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What Is an Electronic Work Diary? A Beginner's Glossary

New to heavy vehicle fatigue rules? This page explains what an electronic work diary is in plain terms, along with the jargon you'll meet as soon as you start using one.
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The Short Answer

An electronic work diary (EWD) is a system approved by the National Heavy Vehicle Regulator for recording a driver's work and rest. Once approved, it can be used instead of the written National Driver Work Diary.

It usually runs as an app on a phone or tablet. The driver taps to start work or rest, and the system records the time, the place and the hours that remain.

A work diary of either kind is needed by drivers of fatigue-regulated heavy vehicles working 100km or more from base under Standard Hours, or at any distance under BFM, AFM, ACA-Fatigue or exemption hours.
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Terms About the Driver

These words describe who needs a diary and where their day starts.
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Fatigue‑regulated heavy vehicle

A truck or combination over 12 tonnes GVM, or a bus over 4.5 tonnes built to carry more than 12 adults including the driver.
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Base

The place a driver normally works from, or the garage address of the vehicle. Distances and time zones are measured from it.
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Base time zone

The time zone of the driver's base. Work and rest are counted in it even when the driver is somewhere else.
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Hours option

The set of work and rest limits the driver works under, such as Standard Hours, BFM, AFM, ACA-Fatigue or exemption hours.
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Local area records

Records the operator keeps for drivers working within 100km of base under Standard Hours, who don't need a work diary.
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Terms About Records and Approval

These words come up once the diary is in use and the records start to pile up.

Record keeper

The person or business that keeps the driver's work diary records, usually the employer or, for an owner driver, the driver.

Record location

The place where the record keeper holds the driver's records, written on the daily sheet or set in the EWD.

Approval holder

The technology provider that holds the NHVR approval for an EWD.

EWD Standards

The NHVR's requirements an electronic work diary must meet to be approved.

Compliance View

The read-only screen an EWD shows an authorised officer at a roadside intercept, with a graphical summary of work and rest.

Supplementary records

Temporary records a driver keeps if their diary is lost, full or not working, until it's replaced or repaired.

Electronic Work Diary vs Paper Logbook

With the terms in place, here's how an EWD compares with the written diary it replaces.
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
Both diaries record the same things. The EWD records them more precisely and does the sums.
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How It Works

Here's what using an EWD looks like for a driver who has never had one.
Step 1

Install the app

Download an NHVR approved EWD onto a compatible phone or tablet.
Step 2

Set up a profile

Enter licence details, base, record keeper and hours option once.
Step 3

Start the day

Tap to begin work, and the time and location are captured.
Step 4

Record each change

Tap again each time you move between work and rest.
Step 5

Watch the countdown

The app shows how long until your next break or limit.
Step 6

Sign off

Check and sign off the day, and the records go to your record keeper.

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

New drivers, new record keepers and business owners getting their first fatigue-regulated vehicle are the usual readers of a glossary like this.
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
Once the terms make sense, the rest of the fatigue rules are much easier to follow.

Learning on an EWD Built for Beginners

Logmaster is an NHVR approved EWD that turns these terms into a short setup and a few taps per shift. Its Training Centre and support line help new drivers and record keepers get started, and more than 10,000 drivers already use it.
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Hear from Our Users

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

Ready to Try an EWD for the First Time?

Book a demo and have the Logmaster team walk you through your first shift on an NHVR approved EWD.

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