Digital logbook made simple for Australian truckies. Stay legal, avoid fines and streamline your records with an electronic work diary (EWD).
For Australian truck drivers, digital logbook is more than just a record-keeping tool. It’s a legal requirement central to managing fatigue and ensuring safety on our roads.
The regulatory landscape is constantly evolving. The National Heavy Vehicle Regulator (NHVR) continues to approve new Electronic Work Diary (EWD) systems, such as the recent certification of the OneRoad EWD in May 2025.
This push towards digital solutions highlights the industry’s move towards greater accuracy and efficiency in compliance.
Understanding your logbook is not just about avoiding fines. It’s about championing a culture of safety within the Australian transport industry.
How Important is a Logbook for Truck Drivers?
A logbook is fundamentally important as it is your primary evidence of compliance with Australia’s strict fatigue management laws. It is a legal document that protects both you and your employer.
1. Legal Requirement:
Under the Heavy Vehicle National Law (HVNL), drivers of fatigue-regulated heavy vehicles must record their work and rest hours in a National Driver Work Diary.
This applies to vehicles with a gross vehicle mass (GVM) over 12 tonnes, and buses over 4.5 tonnes fitted to carry more than 12 adults. Failure to maintain a compliant logbook can result in significant penalties.
2. Fatigue Management Tool:
The core purpose of the logbook is to ensure drivers do not exceed maximum work hours or take less than the minimum rest hours required in a given period.
By faithfully recording your time, you actively manage your fatigue, reducing the risk of accidents caused by tired driving. This makes the logbook a critical tool for your personal safety and the safety of everyone else on the road.
What is the Main Purpose of a Logbook in Fleet Management?
In fleet management, the logbook transitions from an individual record to a strategic asset, providing the data necessary for operational compliance, efficiency, and proactive safety management.
1. Compliance and Auditing:
The logbook provides fleet managers and record keepers with the verified data needed to meet their obligations under the HVNL.
All records, whether paper or electronic, must be kept for three years and be readily accessible for audits or investigations by authorised officers. Accurate logbooks streamline this process, making audits less disruptive.
2. Operational Insight and Safety Culture:
Logbook data offers invaluable insights into work patterns, allowing managers to identify potential fatigue risks before they lead to an incident. Furthermore, using Electronic Work Diaries (EWDs) can foster a stronger safety culture within a company.
These systems provide real-time alerts for rest breaks, helping to prevent breaches and demonstrating a company’s commitment to driver well-being.
ELD vs. E-Logbook: What’s the Difference?
| Feature | Electronic Work Diary (EWD) | Electronic Logging Device (ELD) |
| Governing Region | Australia | United States and Canada |
| Regulatory Body | National Heavy Vehicle Regulator (NHVR) | Federal Motor Carrier Safety Administration (FMCSA) in the US |
| Legal Status in Australia | The legally approved and accepted system for proving compliance with HVNL fatigue laws. | Not legally acceptable for compliance with Australian fatigue management laws. |
| Core Function | Digitally records work and rest times in accordance with Australian fatigue management rules. | Digitally records driving hours in accordance with North American Hours of Service (HOS) rules. |
| Key Purpose | Officially replaces the paper-based work diary and is programmed specifically for the Australian regulatory environment. | Designed to meet with different regulatory standards and calculation methods of the US and Canada. |
What are Logbook Rules for Australian Truckies?
The rules governing logbooks are designed to ensure consistency and compliance across the industry. The following table outlines the core requirements and exemptions:
- Who Must Use Logbook?
Drivers of fatigue-regulated heavy vehicles driving over 100km from their base, and all drivers under Basic or Advanced Fatigue Management (BFM/AFM).
- Local Area Exemption
Drivers under standard hours within a 100km radius of their base may use a simpler record including, a run sheet but, must still track total work and rest times.
- Mandatory Content
Driver details, vehicle registration, date, base location and time zone, all work and rest times (to the nearest 15 min for paper), location of changes, and total daily hours.
- Record Keeping
The record keeper (often the employer) must retain all records for three years . Drivers must carry the current and previous 28 days of records.
It is crucial to fill out your diary correctly and in accordance with the HVNL. If your work diary is lost, stolen, or destroyed, you must contact the NHVR.
You can then use a supplementary record for up to seven business days until you can purchase a replacement.
Alternative of Logbook: Manage Vehicle’s Electronic Work Diary (EWD)
Manage Vehicle’s Electronic Work Diary offers a modern, integrated solution. It moves beyond traditional paper diaries to automate compliance and enhance operational efficiency.
This cloud-based system is designed to seamlessly fit into the daily workflow of transport operators and drivers. So, here’s some key features and benefits of using Manage Vehicle’s electronic work diary (EWD):
Manage Vehicle’s EWD is part of a comprehensive suite of fleet management tools, which sets it apart from standalone solutions.
- Integrated Compliance Platform:
Manage Vehicle is not an isolated app; it integrates with a full fleet and compliance management system. This includes GPS tracking, digital pre-start inspections, job dispatch, mass management, and document management.
This eliminates the need to juggle multiple systems and ensures all compliance data is in one place.
- Automated Fatigue Calculations:
The system is programmed with NHVR fatigue management rules. It automatically calculates work and rest times, sending notifications to drivers when a break is due or a potential breach is approaching.
This eliminates the miscalculations and human error common with manual paper diaries.
- Time Savings and Precision:
Unlike paper diaries that require rounding time to the nearest 15 minutes, the Manage Vehicle EWD records time to the nearest minute.
This can save drivers up to 30-40 minutes of administrative work each day, increasing productivity. Furthermore, being app-based, it is less prone to being lost, damaged, or stolen compared to a physical book.
Ready to simplify compliance? Try our Manage Vehicle app free for 30 days. Streamline your logbooks, avoid heavy fines, and drive with confidence.
