EWD Compliance: What It Takes After the App Is Installed

Installing an approved EWD is where compliance starts, not where it ends. Here's what drivers and record keepers still have to do, how long records are kept and how breaches are treated.

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What Compliance Means With an EWD

An EWD meets the same legal purpose as the written diary: an accurate record of a driver's work and rest. Being compliant means that record is complete, kept for the required period and acted on when it shows a problem.

Record keeping is shared. NHVR guidance says the operator and the EWD provider share legal responsibility for record keeping functions, so neither can leave it all to the other.

Under the HVNL, work and rest breaches are graded from minor to critical risk, and the penalties rise with the grade.

The Driver's Part

An EWD does the arithmetic, but the driver is still responsible for the record.

Accurate entries

Record each change between work and rest as it happens, and correct mistakes before signing off.

Checking the location

Confirm the suburb at each entry, and change it if GPS has drifted.

Showing the record

Present the EWD in Compliance View when an authorised officer asks.

Reporting faults

Tell the record keeper within two business days if the EWD stops working, fills up or goes missing.

Staying within the plan

Work to the hours option selected in the EWD, and switch plans only when the hours you're working under change.

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The Record Keeper's Part

Most of the ongoing compliance work sits with the record keeper.

Keeping records for three years

Work diary records are kept for three years, and the record keeper must be able to reach them at any time.

Reviewing alerts

Potential breaches flagged by the EWD should be reviewed and followed up rather than simply stored.

Managing malfunctions

Notify the NHVR within two business days, direct the driver to supplementary records and arrange repairs within the NHVR's timeframe.

Training drivers

Drivers need training on their obligations and the EWD before they use it.

Checking settings

Confirm each driver's base, time zone and hours option are correct, because the EWD counts from them.

Keeping paper drivers in view

Drivers still on the written diary need their sheets checked as well.

Electronic Work Diary vs Paper Logbook

Compliance looks different in practice with an EWD and the written diary. Here's how they compare.

Electronic Work Diary

Paper Logbook

One minute accuracy Fifteen minute blocks
Automatic syncing Manual entries
Easy to read and access Handwriting varies
Real time operator visibility No live oversight
Secure cloud storage Can be lost or damaged
Faster audits and reporting Time consuming

The obligations are the same. An EWD makes them easier to meet and easier to prove.

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How It Works

A weekly compliance routine for an EWD fleet might look like this.

Clear the alerts

Review potential breaches raised since the last check and record what was done.

Check sign‑offs

Make sure every driver has signed off each day they worked.

Look for gaps

Watch for missing days or long periods without entries.

Follow up faults

Confirm any malfunction has been reported and resolved.

Check paper sheets

Enter written diary sheets for drivers not on the EWD and check them.

Report upwards

Share a summary with management so they can see compliance is being monitored.

Features at a Glance

1. Accurate one minute recording
2. Offline functionality for uninterrupted use
3. Live visibility for fleet managers
4. Fatigue reminders and breach alerts
5. Driver declarations and vehicle checks
6. Secure cloud storage
7. Multi company support for contractors
8. Fast export for audits and reporting
9. Fatigue rule sets including Standard Hours, BFM, AFM, WA plans and bus rules

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Who It's Built For

Record keepers and compliance managers carry most of this work, with drivers and owners each playing their part.

User Type

Benefit

Truck drivers Easier logging and clear alerts
Transport operators Real time visibility and compliance
Compliance managers Reliable logs for inspections
Owner drivers No paperwork and simple routines
Subcontractors Easy switching between employers

Clear roles turn compliance into a weekly habit rather than an audit scramble.

Compliance Tools Around the Diary

Logmaster's portal flags potential breaches as entries are made, lets record keepers enter written diary sheets for checking and produces simplified and compliance reports. Records are kept on an ISO 27001 certified platform and can be exported when an auditor or officer needs them.

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Ray A.

First day with Logmaster was to my surprise was user friendly. Josh was very thorough in taking me through all the steps in setting up the Logmaster app. I would recommend Logmaster to all drivers regardless of age. Never have to worry about making a mistake as it tells you if you are. Great customer service after hours support is second to none.

Mike H.

Have started using Logmaster after trying 3 other models. I actually enjoy using it. Very easy to use and follow and the help if you need it is top notch by the developer. Does everything by the minute and works when no service is available. My system is customised for me and fits well with my system (I’m WA). Cost is on par with two of the other ones looked at.

Frequently Asked Questions

How long do EWD records have to be kept?

Three years. The EWD Standards require the record keeper to have access to the previous three years of a driver's records at any time, and the NHVR's record keeping rules set the same period.

How are work and rest breaches graded?

The HVNL grades work and rest breaches from minor to critical risk, depending on how far the driver went over a limit or under a rest requirement. Higher grades carry heavier penalties.

When does a breach show up in an EWD?

That depends on the system. In Logmaster, entries can be edited until End of Day sign-off, and a breach is recorded only when the driver signs off the day. Alerts before that point give the driver and office a chance to prevent it.

Is the EWD provider responsible if records are wrong?

Responsibility for record keeping is shared between the operator and the provider. The provider is responsible for the system working as approved, but the operator still has to keep records, train drivers and act on what the records show.

What happens if a record keeper ignores EWD alerts?

The alerts become evidence that a risk was visible and not acted on. Under the HVNL, parties in the chain of responsibility must take reasonable steps, so reviewing and following up alerts is part of meeting that duty.

Ready to Make EWD Compliance Routine?

Book a demo and see how Logmaster's alerts and reports support a weekly compliance routine.

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TRUSTED BY MORE THAN 10,000 DRIVERS

Accurate entries

Checking the location

Showing the record

Reporting faults

Staying within the plan

Electronic Work Diary vs Paper Logbook

Ray A.

Mike H.

How long do EWD records have to be kept?

How are work and rest breaches graded?

When does a breach show up in an EWD?

Is the EWD provider responsible if records are wrong?

What happens if a record keeper ignores EWD alerts?

Policy

Resources

Contact us

Level 1/63-73 Ann St, Surry Hills NSW 2010