Migrate from Gearbox to monday CRM

Each Gearbox vehicle becomes a Monday board item on a dedicated Fleet Vehicles board. The item name defaults to the vehicle identifier (license plate, VIN, or unit number). Original vehicle ID preserved as a custom column for traceability and delta-run matching.

VIN migrates as a custom text column on the vehicle item board, serving as a unique identifier for each record. When a VIN is not available in Gearbox, the migration falls back to the unit number as a secondary identifier. The column is indexed for deduplication, ensuring that duplicate vehicle entries are flagged and merged during migration runs.

The current odometer or hour‑meter reading migrates as a number column on the vehicle item, preserving precision for hour‑meter decimals. The original reading date is stored in a paired date column, enabling time‑series analysis and mileage‑trend reporting in Monday. The migration also flags any unusually high mileage jumps for post‑migration review.

Gearbox personnel records are mapped to Monday CRM Contacts, using the email address as the primary match key. Additional fields such as phone number, role, and certification status migrate as custom columns on the Contact. The migration also supports linking multiple vehicles to a single driver via Monday’s item‑linking feature, allowing you to view all assigned assets from one Contact record.

Work orders become items on a Service History board linked to the parent vehicle item, or subitems within the vehicle item board depending on your preferred structure. Status, priority, and assigned technician map to Monday status and person columns. Parts used and labor hours become subitem rows or custom columns.

Parts and line items from Gearbox work orders migrate as Monday subitems attached to the parent work‑order item. Each subitem stores the part number, description, quantity, and unit cost in text and number columns respectively, preserving the full service‑parts detail. This structure lets you view parts usage directly on the work order board, filter by part number, and calculate total parts cost via subitem aggregation.

Inspection certificates and compliance documents are uploaded as file attachments to the relevant vehicle item in Monday. For each record we migrate the inspection type, result (pass/fail/pending), and expiry date into custom columns—status and date columns respectively. The expiry‑date column then feeds Monday automation triggers, automatically generating renewal reminder items or notifications as the compliance deadline approaches.

Gearbox maintenance intervals—such as every 5,000 miles or every six months—migrate as custom interval columns on the vehicle item. These columns feed Monday automations that create follow‑up items when mileage or date thresholds are crossed, automatically notifying the assigned technician or updating the vehicle status. As part of the package we export the automation recipes so your team can replicate or adjust the triggers after migration.

Fuel purchases and expense logs map to items on a dedicated Expenses board, each linked to the corresponding vehicle item. The migration populates columns for transaction date, quantity (gallons or liters), total cost, and odometer reading at time of purchase. Linking is achieved via Monday’s item‑linking feature, allowing you to view all fuel history directly from the vehicle board and calculate cost‑per‑mile metrics.

If Gearbox contains customer or client records linked to vehicles, those map directly to Monday CRM Accounts. Each Account record can be linked to multiple vehicle items, giving you account‑level visibility into all fleet assets, maintenance schedules, and service history. This linking supports consolidated reporting and helps sales or service teams quickly locate any vehicle associated with a customer.

Gearbox custom fields—such as trailer type, cargo capacity, insurance policy number, or any other custom property—migrate as Monday custom columns on the appropriate board item. The migration maps field types to compatible Monday column formats: text fields to text columns, numeric fields to number columns, date fields to date columns, and pick‑list or multi‑select fields to status or dropdown columns. Any field that does not have a direct Monday equivalent is flagged for a custom column design before migration.

Gearbox file attachments—stored on vehicles, work orders, or compliance records—are downloaded and re‑uploaded to Monday as file attachments on the corresponding board item. Monday enforces a 25 MB per‑file limit; any attachment exceeding this threshold is flagged before migration, prompting you to compress the file, split multi‑page documents, or host externally with a link column in Monday. This ensures all compliant files migrate smoothly while preserving original file metadata.