Schools, districts and campuses run buses, vans, utility vehicles and grounds equipment with a small team and a lot of scrutiny. Gearbox holds the daily checks, inspections, services and driver records in one place, so the fleet is ready for the morning run and for the next review.
When a school bus is involved in an incident, the first question is whether it was inspected that morning and who signed it off. Gearbox records the check, the driver, the time and the photos as they happen, and turns any failed item into a work order so the repair is on the record too.
Drivers run the pre-trip checklist one question at a time, with photos on anything that fails. A failed critical item stands the bus down and the transport office sees it immediately, with a spare allocated before the first pickup.
State inspections, brake checks, lift equipment and operating permits each carry their own due dates, alongside the service schedule. One traffic light per vehicle shows whether it is ready, due or overdue, and the compliance dashboard lists what is coming in the next 30 days.
Licences, endorsements, medicals and training are tracked per driver with expiry dates and reminders. The employee matrix shows every driver against every requirement, so rostering a driver who is not current does not happen by accident.
A checklist per vehicle type, completed on a phone before the route, with the record stored against the bus and the driver.
A failed item becomes a fault report and then a work order, with photos and the history of repeat faults on the vehicle.
Mowers, utility vehicles and lifts share the same register, checks and service schedules as the buses.
Licences, medicals and training tracked per driver, with alerts before anything expires.
Share recent history with an external repairer and keep the completed work on the vehicle's record.
Checks, inspections, services and repairs are dated, attributed and stored as they happen, ready for a review or a records request.
Every answer below is drawn from the knowledge base our customers use, with a link to the full guide.
Browse the knowledge baseDrivers are added as operators and log in with their mobile number, so a new driver has the app on the first day.
Read the guideA QR label on the bus opens the right checklist for that vehicle, so the driver cannot check the wrong unit.
Read the guideState and safety inspections run on their own dates, a bus can carry several at once, and each one feeds the vehicle's traffic light.
Read the guideTraining types are set up once, each record carries its certificate and expiry, and reminders go out before it lapses.
Read the guideMedical types and intervals are configured for the fleet, and each driver's medical sits on their record with its expiry.
Read the guideEach morning Gearbox emails what is due, overdue and faulted, so the transport office knows which buses are not going out before the drivers arrive.
Read the guideStart a free trial, which opens with sample data. If you want to go further, we set up a proof of concept on your own fleet at no extra cost.
