Service Groups

Overview

Service Groups are used to define an asset’s service intervals (Service Schedule), service tolerances, and job card checklist items.

Each asset in Gearbox must have a service group attached.

Gearbox allows you to create as many service groups as needed, which can vary based on asset types—such as "prime movers" or "plant"—or by make, such as "Volvo" or "Caterpillar."

Gearbox accommodates different service increments, and vehicles can be grouped based on their specific service intervals. If assets follow the same servicing schedule, they can be added to the same group.

Service intervals can be set by kilometres, hours, or days.

For example:

• Light vehicles in Gearbox can be configured for a B service every 10,000 km and a C service at 100,000 km.
• For trucks, an A service can be set every 10,000 km, a B service at 20,000 km, and a C service at 100,000 km.

Ultimately, it’s up to you how your fleet is serviced.

Gearbox uses a cascading service-due feature, where A represents the smallest service and E the largest. This means all items in an A service are also included in B, C, D, and E services. Do not use the E service for tasks such as “Mixer,” “Inspection,” or “Transmission.” When an E service is recorded, Gearbox will reset the meter for A, B, C, and D services, assuming all included items were completed.

Item	A/250	B/500	C/1000	D/2000	E/4000
Grease	✅	✅	✅
Change Oil/Filters		✅	✅
Diffs/Gearbox			✅

To manage services like transmission or mixer maintenance that do not align with the primary asset’s servicing schedule, You can use the “Inspections” section in the Compliance menu and create a sub-vehicle or asset. For more information, please contact customer support.

How to Add a New Service Group

1. Click on the User Icon in the top-right corner, then select Settings.

2. In the left-hand menu, scroll down and click on Service Groups.

3. Select the Add New Service Group button.

4. A new screen will appear. Enter the following information:

   • Service Group Name: Enter a name for the Service Group (mandatory field).

   • Service Type Alias: Enter an alias for each interval type. This alias will be displayed when users select the Service Type on service records (e.g., 10,000 Kms).

   • Interval: Configure intervals by kilometres (KMs), hours, days, or a combination. Enter the value at which the service will be due (e.g., 10,000 Kms).

   • Warning 1: Enter the number of KMs, hours, or days before the due interval when you’d like the first (orange) warning to appear (e.g., 2,000 KMs).

   • Warning 2: Enter the number of KMs, hours, or days before the due interval when you’d like the second (red) warning to appear (e.g., 1,000 KMs).

   • Compliance: Set the maximum tolerance interval for the service before a non-conformance is raised. For non-NHVAS-accredited fleets, use the service interval. For NHVAS-accredited fleets, we recommend setting this field to the service interval × 1.15, though this can be adjusted based on your fleet’s servicing needs.

   • Mechanic/Manager eJobcard Signoff Statement: Enter a custom statement for the Mechanic and Manager to use when signing off on Service eJobcards.

   • Report Settings - Inspection Types: Select up to three inspection types for which you would like to include expiry dates on the service due reports (by days, hours, and KMs).

   • Archive Service Group: Ticking this option will move the Service Group to the Archived Service Group page when it is no longer required.

5. Once all information is populated, select Save and close to save the Service Group.

How to Setup Service Intervals

After adding a Service Group within Gearbox, the next step is organising the Service Intervals, based off what the manufacturer's maintenance manuals requires for this group of vehicles.

(1) Enter an alias for each interval type, this will be displayed when users select the Service Type on Service records (e.g A - 10,000 Kms / 250 hours).

(2) The next step is to fill in the designated intervals for this group of vehicles.

(3) The third step for setting Service Group Intervals, is to assign warning and compliance values. Warnings 1 + 2 - enter a value in which how many Kms/Hours/Days before the service due interval would you like warning 1 'Orange' or warning 2 'Red' to occur (e.g for a 10,000km interval with warnings set at 8000kms and 9000kms. Enter 2,000 kms for the first warning and 1,000kms for the second warning in the assigned fields)

(4) The next step is to fill in the Compliance field. Which is used to set a tolerance limit of the maximum interval between a service before a non conformance is raised. This is a feature typically used by NHVAS Maintenance Management accredited fleets or TruckSafe. In the screenshot below, the Service Intervals are set to allow a 15% tolerance on the specified interval.

By scrolling down past the Kilometres, Hours, Days, Fuel Usage fields you will be able to view the remaining fields within a Service Group, (5) eJobcard Signoff Statement - allows you to ability enter a custom statement unique for the Mechanic and Manager when signing off on Service eJobcards. (6) Report Settings - Inspection Types -allows you to select up to 3 Inspection Types that you would like to add the expiry dates for on the Service Due Reports and (7) Archive Service Group is ticked when archiving a Service Group that is no longer required (please note the service group must not have any vehicles assigned for it to be archived). Archived Service Groups will move to the Archived Service Group page. Please remember to (8) Save your Service Group once changes are completed.