What is the best electronic work diary in Australia?

What is the best electronic work diary in Australia?

The best electronic work diary (EWD) in Australia is one that holds current NHVR approval, aligns with your operator's fatigue management option (Standard hours, BFM, or AFM), and strengthens your ability to produce evidence during an NHVR investigation or audit. Several NHVR-approved EWDs are available — including Hubfleet, Logmaster, Smart eDriver, and Netcorp — but the "best" depends on your fleet size, telematics integration, and whether the system supports operator-side compliance workflows beyond driver recording. CoRGuard does not yet offer a live EWD module; however, its current fatigue and driver diary check workflows help operators verify, store, and produce the evidence that the HVNL requires alongside any EWD or paper work diary.

Key takeaways

• An Electronic Work Diary (EWD) is an NHVR-approved electronic system that records a driver's work and rest times and may be used in place of a written work diary under the HVNL.
• The HVNL (Chapter 6) establishes work diary requirements, fatigue-related duties for multiple parties, and record-keeping obligations that apply regardless of whether a paper or electronic diary is used.
• Operators, employers, prime contractors, and schedulers all share a duty under HVNL section 264 to ensure driver compliance with work and rest hours.
• Choosing an EWD is only part of the picture — operators must also manage diary checks, records retention, and evidence production for NHVR enforcement.
• CoRGuard currently supports fatigue and driver diary check workflows; a full EWD module is on the product roadmap.

What is an Electronic Work Diary under the HVNL?

Under the Heavy Vehicle National Law (HVNL), Chapter 6 governs vehicle operations relating to driver fatigue. The HVNL provides for two types of work diary: a written (paper) work diary and an electronic work diary. An EWD is defined as an electronic device or system approved by the NHVR that monitors and records a driver's work and rest times.

The HVNL sets out specific subdivisions governing how EWDs must be used, including requirements around:

• How the electronic work diary must be used (Subdivision 5 of the work diary provisions)
• Notification obligations if an approved electronic recording system malfunctions (section 270/311)
• What record keepers must do if an electronic work diary is filled up, destroyed, lost, stolen, or not in working order (sections 311–313)
• Prohibitions on tampering with an approved electronic recording system (section 336)
• Reporting obligations for tampering or suspected tampering with an EWD (section 336A)

Operationally, this means that an EWD is not simply a digital version of a paper diary. It is a regulated recording system with its own compliance framework. If the system malfunctions, the driver or relevant entity must notify the record keeper. If the device is lost or stolen, specific procedures must be followed. Tampering with an EWD is an offence, and suspected tampering must be reported.

Which NHVR-approved electronic work diaries are available in Australia?

The NHVR maintains a list of approved EWDs. As of the time of writing, several products hold NHVR approval:

• Hubfleet — An NHVR-approved EWD app available on mobile devices, covering Standard, Basic Fatigue Management (BFM), and Advanced Fatigue Management (AFM) options. Hubfleet has been promoted by the NHVR as a national solution.
• Logmaster — Positioned as an Australian-built EWD designed for local transport compliance and operational requirements, including fatigue management.
• Smart eDriver — An NHVR-approved EWD available on both Android and Apple iOS, developed and operated in Australia.
• Netcorp — Released its NHVR-approved EWD to the Australian heavy vehicle industry, offering a telematics-integrated approach.

Each of these systems has been through the NHVR approval process. However, NHVR approval means the system meets the technical and recording standards required by the HVNL and the National Regulations — it does not mean the system manages every aspect of an operator's fatigue compliance obligations.

How does an EWD relate to operator fatigue duties under the HVNL?

An EWD records the driver's work and rest times, but fatigue compliance under the HVNL extends well beyond the driver's individual recording obligation. The HVNL imposes duties on multiple parties in the chain of responsibility.

Section 264 of the HVNL places a duty on employers, prime contractors, operators, and schedulers to ensure driver compliance with maximum work and minimum rest requirements. This means that if a driver breaches their work and rest hours, the operator and other parties may also be held liable if they failed to take reasonable steps to prevent the breach.

The HVNL also establishes categories of fatigue breaches (section 222), ranging from minor breaches to severe breaches, with escalating penalties. The category of breach depends on factors such as the extent of the excess work time or shortfall in rest time.

For operators, this creates a practical imperative: an EWD helps drivers record accurately, but the operator must still actively monitor, verify, and act on the records. This is where operator-side compliance workflows become essential. For more detail on what the HVNL requires operators to prove, see our resource on NHVR fatigue checks and operator evidence obligations under the HVNL.

What must operators do with work diary records under the HVNL?

The HVNL imposes record-keeping obligations on both drivers and record keepers (typically the operator). Key obligations include:

• Driver must carry a work diary (section 293): A driver of a fatigue-regulated heavy vehicle must carry a work diary when required by the regulations.
• Recording information immediately after starting work (section 297): Drivers must record required information immediately after starting work.
• Record keeper must hold records (section 321): The record keeper must have and retain the work diary records provided by the driver.
• Driver must give information to record keeper (section 322): The driver must provide their work diary information to the record keeper at the intervals required by the regulations.
• Record keeper must give information from an electronic work diary (section 324): Where an EWD is used, the record keeper must provide records from the EWD as required.

These obligations apply regardless of whether the driver uses a paper work diary or an NHVR-approved EWD. The operator, as record keeper, must ensure that records are received, stored, and retrievable. During an NHVR investigation or audit, the operator must be able to produce these records on request.

For a deeper examination of enforcement signals and what they mean for operators, see our article on fatigue and driver diary checks.

What should operators look for when choosing an EWD?

When evaluating EWD options, operators should consider the following factors:

1. NHVR approval status

Only NHVR-approved EWDs may legally replace a written work diary. An approved system has been assessed against the technical standards in the HVNL and National Regulations. Operators should verify current approval status directly with the NHVR, as approvals can be amended or cancelled under the HVNL (sections 352–355).

2. Fatigue management option support

Not all EWDs support all fatigue management options. If your operation operates under BFM or AFM, confirm that the EWD supports those hours frameworks. Standard hours, BFM, and AFM each have different work and rest limits under the HVNL (Divisions 2–4 of Part 6.2).

3. Telematics and fleet management integration

An EWD that integrates with your existing telematics platform can reduce duplicate data entry and improve the accuracy of records. Some EWDs are standalone apps; others are built into broader fleet management platforms.

4. Operator-side record management

The EWD is primarily a driver-facing tool. Operators need to consider how records flow from the EWD to the operator's compliance system. Can records be exported? Are they stored in a format that is audit-ready? How long are records retained? The HVNL requires record keepers to hold records for the period specified in the regulations.

5. Malfunction and fallback procedures

Under the HVNL, if an EWD malfunctions, is lost, or is stolen, specific procedures apply (sections 311–313). Operators should understand the EWD provider's process for handling these scenarios and ensure drivers know what to do if the system fails. A paper work diary may need to be carried as a fallback.

6. Tampering protections and reporting

The HVNL prohibits tampering with an approved electronic recording system (section 336) and requires reporting of tampering or suspected tampering (section 336A). Operators should ensure the EWD has appropriate security controls and that their internal procedures cover the reporting obligation.

How does CoRGuard support fatigue compliance today?

CoRGuard's current capability set supports operator-side fatigue compliance through driver diary check workflows — not a live EWD module. This is an important distinction: an EWD is a driver-side recording tool approved by the NHVR, while CoRGuard is an operator-side compliance management platform.

Today, CoRGuard helps operators:

• Check and verify driver work diary entries — Operators can review driver diary records (whether from a paper diary or an EWD export) and log the verification activity within the platform.
• Centralise fatigue compliance evidence — Diary check records, driver declarations, and related documentation are stored in a single, searchable system, ready for audit or investigation.
• Track corrective actions — Where a fatigue breach or discrepancy is identified, operators can create and track corrective actions through the platform's risk register.
• Demonstrate active management — The HVNL duty under section 264 requires operators to take reasonable steps to ensure driver compliance. Documented diary checks and corrective actions provide evidence that the operator is actively managing fatigue risk.

For an overview of all CoRGuard compliance features, see our Features page. For a broader look at how CoRGuard fits into your CoR compliance program, see our Chain of Responsibility Compliance Software page.

What is CoRGuard's EWD roadmap?

CoRGuard has an Electronic Work Diary capability on its product roadmap. Until that module is live, operators should continue using an NHVR-approved EWD (or paper work diary) for driver-side recording, and use CoRGuard for the operator-side verification, evidence storage, and corrective action workflows that the HVNL requires.

This separation is consistent with the HVNL framework: the law distinguishes between the driver's recording obligation and the operator's record-keeping and duty-to-ensure-compliance obligations. An EWD addresses the former; CoRGuard addresses the latter.

How do EWDs fit into the broader Chain of Responsibility framework?

Fatigue management is one part of the broader Chain of Responsibility (CoR) framework under the HVNL. The HVNL establishes a principle of shared responsibility (section 26A), meaning that every party in the transport chain — consignor, consignee, packer, loader, driver, operator, scheduler, and prime contractor — has a role in ensuring compliance.

The primary duty under section 26C requires each party to ensure, so far as is reasonably practicable, the safety of transport operations. For fatigue, this translates into ensuring that drivers are not put in a position where they are pressured to breach work and rest hours.

An EWD helps create an accurate record, but it does not by itself discharge the operator's primary duty. Operators must also demonstrate that they have systems to:

• Schedule loads within legal work and rest limits
• Monitor driver hours across rosters and trips
• Identify patterns of fatigue risk
• Take corrective action when breaches or near-misses occur
• Maintain evidence of all the above for audit and investigation

For more on how the primary duty aligns with WHS obligations, see our resource on WHS primary duty and HVNL Chain of Responsibility alignment.

How should operators prepare for HVNL changes and NHVAS-to-HVA transition?

The HVNL is set to undergo significant reform, with changes due to take effect from 1 August 2026. These changes include the transition from the National Heavy Vehicle Accreditation Scheme (NHVAS) to the new Heavy Vehicle Accreditation (HVA) framework, updated fatigue management provisions, and enhanced Chain of Responsibility obligations.

Operators preparing for these changes should consider:

• Reviewing current fatigue management systems — Whether you use a paper diary, an EWD, or both, now is the time to assess whether your records and workflows will meet the new requirements.
• Strengthening evidence systems — The HVA framework places greater emphasis on safety management systems and documented evidence. Operators should ensure their compliance records are centralised and audit-ready.
• Aligning with the 2026 Master Code — The Master Code provides practical guidance on CoR controls. Operators should map their current practices against the Master Code's recommended controls.

For detailed guidance, see our resources on the HVNL 2026 reform and operator readiness and the NHVAS to HVA transition.

Practical next steps: what operators should do now

1. Verify your EWD is NHVR-approved — Check the current approval status of any EWD you are using or considering. The NHVR publishes the list of approved systems.
2. Implement operator-side diary check workflows — Use CoRGuard to document your review of driver work diary entries, whether from paper or electronic systems. This creates evidence that you are actively monitoring fatigue compliance.
3. Establish malfunction and fallback procedures — Ensure drivers know what to do if the EWD fails, including carrying a paper work diary as backup, as contemplated by the HVNL.
4. Centralise all fatigue records — Store diary checks, breach records, corrective actions, and related correspondence in a single system. This is critical for audit readiness and NHVR investigations.
5. Track corrective actions to closure — When a fatigue breach or discrepancy is identified, create a corrective action in CoRGuard, assign responsibility, and track it through to resolution.
6. Prepare for the August 2026 HVNL changes — Review your fatigue management and CoR systems against the upcoming reforms. Use CoRGuard's risk register to document gaps and actions.
7. Seek expert advice where needed — For complex compliance questions, MAEZ provides expert advisory, training, and chartered risk services. CoRGuard is the software implementation path where documented evidence and workflow tracking are needed. Contact us to discuss your requirements.

Frequently asked questions

Is an electronic work diary mandatory in Australia?

No. An electronic work diary is not mandatory. Drivers may use either a written (paper) work diary or an NHVR-approved electronic work diary. The HVNL requires drivers of fatigue-regulated heavy vehicles to carry and use a work diary, but it does not prescribe the format. An EWD is an alternative to a paper diary, not a replacement for the obligation itself.

Can an EWD replace all paper work diary requirements?

An NHVR-approved EWD can replace a written work diary for recording work and rest times. However, the HVNL contemplates scenarios where a paper diary may still be needed — for example, if the EWD malfunctions, is lost, or is stolen (sections 311–313). Operators should ensure drivers have access to a paper work diary as a fallback.

Does using an EWD remove the operator's fatigue compliance obligations?

No. An EWD is a driver-side recording tool. The operator's duties under HVNL section 264 — to ensure driver compliance with work and rest hours — remain in full force regardless of whether a paper or electronic diary is used. Operators must still monitor records, verify compliance, take corrective action, and maintain evidence.

Does CoRGuard include an electronic work diary?

Not yet. CoRGuard currently supports fatigue and driver diary check workflows, which help operators verify, store, and produce evidence of their fatigue compliance management. An EWD module is on the CoRGuard product roadmap. Until then, operators should use an NHVR-approved EWD or paper diary for driver-side recording, and CoRGuard for operator-side compliance workflows.

What happens if an EWD malfunctions during a trip?

Under the HVNL, if an approved electronic recording system malfunctions, the driver or relevant entity must notify the record keeper (section 270/311). The record keeper has specific obligations depending on whether the EWD is filled up, destroyed, lost, stolen, or not in working order (sections 311–313). Drivers should carry a paper work diary as a fallback and record their work and rest times manually until the EWD is restored.

How long must operators keep work diary records?

Work diary records must be retained for the period specified in the Heavy Vehicle National Regulations. Operators should confirm the current retention period with the NHVR or their compliance advisor. CoRGuard helps operators centralise and retain records in an audit-ready format, but the specific retention period is set by regulation, not by the software.

Can software guarantee fatigue compliance?

No software can guarantee compliance. The HVNL imposes duties on multiple parties, and compliance depends on the actions of drivers, operators, schedulers, and other parties in the chain. CoRGuard supports compliance by providing workflows, evidence storage, and corrective action tracking, but it does not remove legal liability. Operators should combine software tools with proper training, procedures, and expert advice.