Following Records in Gearbox

Overview

In Gearbox, users can follow certain records to receive notifications when key changes occur. This helps ensure your team stays informed—whether it’s a vehicle detail change, a completed service, or an inspection signed off by a mechanic.

You can follow the following record types:

• Services
• Repairs
• Tyres
• Inspections
• Vehicles

Following Services, Repairs, Tyres, and Inspections

When following a Service, Repair, Tyre, or Inspection record, you'll receive an email notification when:

• The record is closed
  (e.g. when the status changes from open, monitor, or deferred to closed, or when completed is ticked)
• A mechanic signature is added via an eJobcard

To follow a record, select the user from the ‘Followed by’ dropdown once the record has been saved (1).

Following Vehicles

When you follow a Vehicle, you’ll be notified when any of the following details are updated:

• Fleet number
• Rego
• Rego due date
• Mileage offset
• Hours offset
• Checklist
• Service group
• Exclude service time
• Exclude service hours
• Exclude service mileage
• Exclude from service due by fuel usage
• Vehicle group
• Vehicle sub-group

You'll receive an email notification with a link to the vehicle whenever one of these fields changes.

How to Follow a Vehicle

There are two main ways to follow a vehicle:

1. Follow an individual vehicle

Within the vehicle record, go to the Settings (1) tab, select yourself or the intended recipient from the list of users following the vehicle (2), then select Save and Close (3).

2. Bulk follow vehicles (Manager permissions and above)

Managers and admins can bulk follow vehicles by:

• Selecting the User icon (1) in the top right-hand corner, then clicking your name (2).

• Clicking ‘Set up alerts for vehicle changes’ (3)

This opens a page where you can:

• Subscribe to multiple vehicles at once (1)
• Unsubscribe individually or in bulk (2)
• Filter by Group or Sub-group for quicker selection (3)
• View more options by expanding the More information (4) section (depending on your permissions)
• Subscribe individually (5)