with maintenance schedules.

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Workshop Management

Track every workshop job from creation to sign-off. See job allocation, technician progress, and asset downtime in real-time. No more whiteboards or lost service records.

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Schedule

Track maintenance schedules based on operating hours, calendar intervals, or custom usage units. Fleet managers see what's due, schedule work, and maintain compliance records.

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Enterprise-ready fleet management

Set guardrails at the workspace, asset register, and template level. Control who can build templates, edit records, and approve work orders.

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Workspace-level controls

Set guardrails at the workspace, asset register, and template level. Control who can build templates, edit records, and approve work orders.

Full audit trail

Every inspection, fault, service, and sign-off is timestamped, signed, and traceable. Complete chain of custody for every asset.

Central oversight, local execution

Align inspection forms and service schedules across regions while local teams adapt to site conditions. Roll up to enterprise-wide visibility.

Integration into existing systems

Connect to ERP, accounting, BI, and asset management systems via Flowsite or open API. Fleet data flows wherever you need it.

Access controls and permissions

Role-based permissions at every level. Control who can raise work orders, approve services, and access compliance records.

Scalable rollout

Deploy to one yard or one thousand. Mobile-first design means operators are productive on day one.

“This automated fleet management program has reduced my admin time by a good 80%.”

– Glenn Sedwell, Plant Manager at Burton Contractors

Streamline your fleet management program

Fleet teams shouldn't have to choose between keeping equipment running and keeping their paperwork in order. Gearbelt captures pre-starts, services, and fault reports at the asset, so operators stay at the machine while mechanics and plant managers get the records they need.

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Asset history

Store all service records, inspections, and documents in one fleet management system.

Photo capture

Add photos to inspection records for clarity and accountability.

Scheduled maintenance alerts

Automatically remind teams when servicing is due based on usage or time.

Issue reporting

Raise and track all issues in one place, broken down by severity and asset.

Custom templates

Adapt inspection or maintenance forms to suit any asset type.

Mobile-first inspections

Complete inspections from any device, even when offline, using mobile or tablet.

Usage tracking

Monitor hours, mileage, or other usage metrics to plan maintenance

FLOWSITE

Connect your fleet data to the rest of your business

Asset records shouldn't live in a silo. Flowsite lets you connect Gearbelt to the tools your business already runs on, from plug-and-play integrations to full programmatic access.

Flowsite Integrations

Push fleet data from Gearbelt into Xero, QuickBooks, Power BI, SharePoint, Power Platform, ERP, and more with no-code integrations. Connect in minutes with drag-and-drop configuration.

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Open API

Build custom integrations and pull asset data directly into your own systems. Full programmatic access for teams that want complete control over how data moves.

Sitemate MCP (Model Context Protocol)

Connect your fleet data to AI tools and workflows outside of Sitemate. MCP gives external systems structured, read access to your Gearbelt data with proper authentication and permissions.

See how Sitemate has helped companies like yours improve their fleet management system

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Infrastructure

Burton Contractors

“Everyone knows what needs to be fixed and when. We can prepare the day better because faults are logged and sent to the right person in real-time.”

Energy & resources

Great Southwestern Construction

“Before, when it was all on paperwork, crews weren’t rolling out till an hour, hour and a half later.”

How to set up a fleet management system using Gearbelt

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Build your asset register

Load every vehicle, machine, tool, and piece of plant into Gearbelt with serial numbers, categories, and ownership tags.

  • Asset categories
  • Serial numbers
  • Ownership and location tags
  • Custom asset fields

Create inspection and check templates

Configure pre-start checks, periodic inspections, and condition reports for each asset type.

  • Pre-start fields
  • Severity tags
  • Required photos
  • Signature points

Configure maintenance schedules

Set servicing intervals against hours, mileage, calendar, or custom usage units.

  • Service intervals
  • Usage triggers
  • Assignee rules
  • Reminder lead times

Roll out QR codes and mobile access

Print QR labels for every asset and onboard operators to the Sitemate mobile app.

  • QR labels
  • Mobile app onboarding
  • Offline mode
  • Short training sessions

Set up work orders and approvals

Configure routing, approval chains, and sign-off requirements for repairs and services.

  • Routing rules
  • Approval chains
  • Parts and cost fields
  • Sign-off logic

Comparison: Digital system vs Legacy Systems

Asset register

Pre-starts and inspections

Maintenance scheduling

Work orders

Issue and fault reporting

Compliance and audits

Live mobile register with full asset history

QR-scanned forms with photos and signatures

Auto alerts by hours, mileage, or calendar

Digital orders linked to assets and crews

Logged at the asset, flow to work orders

Every record timestamped, signed, asset-linked

Legacy

Outdated lists, missing serials and history

Paper checklists, lost photos and signatures

Manual calendars, missed services, reactive fixes

Paper or whiteboard, lost in the workshop

Mentioned verbally, lost in shift handovers

Hunt through files, days to prepare

Frequently asked questions

What does the Fleet Management System cover?

The Fleet Management System covers the full fleet asset lifecycle. It includes asset inspections (pre-starts, daily checks), issue reporting (fault reports, breakdowns), maintenance schedules (scheduled servicing), work orders (repair task management), and workshop management (job tracking, technician allocation). It applies to light vehicles, heavy machinery, and stationary equipment.

Is the Fleet Management System standalone, or does it work alongside other Sitemate components?

The Fleet Management System sits inside Gearbelt and works alongside the Sitemate App for front line worker access. The Tools and Equipment Management System runs on the same Gearbelt platform for smaller assets like hand tools.

What does a typical fleet workflow look like?

A typical fleet workflow starts with operators doing pre-start inspections on the asset itself by scanning the QR code. Failed checklist items become issues raised against the asset. Issues are reviewed and grouped into work orders, assigned to mechanics, and closed out from mobile or with a PDF invoice for external repairs. Maintenance schedules trigger based on hours, mileage, or calendar intervals.

Are there variations of common fleet documents by industry?

Yes. Pre-start checks vary by asset type (heavy equipment, light vehicles, stationary plant). Service intervals differ by manufacturer and operating environment. Templates can be tailored per asset type to match your specific requirements.

Does the Fleet Management System currently use Storm for AI form filling or template generation?

Not yet. Storm is currently available in Dashpivot but not in Gearbelt. AI capabilities for fleet workflows are on the roadmap. In the meantime, fleet documentation is captured through mobile-first forms accessed by scanning QR codes on assets.

How does the human stay in control of fleet records?

Fleet managers and maintenance supervisors review and approve all records before they're committed. Operators sign off on inspections, mechanics close out work orders, and every change has a traceable owner.

Does the Fleet Management System support compliance audit requirements?

Yes. Pre-start records, service histories, and work orders are timestamped and signed off, creating a full audit trail per asset. Records are exportable as PDFs for compliance reporting and inspections.

How does the system handle audit trails and traceability?

Every record is linked to the asset it belongs to. Inspections, issues, work orders, and service events build a complete history per asset. Records can be filtered, searched, and exported for compliance reviews.

How long does it take to set up the Fleet Management System?

Most teams are running their first inspections within days. Assets can be uploaded via CSV or set up individually with QR codes printed straight from the platform.

Can we tailor the system to match our existing fleet processes?

Yes. Every template can be edited to match your terminology and asset types. You can build any inspection or repair workflow without writing code.

Keep your fleet running, not your paperwork

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