A mobilization moves equipment you already own from one place to another. It keeps the units, both ends of the move, the driver or hauler, the quotes, the PO and the discussion on one record.
A mobilization gives the office one record for each move. Without it, the move is a chain of phone calls: the field asks for a machine, a dispatcher finds a truck, a hauler quotes by phone, and nobody can see later what was promised.
Heavy civil contractors own a lot of equipment. Some of it sits idle at a yard or on a job that is winding down. When a job needs a machine, the right answer is often "we already own one, two hours away." A mobilization makes that answer something you can act on. You pick the units, the pickup and the drop-off, and then a driver of your own or a hired hauler. The quotes, the PO, the status and the messages all stay on the same record.
Use a Mobilization when you have the unit but it is in the wrong place. Use an Equipment request when you need a unit that you do not have.
| What you buy | Equipment request: a rental or rental-purchase. Mobilization: a move. |
|---|---|
| The unit | Equipment request: the vendor brings it. Mobilization: it is already in your fleet. A move can also carry materials and no unit. |
| Who does the work | Equipment request: rental yards. Mobilization: your own drivers, or hired haulers. |
| Last status | Equipment request: Called Off. Mobilization: Received. |
The Mobilizations list shows one row per move, sorted into tabs by status. The working tabs show a count.
The list has these tabs, as of November 2026:
Some accounts use haul scheduling. On those accounts, Open also holds the moves in Quote requested, so the list has no Quote requested tab. Your Gearflow contact turns on haul scheduling for your account.
The columns are Needed by, Scheduled, Status, Priority, Pickup, Drop-off, Units, Name, Associated, Requester, Owner, Moved by and Last activity. Accounts that serve customers also see Customer.
On accounts that use haul scheduling, the columns after Priority are Job, Pickup, Drop-off, Load, Truck and Summary, and Moved by reads Driver.
On a tab that holds one status, the Status column is hidden. You can sort by Needed by, Scheduled, Status, Priority and Last activity from the column headers. The sort menu also sorts by Created.
People who dispatch moves can tick rows and use Change status on all of them at once. They can also set the owner, the driver and the scheduled date from the row.
Each move has a priority: Urgent, High, Medium or Low. Priority shows as a badge on the list and on the move. Sort the list by Priority to put urgent moves first.
A new move starts at Medium. Change it on the create form, or click the badge on a list row and pick a new level. People who cannot edit the move see the badge only.
On a dump-truck request, In transit reads Job started and Received reads Job ended.
Click + in the top bar and pick Create mobilization request. A move can also start from a Ticket: the ticket's request card opens the same form with the fields filled in, and the move stays linked to the ticket.
The form has these parts:
The Notes text and the pictures post as the first message in the move's Discussion.
People who dispatch moves also see Already scheduled? Add driver and truck. It opens a Dispatch block with Scheduled, Driver and Truck #. A move created with a scheduled date starts in Scheduled. Remove closes the block and clears the three fields.
Click Create. The move starts in Open.
On accounts that use haul scheduling, the form starts with What do you need?: Move a load or Dump trucks. A dump-truck request has no pickup and no drop-off. It asks for:
Click Browse sourcing options on the move.
On accounts that use haul scheduling, Your drivers shows first. Gearflow ranks your drivers for this move as Strong, Good or Weak. Weak matches stay behind Show N weak matches. Pick a driver and click Assign to schedule the move for its date. See Drivers.
To use a hired hauler, pick one or more vendors under Hauling vendors and click Next. Gearflow writes the RFQ from the move: the units, both addresses, both contacts and the date. Edit the message if you need to. Under the message, each hauler has a card where you pick who gets it, or add a contact. Click Send request. The move goes to Quote requested.
Open a hauler's thread and click Add quote. Add the Quote file (optional) and the Total price, then click Add quote.
When the hauler wrote a price in a message, Gearflow reads it and shows it on the Add quote form with the message beside it. Use this price fills the Total price. Gearflow never saves a quote by itself: a person reads the price and clicks Add quote.
The quotes show side by side in Sourcing. To decline one, click Decline, give an optional note and send it to the hauler.
Open the quote and enter the purchase order number. Then write the message to the hauler. It goes out with the PO. Click Send to vendor. The move goes to Scheduled.
The PO number and the total stay editable on the order. Click the pencil beside each one. Each change writes a line on the move's timeline, for example "updated the order total from $950.00 to $1,231.44".
The assigned driver marks Mark picked up (the move goes to In transit) and then Mark dropped off (the move goes to Received). People who dispatch moves can also change the status from the status menu. See Drivers.
Open a move from the list. The move opens in a panel with these parts:
The Actions menu (the three dots) has Duplicate, which opens the create form filled in from this move, and Bill of lading, which downloads the move's bill of lading as a PDF. See Drivers.
The Discussion keeps everyone on the move in one thread. When a move is created, Gearflow subscribes the creator, the owner, the driver, the contacts at both ends and the point of contact. A message on the Discussion goes to all of them.
On accounts that use haul scheduling, the person who asked for the move gets an email when it is scheduled. The email says who has the move and the date. If the date changes later, they get a short "moved" email. A reply to the email posts on the move's Discussion. Gearflow sends no other notices of this kind, and it does not tell a requester about a change they made.
Gearflow warns you when a unit on a planned move cannot run. A unit is down when it has an open maintenance request that says Machine down: Yes. A failed inspection counts too.
When a unit goes down, each move that carries it and has not run yet gets an alert. A move has not run yet when it is Open, Quote requested or Scheduled, and due today, later or on no set day. The alert goes to the people on the move, and the owner must act on it. The move page shows a red line, for example "Unit 1812 is tagged out", with two buttons:
A unit with an open maintenance request that does not say the machine is down shows a quiet gray line. It alerts nobody.
The daily driver digest tells each driver about tomorrow's moves. People who dispatch moves turn it on from the Daily digest badge on the list header. See Drivers.