Exporting data

Overview

Gearbox allows you to import and export data, this is useful when uploading bulk data such as drivers, vehicles etc. It is also used to export reports for additional columns and the ability to filter results within Microsoft Excel.

(Reports in Gearbox are available in PDF and XLSX format)

Each section of Gearbox has a Reports button located at the right-hand side of the menu to access all related reports

Exporting Data - Reports

Capturing all Data

Throughout Gearbox, assets and their associated records exist with multiple statuses.

An asset or vehicle may be current (active) or sold.
Services may be open or closed.
Repairs may be open, deferred, monitored, closed, or cancelled.

Note: Sections of Gearbox, including Fuel and Prestarts, are limited to 1,000,000 records per XLSX export. Capturing several years' worth of data may need to be date-filtered to ensure the record limit is not exceeded.

Exporting Assets and Vehicles

To capture all assets and vehicle data from your system requires running two reports:

Current Asset Register
Sold Asset Register

1. In vehicles, click on Reports (1)

Exporting Assets and Vehicles - Current Assets

2. Generate the Current Asset Register and Sold Asset Register as shown below. To generate these reports, click on PDF or XLSX, depending on the type of format you are after.

Exporting Assets and Vehicles - Asset Reports

Exporting Services

When collecting all service data from your system, two reports need to be generated

Open Services Register
Closed Services Register

1. In services, click on Reports

Exporting Services - Open Services

2. Generate Open Services Register and Closed Services Register as shown below. To generate these reports, click on PDF or XLSX, depending on the type of format you are after.

Exporting Services - Service Report

Summary of required reports

Vehicle & Maintenance data

Section	Required Report	Date Filter Required
Vehicles	Current Asset Register Sold Asset Register	– Yes
Services	Open Services Register Closed Services Register	– Yes
Repairs	Open Repair Register Deferred Repair Register Monitored Repair Register Cancelled Repair Register Closed Repair Register	– – – – Yes
Tyres	Open Tyre Register Deferred Tyre Register Monitored Tyre Register Cancelled Tyre Register Closed Tyre Register	– – – – Yes
Fuel	Fuel Register	Yes
Prestarts	Prestart Register	Yes
Odometer	Not available	–
Reminders	Vehicle Reminders* (open only) (located in Vehicles)	–
Other	Other Register	Yes

Employee Data

Section	Required Report	Date Filter Required
Employees	Current Employee Register Terminated Employee Register	– Yes
Diary Pages	All Diary Pages	Yes
Medicals	Open Medicals Register Closed Medicals Register	– Yes
Training	Open Training Register Closed Training Register	– Yes
Equipment Issue	All Equipment Issue Register	Yes
Accidents/Events	All Accidents/Event Register	Yes
Fit For Duty	Fit For Duty Register	Yes
Employee Reminders	Open Employee Reminder Register (open only)	–

Compliance Data

Section	Required Report	Date Filter Required
Books	Current Book Register	–
Load Sheets	All Load Sheet Register	Yes
Inspection	Open Inspections Register Closed Inspections Register	– Yes
Mass Verifications	All Mass Verification Register	Yes
Contractors	Active Contractor Register* (active only)	–
Permits	Open Permit Register Closed Permit Register	– Yes
Risk Assessments	All Risk Assessments	–
Non Conformances	Open Non Conformances Register Closed Non Conformances Register	– Yes
Reviews	Open Review Register (open only)	–
Contractor Reminders	All Contractor Reminders	Yes

Repairer data

Section	Required Report	Date Filter Required
Repairers	All Repairers	–

Parts data

Section	Required Report	Date Filter Required
Parts	Parts Register	–
Purchase Orders	All Purchase Orders	Yes
Stock Adjustments	Not Available	–
Parts Used	Used Parts Register – Date Closed	Yes

Mechanic / Labour data

Section	Required Report	Date Filter Required
Mechanics labour	Labour Report	Yes