Help · Settings

Settings and organization data

The Settings menu is where an account admin tells Gearflow how the organization is built. This page lists every row of the menu and who sees it, then describes the organization data that requests, units and parts lines use. That data is business units, departments, jobs, locations, shops, cost codes, work codes and equipment categories.

#Why this exists

Gearflow routes work by your organization's shape. To send a request to the right people, charge spend to the right code, and show a foreman only their own jobs, Gearflow must know your business units, sites, codes and equipment types. The Settings pages hold that data. Set it up well at the start, and the rest of the platform puts work in the right place.

#Who sees Settings

Only people who can manage the account see Settings. That is the Admin role and the job titles built on it. The roles and what each one can do are on Users and Roles and permissions.

The main sidebar has one Settings row. It opens Users. Each Settings page then shows the Settings menu at its side. A heading with no visible rows does not show.

The menu has a top block with no heading, then three groups: People, Your organization and Account. Each row below says where it leads. A row with a condition shows only when that condition is true.

Top block

Row	What it opens	Shows
Finish setup or Setup	The account setup checklist. The row says "Finish setup" while a checklist step is still empty, and "Setup" after every step is done. See Getting set up.	Always
Assistant	The Settings Assistant chat. See AI instructions and Ask Gearflow.	Only when the Settings Assistant is on for your account

People

Row	What it opens	Shows
Users	The people on the account, and Driver texts. See Users.	Always
Teams	Teams, what they manage and where they cover. See Teams and routing.	Only when Gearflow turns on AI routing for your account
Notifications	The My team tab of the Notifications page. The page also has the Mine and Routing tabs. See Your sites and My team and Notifications.	Always
Approvals	Who approves an order that is over the requester's purchasing limit, and a test of the approval chain. See Teams and routing.	Only when your account does not approve orders through SAP

Your organization

Row	What it opens	Shows
Jobs	Jobs, on this page	Always
Locations	Locations, on this page	Always
Shops	Shops, on this page	Always
Regions	Regions, a name plus the states it covers. See Teams and routing.	Only when Gearflow turns on AI routing for your account
Business units	Business units, on this page	Always
Departments	Departments, on this page	Always
Vendors	Vendors, on this page	Always
Item catalog	Item catalog, on this page	Only on a dealer or broker account
Equipment categories	Equipment categories, on this page	Always
Cost codes	Cost codes, on this page	Always
Work codes	Work codes, on this page	Always

Account

Row	What it opens	Shows
Account	Account settings, for example the logo and PO numbers. See Account and billing.	Always
Billing	The plan, the card and the next invoice. See Account and billing.	Only on an account that pays through Gearflow's self-serve plan
Integrations	The connections to your other systems. See Integrations.	Always
Intake addresses	The email addresses, form links, phone numbers and Slack channels that bring work into your account. See Ticket intake.	Only when Gearflow turns this on for your account
Sign-in	Sign in with Microsoft for your company. See Signing in.	Only when Gearflow has Sign in with Microsoft set up
AI instructions	Your standing instructions to Gearflow's AI. See AI instructions and Ask Gearflow.	Always
Ask Gearflow memory	What Ask Gearflow keeps about you and the account. See AI instructions and Ask Gearflow.	Only when Ask Gearflow is on for you
Ask Gearflow usage	What Ask Gearflow has cost the account, by month, by person and by conversation. See AI instructions and Ask Gearflow.	Only when Ask Gearflow is on for you
Account activity	What got fulfilled, who is on the account, who left, and who changed a customer or vendor, in a date range. See Account and billing.	Always
Import	The Equipment request importer. It imports equipment requests in bulk from a spreadsheet CSV export.	Always

Your own pages are not in this menu. They are Your sites, Your notifications, Your devices and your Profile. See Your sites and My team and Profile and devices.

#How the organization data fits together

The data links like this:

A business unit contains departments. It can have its own cost codes and billing addresses.
A job belongs to one business unit and, as an option, one department of that unit. A job has one or more locations.
A shop is a maintenance location. It belongs to no business unit, because it services units across all of them.
A cost code and a work code apply to all business units, or only to the units you pick.
An equipment category groups your units and your equipment requests.
A person is in one or more business units. If your account has more than one business unit, a person in none sees no tickets or requests.

#Business units

A business unit is the top level of your organization. It is usually a division or a regional company. Jobs, departments, locations, people, cost codes and work codes can be scoped to business units.

The list shows Name, Code, Cost codes, Jobs and Departments. Click a row to edit the unit.

The edit dialog holds:

Business unit name and Business unit code.
Logo. Customers see this logo on this business unit's intake pages and emails. With no logo, they see your account's logo. The image is JPG, PNG, GIF or WEBP, up to 5 MB.
Billing addresses. Each one is the legal entity a vendor invoices for orders on this unit. Each has a Bill-to name, a Tax status, and an address. Tax status is "Not specified", "Taxable" or "Tax exempt", and the vendor sees it after the entity name. Tick Use as the default bill-to for this business unit to make one the default. With no billing address, vendor messages carry no bill-to.
Cost codes. The unit's own codes, which you add, edit, archive, restore or delete here. The list also shows the shared codes the unit can use, with an All business units or Shared badge. You manage shared codes on the Cost codes page.

Import CSV creates or updates business units in bulk. The columns are code and name. Gearflow matches each row on code: an existing code is updated, and a new code is created. The import report shows the rows imported, the rows failed, and an error for each failed row. Only account admins can import.

Delete removes a business unit. Gearflow refuses the delete if the unit has jobs, departments or its own cost codes.

#Departments

A department groups jobs by the type of work, for example Solar or Pipelines. Each department belongs to one business unit.

The list shows Name, Code, Business unit, Jobs and Requests. The Requests column is a quick check that your structure matches the real work.

New department asks for a name, a code and a business unit. The business unit is required.
Delete shows only for a department with no jobs and no requests.
Replace & delete shows for a department that has jobs or requests. Pick another department of the same business unit. Gearflow moves the jobs and requests to it, then deletes the old department.
Import CSV creates or updates departments in bulk. The columns are code, name and company_code. Each row's company_code must match an existing business unit, so import business units first.

#Jobs

A job is where work happens. Requests, tickets, mobilizations and maintenance tie to a job. A job has a name, a code, a business unit, an optional department, and one or more locations.

The page has four tabs: Active, Archived, Reference data and Import history. On Active and Archived, a Business unit filter shows the jobs of one unit, or All business units. The list shows Job code, Job, Locations, Business unit and Department.

New job asks for a business unit before it lists departments. The Department picker shows only the departments of the business unit you picked.
Archive takes a job off the Active list. Activate puts it back. Jobs archive; they do not delete. Old requests keep their job.
Bulk upload imports jobs from a CSV. Only account admins see it.

The bulk upload columns are:

Column	Required	Value
`code`	Yes	The job code
`name`	Yes	The job name
`company_code`	Yes	A business unit code or ID
`location`	No	A location code or ID
`gl_code`	No	The GL code for accounting
`department_code`	No	A department code or ID

Gearflow reads the columns by position, so keep them in this order. A value that matches no code and no ID fails that row, and the other rows still import. A row with an existing job code updates that job's location, GL code and department from the cells you fill in. A blank cell changes nothing.

The Reference data tab lists the codes and IDs of your business units, departments and locations, for use in the CSV. The Import history tab lists each upload with its status and its created, updated, skipped and invalid counts.

#Locations

A location is a physical place: a yard, a jobsite or an office. Locations show in the pickers for requests, deliveries and unit moves.

A location is linked at one of three levels:

Business unit locations. Every job in that unit can reach them. A request's location picker finds them by name. It lists them outright when the job has no locations of its own.
Job locations. The job's picker opens on them.
Equipment request locations. These are one-time addresses that someone typed while they submitted an equipment request. They show at the bottom of the list, under their own band. They do not show in location pickers.

The list shows Name, Code, Address, Business units and Jobs. Two badges can show:

Inventory marks a location that stocks parts. Turn on Stocks parts inventory in the location's form for a yard, shop or depot that keeps parts on the shelf. Only these locations show when someone sources parts from stock.
Address needs fixing marks a street line that a driver cannot follow.

Consolidate duplicates finds locations with identical addresses and merges them. It shows a preview first. Locations linked to jobs or business units are kept. Equipment requests move to the kept location. Unlinked duplicates are removed.

Delete removes a location. Gearflow refuses the delete if the location:

holds parts inventory,
routes work through a routing group,
is linked to a job, or
is the delivery location of an asset transfer.

#Locations CSV import

Import CSV opens the Import locations page. Only account admins see it.

Column	Required	Value
`name`	Yes	The location name
`code`	No	A code, unique in your account
`street`	Yes	Address line 1
`line_two`	No	Address line 2, for example a suite
`city`	Yes	City
`state`	Yes	State
`zip`	Yes	Postal code
`country`	No	Country. Empty means `US`.
`business_units`	No	Business unit codes, separated by `;`. Empty makes the location visible to all. An unknown code fails the row.
`holds_inventory`	No	`true`, `yes` or `1` marks a parts stock location. Empty means no.

Download CSV template gives a file with every column.

#Shops

A shop is a maintenance location: a place where your units get serviced. A shop belongs to no business unit, so one shop can service units from all of them.

The page has Active and Archived tabs. The list shows Shop, Code, Address, Subscribers and Units.

New shop asks for a Shop name, a Shop code and an Address. Pick the address from your locations.
A shop needs an address, because parts requests filed to a shop ship there. A shop with no address shows a No address badge. A notice above the list counts these shops.
Subscribers are the people who hear about the work this shop routes. Their own notification settings can still exclude them. If a shop has no subscribers, its work goes to whoever the account's other routing reaches. Add or remove a subscriber in the shop's dialog. The change saves at once.
Archive takes a shop off the Active list. Units that point at it keep pointing at it, and its subscribers stay. Activate puts it back.

Shops have no CSV import. Add them one at a time.

#Cost codes

A cost code is an accounting code that requests and parts lines are charged to.

The page has Active and Archived tabs and a search. The list shows Code, Description and Business units. Business units says "All" for a code that applies to every unit.

New cost code asks for a Code and an optional Description.
All business units is on by default for a new code. Turn it off to offer the code only in the units you pick.
Archive hides a code from the pickers. Requests and lines that already use the code keep it. If the code is shared with more than one business unit, Gearflow asks you to confirm first. Activate puts an archived code back.
The list shows the first 200 codes. Search to find the rest.

A business unit can also have codes of its own, which you edit in that unit's dialog. See Business units.

How buyers pick cost codes, work codes and jobs on each parts line: Cost codes, work codes and jobs.

#Work codes

A work code is a type of work on a work order, for example PM or HYD. Buyers pick a work code on each parts line.

The page has Active and Archived tabs and a search. The list shows Code, Name and Business units.

New work code asks for a Code and an optional Name.
All business units is on by default. Turn it off to offer the work code only on lines of the units you pick.
Archive takes a work code out of the picker. Lines that already use it keep it. Activate puts it back.

#Equipment categories

An equipment category is a type of equipment your organization uses, for example a water wagon or a 2-ton flatbed dump truck. Every equipment request picks a category, and every unit you own has one.

The list shows Name, Code, Canonical mapping, Equipment requests and Assets. People who can change categories also see Repair limits and Internal rates.

#Canonical mapping

Gearflow keeps one shared catalog of equipment types, the canonical catalog. Each of your categories can map to one canonical category. The mapping gives your category its equipment-family roll-up and its default rental rates. Change the mapping and both follow.

Change a mapping from the picker in the row. A category with no mapping shows "Not mapped".
An Auto badge marks a mapping that Gearflow guessed. Check these.
Above the list, a line counts the categories with no mapping. Show unmapped only shows only those categories. Show all shows every category again.

#Repair limits and internal rates

The edit dialog has two optional groups. An empty field sets no rule.

Repair limits: Retirement hours, and Repair limit (% of unit value).
Internal rates: Hourly, Daily, Weekly and Monthly, in dollars. This is what your own fleet charges a job for this kind of unit.

As of November 2026, Gearflow stores these values and shows them in the list. No other screen uses them yet.

#Delete

Delete category removes a category only if it has no equipment requests and no assets. For a category with history, the dialog shows the counts and the delete stays off.

#Import, the catalog picker and suggestions

You can add categories three ways besides New category:

Choose from the catalog. The Choose asset categories page lists the canonical catalog by equipment family. Tick the categories your fleet uses and add them. Each one is mapped from the start. A category you already have shows as Added. The setup checklist opens this page.
Import CSV. The Import asset categories page takes a CSV of your own list. See the columns below.
Category suggestions. This page reads the descriptions of your units and suggests a category for each description. See below.

The import columns are:

Column	Required	Value
`code`	Yes	Your category code
`name`	Yes	Your category name
`canonical_code`	No	A code from the canonical catalog. It sets the mapping exactly.
`retirement_hours`	No	Repair limit
`repair_limit_pct`	No	Repair limit, percent of unit value
`internal_hourly_rate`, `internal_daily_rate`, `internal_weekly_rate`, `internal_monthly_rate`	No	Internal rates, in dollars

Gearflow matches each row on code, so a second import updates and does not duplicate. Without canonical_code, Gearflow guesses the mapping. A guess never replaces a mapping that a person chose. For the six limit and rate columns, a blank cell clears that field. Leave a column out to keep what is saved. The page also lists the canonical catalog, and Download canonical categories gives it as a file.

The import report shows each row with Mapped to, How and Status. How is "You chose it", "Auto-matched" or "Not mapped". Rows with no confident match show under "need a look". Map them from the Equipment categories page.

Category suggestions lists a suggested category for each kind of unit in your fleet. Only account admins can open it.

Scan fleet reads every distinct unit description and suggests a category for each.
Each row shows the Description, the number of Units, the Suggested category, the Confidence and the Make / model.
Filter by confidence: All, Confident, Worth a look or Needs a category. Filter by status: Pending, Accepted or All.
Accept applies one row. Accept selected applies the rows you ticked. Dismiss drops a suggestion.

Nothing changes a unit until you accept. Accepting fills only empty fields: the category, the make and the model of the units with that description. A value that a person or an integration already set stays. If your account has no category for the suggested type, Gearflow creates one and maps it.

#Vendors

Vendors is your own list of the rental yards, dealers, repair shops and haulers you buy from, with their contacts and the Services each one provides. Full walkthrough: Vendors.

#Item catalog

Item catalog shows only on a dealer or broker account. It holds the list price, lead time, weight, dimensions and a photo for each part the dealer sells.

#Tips

Set up business units first. Departments, jobs, locations and codes all ask for a business unit. In another order, you go back to fix references.
Import, do not type. Business units, departments, jobs, locations and equipment categories each take a CSV. Plan to import the first version for a new account.
Read the warnings. Gearflow flags gaps on the page: users with no business unit on Users, shops with No address, locations whose Address needs fixing, and the count of unmapped equipment categories.
Archive, do not delete. Jobs, shops, cost codes and work codes archive. Gearflow refuses to delete a business unit, location or equipment category that is still in use. A department in use needs Replace & delete. Historical requests stay readable.