Units is the account's fleet list. Each unit has one page with its details, its meters and their source, its live telematics, and every request filed against it.
Every request in Gearflow names a unit, so the fleet list must be correct and current. A maintenance request, an equipment request, a mobilization and a parts request all attach to a unit. If the unit is missing or its meters are old, the service writer calls the field to ask, and the record loses its value.
Units gives the fleet one home. The list shows what the account owns, rents or holds for customers. The unit page shows one machine: what it is, where it is now, what its meters read and where each number came from, and its request history. Fleet systems such as M5, HCSS E360 and telematics feeds fill most units for you. A CSV import and an Add unit form cover the rest.
This page describes the screens as of November 2026.
Units in the left navigation opens /units. Every seat sees it. The list opens on Active units, so a fleet with many retired units does not bury the working ones.
Filter chips across the top narrow the list. The list remembers the filters you leave it on, and the URL carries them, so you can send a filtered list to a colleague.
| Chip | What it does |
|---|---|
| Category | Pick one or more asset categories. The list includes an Uncategorized row, which finds units that have no category yet. |
| Make, Model | Pick one or more makes or models from the fleet. |
| Ownership | Owned, Rented, Customer owned, RPO, Leased, Intercompany. |
| Business unit | Shows only on an account with more than one business unit. |
| Status | Active, Inactive or All. Active is the default. A unit with no status recorded counts as active, so it does not disappear. |
Search units... matches each word you type against the unit number, serial number, make, model, year, and the category name or code. Clear resets every chip to the page defaults, and the default status is Active. To see every unit, pick All on the Status chip.
If your filters hide all units, the list says "No units match your filters." An account with no units at all sees "No units found". When filters hide some units, a line under the list gives the count and a way to clear them.
On a desktop the list is a table. On a phone each unit is a card. The table columns are:
The ··· menu at the end of the table header hides, shows and moves columns. Your column layout stays on your device. A filter reset does not change it.
Add unit opens the Add a unit form over the list. It asks for:
Add unit saves the unit and returns to the list. If the unit number is already in use, the form says "Unit number already exists". The engine, the codes and the other fields are on the unit page's Edit dialog.
A request form can also add a unit while you work. A unit picker's add row opens the Add new unit dialog, which asks for Fleet unit #, the category, make, model, year and VIN / serial #. Only the unit number is required there too.
Import CSV opens Import units from a CSV. Use it to load a whole fleet, or to correct many units at once. The dialog links to Download the CSV template and to the Category code reference.
The import matches each row to a unit on unit_number. A row with a known unit number updates that unit. A row with a new unit number creates one. A blank cell leaves the stored value as it is, so a file with only some columns does not erase the rest.
Only unit_number is required. The importer reads these columns when they are present:
| Column | What it accepts |
|---|---|
unit_number | Required. The match key. |
category_code | Your own name or code for the category, for example SKID_STEER or Skid Steer. It matches your categories by code or name first, then the Gearflow category catalog. If nothing matches, the unit imports without a category and the report lists the value. |
make, model, serial_number, description | Text. |
year | A whole number. |
ownership | owned, rented, customer owned, rpo, leased, intercompany. Also own, rental, lease and ic. Any other value is ignored. |
hours, odometer | Decimal numbers. hours sets the engine hours. |
odometer_unit | Text, for example miles or kilometers. |
engine_make, engine_model, engine_serial_number | Text. |
acquisition_date | A date as YYYY-MM-DD. |
original_cost_cents | What you paid, in whole cents. 24500000 is $245,000.00. |
current_value_cents, current_value_as_of | What the unit is worth now, in whole cents, and the date of that value as YYYY-MM-DD. |
maintenance_location_code | The shop that services the unit. Gearflow finds the shop by its code, or adds it if the account does not have it yet. |
company_code, location_code, owning_department_code, availability_status_code, activity_code, job_code, vendor_code, vendor_name | Free-text codes, stored on the unit as written. |
A number or date cell that does not parse is ignored, not an error. Two rows with the same unit number in one file are a conflict: the second row fails and names the row that came first. The file is one CSV of up to 10 MB.
After Upload & import, the Import report gives the Created, Updated and Failed counts, the units that still need a category, and a line for each row. On an account whose units come from HCSS, a file that would create more than half of its rows stops first with Check before you import. That warning means the file's unit numbers probably do not match HCSS, and the import would make duplicates. Import anyway continues.
The download button at the end of the filter row exports the list as units-export.csv. The file holds every unit that the current filters and search match, not only the rows you scrolled to. Its columns are Unit #, Year, Make, Model, Category, Description, Status, Ownership, Serial #, Engine Serial #, Odometer, Odometer Unit, Engine Hours, Engine Hours Unit, Meter Read At (UTC), Meter Source, Shop and Location Code. A dealer account also gets Customer, and an account with more than one business unit also gets Business Unit. The meters follow the same rule as the screen: telematics first, then the stored meter.
Select turns on select mode. Tick units, or use Select all shown for every unit loaded on the page. Then:
Done selecting turns select mode off.
| Action | Who has it by default |
|---|---|
| See the list, filter, search, export | Every seat. |
| Add unit, Import CSV, Select | Account Admin. |
A person's position on the account can add permissions on top of their role.
Click a unit to open its page at /units/:id. The header shows the category picture, the unit number, make and model, and the category. A rented unit shows its rental vendor beside the picture. On a dealer account, a unit tagged with a customer shows that customer. If you opened the unit from a request, the back link returns you to that request.
The page has these sections, from top to bottom.
The Telematics card shows what the unit's telematics device reports now. It shows only for a unit linked to a telematics feed. The header names the provider that sent the reading and the date of the data.
Some trucks report an odometer and GPS but no engine hours. For those, the card shows distance driven over the same windows in place of hours, and a note says why.
Details lists what the unit is: Unit number, Contract number, Serial number, Make, Model, Year, Description, Ownership, Status, Category, Category code, Created and Updated.
Meters & engine shows the Odometer and Engine hours, then Engine make, Engine model and Engine S/N. Each meter shows its number with its source and reading date, for example "152,384 mi · Samsara · Jul 28".
The meter rule is telematics first:
The same rule feeds the list's Meters column and the CSV export, so the three never disagree.
Unit details holds the fleet-system codes: Company code, Company name, Owning department, Activity code, Job code, Location code, Shop and Availability status. For an M5 unit, the M5 description shows under each code.
Shop is where the unit is serviced, and it decides where requests on the unit go. An Account Admin changes it in place. On a unit from the M5 sync, the row says "Set by the M5 sync; edits are overwritten on the next sync."
Documents keeps files on the unit: a warranty, a registration, an inspection report. Upload a document takes a PDF or a photo, up to 25 MB each and five at a time. Everyone who can open the unit can open its documents. The person who uploaded a file, or an Account Admin, can delete it.
Documents is not on for every account yet. Only accounts that have it switched on see the section. Ask Gearflow to turn it on.
Request history lists every equipment request, mobilization, maintenance request and parts request on the unit, newest first. A unit with none shows "No request history". A request's unit card links straight to this section. For how maintenance requests work, see Maintenance work requests.
Edit opens Edit unit, with Basic details, Meters & engine, Unit details and Other. Dispatchers and Account Admins can edit a unit by default. Save changes saves it.
A unit that comes from HCSS E360 locks the fields HCSS owns. Each locked field shows its value and "Edit this in HCSS" in place of an input, because the next HCSS sync writes over a change made in Gearflow. The unit number is always locked on an HCSS unit, because HCSS matches units on it. Description stays editable, and the sync keeps a person's edit.
category_code does not stop a row. Import the fleet, then filter on Uncategorized, Select the units and use Set category.unit_number and that column only.