Track it, inspect it, and maintain it without the admin

The fleet and asset platform for the built world. From hand tools to heavy machinery, in one register.

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Trusted by companies, projects and teams of all sizes

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KiwiRail
NHS
Kao
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ABB
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CSV
Redland City Council
Marchcato
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Avondale
Atwell
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Logo 1
Logo 2
KiwiRail
NHS
Kao
Logo 6
Logo 7
Logo 8
Logo 9
Logo 10
Logo 11
ABB
Logo 13
CSV
Redland City Council
Marchcato
Logo 17
Avondale
Atwell
Logo 20
Logo 21

asset types

From hand tools to heavy machinery. Every asset in the same system

A 50-tonne excavator and a calibrated multimeter both live in the same register. No compromises for either.

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Heavy plant

Excavators, dozers, cranes, drill rigs, loaders. Hour-based servicing, pre-starts, fault reports, work orders.

Light vehicles

Utes, trucks, vans, light commercial. Mileage-based servicing, registration tracking, daily checks.

Fixed plant

Generators, compressors, pumps, processing equipment. Calendar and runtime-based servicing.

Equipment

Tooling, attachments, scaffolding, formwork. Inspection scheduling and check-in / check-out.

Tools

Hand tools, power tools, test instruments. Test and tag, calibration tracking, allocation records.

Custom

Bring any asset type into the same system. Custom schedules, custom inspections, custom fields.

Who Gearbelt is for

Built for the people running, fixing, and tracking the fleet

One system, three sets of users. Each one gets the view of the asset they need to do their job.

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Plant and fleet managers

See every asset at a glance. Spot what's due, what's overdue, and what's broken. Plan maintenance instead of chasing it.

Operators

Scan the asset, do the pre-start, log issues if you find them. No clipboards, no chasing supervisors for the right form.

Mechanics and workshop teams

See what's due, close out work orders, log parts and time. Every record builds the service history of the asset.

The asset lifecycle

Every stage of asset management, linked to the asset

Spreadsheets, generic apps, and paper work orders that don't talk to each other. Gearbelt runs every stage through one connected system instead.

Register

Inspect

Schedule

Maintain

Report

Stage 1:

Register

Asset Register

One source of truth for every asset

Service history, faults, location, operator, compliance status

QR code on the machine itself, scan to open the register entry

Single source of truth across every project, every team

QR-coded mobile access

Work at the asset, not the desk

  • Scan the asset to access its record on mobile
  • Pre-starts, fault reports, inspections, work orders all from the same QR
  • Every submission auto-tied to the asset, no mistyped IDs

Stage 2:

Inspect

Inspections

Pre-starts, daily checks, statutory tests.

Pre-starts and daily checks completed at the machine, even offline

Periodic and statutory inspections scheduled and tracked

Faults raised in any inspection route straight to a work order

Stage 3:

Schedule

Maintenance Scheduling.

By hours, mileage, runtime, or custom usage.

  • Schedules trigger by hours, mileage, runtime, or calendar
  • Custom usage units (cycles, bores, lifts) for assets that need them
  • Maintenance stays planned, not reactive

Stage 4:

Maintain

Work Orders

Assigned, tracked, signed off

Owner, due date, and status assigned for every work order

Sign-off, parts used, photos, notes link back to the asset

Auto-raised from faults flagged in inspections

Stage 5:

Report

Dashboards & Compliance

The live fleet view

  • Live view of inspections due, services overdue, open faults and work orders
  • Compliance status by asset, drillable down to source records
  • Audit-ready exports in seconds

Fault Reporting

Operators report at the source

High-severity faults raise a work order and notify the right person immediately

Log faults at the asset in seconds, with photos and severity

Low-severity faults log against the asset for the next service

USE CASES

The workflows teams run on Gearbelt

Work Order

Create work orders from faults, inspections, and scheduled maintenance. Track progress from creation to sign-off with full asset history and automated cost capture.

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Schedule

Track maintenance schedules based on operating hours, calendar intervals, or custom usage units. Fleet managers see what's due, schedule work, and maintain compliance records.

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Workshop Management

Track every workshop job from creation to sign-off. See job allocation, technician progress, and asset downtime in real-time. No more whiteboards or lost service records.

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Asset Inspection

Complete asset inspections on-site with QR code scanning. Real-time fault reporting, offline capability, and direct integration with maintenance schedules.

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Tool and Equipment Inspection

QR code-based tool and equipment inspections. Operators scan assets, complete mobile checklists, capture photos, and create traceable safety records before each shift.

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Check In / Check Out

QR code-based tool and equipment check in/out system. Workers scan assets, capture condition and location data. Real-time tracking eliminates paper logs and lost equipment.

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Customer story

How Burton replaced paper logs with one connected asset register

Burton, a civil engineering contractor with a 100-machine fleet, replaced spreadsheets and paper logs with one connected register. Maintenance went from reactive to planned.

"This automated asset management program has reduced my admin time by a good 80%."

Rhys Thomas — CFO

80% less

Time on fleet management admin

1-2 days/month

Saved on maintenance tracking

View customer story

Security & compliance

Asset compliance, automatically

Every inspection, service, and fault report is timestamped, signed, and tied to the asset. Compliance status is live on the dashboard. Audit prep takes minutes, not weeks.

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Comparison

Gearbelt vs spreadsheets and paper logs

Where asset records live

How operators access records

Maintenance triggers

Faults to work orders

Asset history

Compliance evidence

One register for every asset class

Scan the QR on the asset itself

Hours, mileage, runtime, calendar, or custom units

Fault reports flow straight into work orders

Every form, fault, service, and work order linked to the asset

Audit-ready by default, exports in seconds

Spreadsheets and paper

Spread across files, folders, and people

Office visit, paperwork, manual lookup

Calendar reminders, often missed

Reported manually, often delayed

Reconstruct from files and memory

Compile manually for audit

How to set up your fleet

From sign-up to QR-scanning your first asset in four steps

No IT support, no consulting fees. Most teams are running pre-starts on day one.

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Build your asset register

Import your existing asset list or build it manually. Pick the asset types and add the fields each one needs.

Configure schedules and forms

Choose from off-the-shelf pre-starts, inspections, and service forms. Set the schedules by hours, mileage, calendar, or custom usage.

Print and place QR codes

Each asset gets a QR code on the machine. Operators and mechanics scan to access everything they need.

Start capturing

Pre-starts, fault reports, services, and work orders all flow into Gearbelt automatically. Dashboards stay live the whole time.

Frequently asked questions

How is Gearbelt priced?

Gearbelt is priced per asset, per month. Volume pricing applies at higher asset counts. Workers can access assets via the free Sitemate Mobile App at no additional cost. See the pricing page for current rates.

What does Gearbelt cover?

Gearbelt is the full stack fleet and asset management platform for the built world. One system to track, inspect, schedule, and maintain everything from tools and equipment through to light vehicles and heavy machinery. Covers asset registers, inspections, work orders, scheduled maintenance, and issue tracking.

How is Gearbelt different from spreadsheets or paper?

Spreadsheets and paper records make it almost impossible to keep service schedules current, link faults to work orders, or surface what is overdue. Gearbelt connects everything to the asset it belongs to. Schedules trigger automatically, faults flow into work orders, and the asset history is always live.

How is Gearbelt different from generic fleet management tools?

Generic fleet tools are built for vehicle fleets and rarely cover the mix of light vehicles, heavy machinery, tools, and equipment a built world business actually runs. Gearbelt is purpose-built for the built world. One system covers the full asset stack with mobile-first access through QR codes at the asset itself.

Is Gearbelt standalone, or does it work alongside other Sitemate products?

Gearbelt is a standalone product within the Sitemate stack. Workers access Gearbelt assets through the Sitemate Mobile App. Flowsite can connect Gearbelt data to other business systems. Gearbelt also works alongside Dashpivot if you need both forms-driven workflows and asset management.

Are there limits on assets, inspections, or work orders?

No limits on inspections, work orders, or maintenance records within standard usage. Pricing is anchored to the number of active assets you track, not to record volume.

What does Storm do in Gearbelt?

Storm is not yet available in Gearbelt. Storm capabilities for Gearbelt workflows (template generation, AI form fill for inspections and work orders) are on the roadmap. When Storm comes to Gearbelt, the same human-in-the-loop controls used in Dashpivot will apply.

Where does the human stay in control?

All Gearbelt records today are completed and signed off by humans. Inspections, work orders, and issues are reviewed by the relevant operator, mechanic, or supervisor before being saved. When Storm comes to Gearbelt, every AI-assisted output will remain a draft until a qualified person reviews and saves.

How long does it take to set up Gearbelt?

Most teams have their asset register live within days. Asset profiles, inspection templates, and maintenance schedules can be imported in bulk or set up directly. Larger rollouts across multiple sites typically take a few weeks with Customer Success support.

Does Gearbelt work on mobile and offline?

Yes. Workers access Gearbelt assets through the Sitemate Mobile App on iOS and Android, with offline support for scanning, inspections, and issues. Records sync automatically when connectivity returns. A dedicated Gearbelt Mobile app for mechanics is also coming.

Who in my team would use Gearbelt?

Plant managers, fleet managers, mechanics, operators, supervisors, and asset administrators. Operators report issues and complete pre-starts. Mechanics see what is due and complete work orders. Plant managers run the register and track compliance.

Does Gearbelt integrate with other systems?

Yes. Flowsite connects Gearbelt to common business systems via no-code connectors. The Sitemate API also supports custom integrations. Asset data, inspection records, and work orders can flow to ERPs, accounting systems, BI tools, or any other system that needs them.

Track it, inspect it, and maintain it without the admin

Try for free

Watch demo