Help · Schedule

Job schedule

The Schedule shows every active job in a business unit as a card with its equipment health. Open a job to see its monthly equipment plan, a live schedule of every unit on it, and, if your account has them, its materials.

#Why this exists

The Schedule answers one question for each job: does it have the equipment it needs, today and in the coming months? A project manager or a superintendent often keeps that answer in a spreadsheet or in their head.

Gearflow already holds the job's equipment requests, the unit that fills each one, the dates, the moves and the repairs. The Schedule reads all of them and shows which jobs have a problem, then which unit on the job causes it.

Open it from Schedule in the menu. Every account has it, and every person can open it. You see only the business units and jobs that your access lets you see.

#The jobs overview

The overview shows one card for each active job in one business unit.

#Pick the business unit

The page title is the name of the business unit. Under it, a line shows how many active jobs it has, and how many of them are at risk.

Business unit — the picker at the top right. You can search it. Each item shows the business unit's number of active jobs. When you open the page the first time, it selects the first business unit that has active jobs.
Department — shows when the business unit has departments. It narrows the cards to one department. The default is All departments.
Search — the box Search job name or code… finds jobs by name or job code. With a search on, the line under the title says how many jobs match, for example "12 of 400 active jobs match".

Gearflow remembers the business unit and department that you looked at last. When you come back to the Schedule, it opens on them.

#Read a job card

Each card shows:

The job name, the job code and the job's location.
The months that the job's equipment requests cover, for example "Mar – Sep 2026".
A health pill (see below).
Four counts: Unfulfilled, Disrupted, At risk and Overrun. A count that is not zero shows in red (Unfulfilled, Disrupted) or amber (At risk, Overrun).

Click a card to open the job.

#How the cards are sorted

The cards are in bands, and each band has a heading and a count:

Your jobs — the jobs that you cover. You choose them on the Your sites page, from your profile settings.
Then one band for each health: Critical, At risk, Not started, On track.

Inside a band, the cards sort by job name.

#The equipment states

Each equipment request on a job has one state today. The Schedule uses the same words on the cards, the filters and the badges.

Unfulfilled	The request has no unit assigned.
Disrupted	The unit is down for a machine-down repair while it should be on the job.
At risk	A unit is assigned, but its start date is in the past and it is not on site.
Overrun	The unit is on site after its planned end date.
On plan	The unit is on site, or it is assigned and starts today or later.
Called off	The rental is called off.

#Job health

The health pill rolls the states of a job up into one word:

Critical — a request is Disrupted, or a request is Unfulfilled and its start date has come.
At risk — a request is At risk or Overrun.
On track — units are on site, and nothing is wrong.
Not started — every request starts in the future, and nothing is on site.

An Unfulfilled request that starts next month does not make the job Critical. It is planning, not a problem yet.

#A job's page

A job's page shows the job name, the job code, the location and the months the job covers. The health pill is at the top right. Hover over it to see which equipment is off track. The arrow at the top left goes back to the overview, on the same business unit.

The tabs are Plan and Live schedule, and Materials if your account has it. The page opens on Live schedule when a request on the job has started, and on Plan when nothing has started yet.

#Plan

The Plan tab shows the job's equipment demand month by month. Gearflow makes it from the job's equipment requests. There is no separate plan to keep up to date.

Rows — one for each equipment type on the job.
Month columns — one for each month that the job covers. The current month has a Now tag.
Each cell — how many units the job needs that month. Under it, the difference between the units on site and the units needed: short or over for this month and past months, and projected for future months.
Peak — the most units the job needs in any one month.
Utilization — shows when the job's units have telematics: hours a week and percent of a 40-hour work week.

#Live schedule

The Live schedule shows every equipment request on the job on a timeline. Each request is one row, grouped by equipment family. When one unit fills more than one request, its rows are next to each other.

Filters — they apply to the timeline and to the table:

Ownership — All owners, Rental, Fleet or Customer. Fleet is owned, leased and intercompany units. Rental includes rent-to-own.
Category — one equipment family, or All categories.
State — All, Unfulfilled, Disrupted, At risk, Overrun or Underutilized. Each one shows its count.

Underutilized shows the units on site that ran less than 30% of an 8-hour day, on average, in the last 7 or 14 days. Pick the window when this filter is on. A unit with no telematics in the window is not on this list, because Gearflow does not know whether it sat idle. The page says how many units it could not judge.

The timeline:

Each bar is one phase of the request: on rent, overrun, or in repair. A move shows as its own block on the row.
Click a bar to open the equipment request beside the schedule. Click a repair to open the maintenance request. Click a move to open the mobilization. The schedule stays in place behind it.
Today scrolls the timeline back to today.
Expand all and Collapse all open and close every family. The arrow before a family's name opens or closes that family.

Schedule or Table — the Table view shows one row for each equipment family, with Requested, Active, Deviation, Needed and Statuses. Active means on site, including overrun units.

The family drawer — click a family's name (or its row in the Table view) to open its drawer. It shows how many of its units are active, and a card for each unit with its status and its timeline. A unit with telematics also shows its days on rent and its utilization. The drawer has its own filter: All, Unfulfilled, Disrupted and Overrun.

#Materials

The Materials tab shows each construction material that the job requested, and what is left to order. Your Gearflow contact turns on Materials for your account. Without it, the job page has no Materials tab.

Materials schedule — one row for each material: Requested, Quoted, Ordered, Received, Used, On hand and Left to order. At the top, the totals Ordered, Left to order and Not to exceed.
Not to exceed — click Set (or Edit) to set the job's limit for material. A bar then shows the spend against it, and how much is left under it or over it.
Order — orders a material from an open quote. If you order less than the quote, the rest stays quoted at the same vendor and price.
Reorder — shows when a material reads Low. It fills the quantity that brings the job's stock up to what the next weeks need. A purchase order goes to the vendor, and you cannot take it back, so Gearflow asks before it sends.
Record use — opens the material's page with the Record use form filled in.
Change orders — when the job's scope changes, click New change order. Remove what the job no longer needs, add what it needs now, and give a reason. Each change order shows its credit, its added value and its net. Click View, then Print backup, to print it for the owner's representative.
Material used on this job — what the job used, priced from the orders the stock came in on, with the total.

#Walkthrough

#Step 1: Find the job that needs attention

Open Schedule. Pick the business unit. Read the Critical band first, then At risk. The red counts on each card tell you why.

#Step 2: Check the plan

On the job's page, open Plan. Read the current month first. A "short" number means the job has fewer units on site than it needs. A "projected" number in a future month is a gap you can still fix.

#Step 3: Find the unit

Open Live schedule. Click the state that the card showed, for example Unfulfilled. The timeline now shows only those requests. Click a bar to open the request and act on it.

#Step 4: Call off idle rentals

Set Ownership to Rental and click Underutilized. The list shows the rentals that ran less than 30% of a working day in the last week.

#Tips

Cover your jobs. Add your jobs on the Your sites page, and they always show first on the overview.
Health is about today. A job with only future demand reads Not started, not Critical. Use the Plan tab to see future gaps.
Underutilized needs telematics. Without an engine-hour feed for a unit, the Schedule cannot judge it.
The Schedule is a view. It changes no request itself. Every fix happens on the request, the repair or the move that you open from it.