The traffic light system: simple, smart fleet visibility

Managing a fleet means constantly juggling moving parts. Assets in the field, service schedules, unexpected faults, and compliance deadlines. Juggling 30 units can be just as demanding as handling 300. Gearbox’s traffic light system cuts through that complexity and gives teams a clear, real-time view of what needs attention.

It simplifies how you see your fleet. And it gives your team a clear, shared understanding of asset status at a glance.

What is the traffic light system?

In Gearbox, every asset, whether it’s a truck, trailer, excavator, or pump, gets a live, color-coded status indicator based on its current condition and compliance:

• Green = all good
• Yellow = something is coming due soon (like a service, inspection, or rego)
• Red = something is overdue or flagged (like a fault, missed service, or expired permit)

That simple color scheme provides an instant overview of what’s working and what’s not, without having to open a spreadsheet or dig through paper folders.

Why it matters for fleet maintenance

The traffic light system isn’t just for show. It’s a live, data-driven view that consolidates multiple factors:

• Service due dates (time, kms, or engine hours)
• Inspection schedules
• Open or unresolved faults
• Expired registrations or permits
• Compliance checks (like risk assessments or load sheets)

This means the moment something slips, the asset changes status. No guesswork, no need to double-check five different tabs. You know what’s falling behind and where to act first.

A shared language for your team

One of the hidden benefits of the traffic light system is that it aligns everyone in your operation. Operators, workshop managers, compliance leads, and directors can all understand an asset’s status with the same quick visual check.

You don’t need a technical background to use it. No more mixed messages about “whether it’s due” or “if we logged that fault.” Everyone sees the same status and understands what it means.

How it helps prevent downtime

Most unplanned downtime doesn’t happen suddenly. It builds up slowly. A missed inspection here, a service put off there. Without visibility, those issues get buried.

With Gearbox’s traffic light system, those early warning signs are right in front of you. You can:

• Act on yellow assets before they turn red
• Investigate why an asset is red and schedule the work
• Plan maintenance around availability, not emergency

This kind of foresight helps reduce breakdowns, keep projects on track, and cut repair costs over time.

Useful for any fleet size

Whether you’re managing:

• 20 vehicles in a local delivery fleet
• 150 pieces of mixed machinery on a construction site
• A seasonal ag fleet preparing for harvest
• An intermodal operation with assets across multiple sites

…the traffic light system keeps things manageable.

It scales with you. As your asset base grows, the dashboard becomes even more useful because it cuts through the noise and gives you focus.

Great for compliance, too

In regulated industries, being able to show that you’re on top of maintenance matters. Auditors and insurers want to see that you’re proactive, not just reactive.

The traffic light system helps demonstrate:

• Which assets are in compliance
• What was flagged, when, and how it was resolved
• Your ability to prioritise and track faults

It’s a visual record of your operational control.

Simple, but powerful

In an age of complex fleet software, the simplicity of Gearbox’s traffic light system is what makes it so effective. It doesn’t just display data, it makes it meaningful, actionable, and easy to share.

When you’re juggling hundreds of tasks, that kind of clarity is what keeps things moving.

If you feel like your current system doesn’t give you the visibility you need, the traffic light view in Gearbox might be what you’re missing. It’s not a gimmick. It’s a tool that helps real fleet teams stay on top of maintenance, reduce compliance risk, and prevent costly downtime.

Want to see how the traffic light system could work in your fleet? Click here to book a free demo.