Custom Forms & Data Capture for Safety and Operations

Build the forms you need. Capture the data that matters.

Go beyond standard incident and inspection forms. Hubfleet's custom forms and data capture let you digitise operational, commercial and admin processes that usually live in paper, email and spreadsheets – from run sheets and delivery details to customer onboarding and site requirements.

Operational Forms | Customer & Site Forms | Admin & Compliance Support Forms | Mobile-First Capture

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Designed for Australian heavy vehicle operators

Works with your existing Hubfleet data

Fast to configure, easy for drivers and staff to use

Why fleets need flexible custom forms beyond safety

Red handwritten X mark on a white background.

Too many ad-hoc Excel and PDF templates for customers, sites and depots

Operational details trapped in emails and notebooks instead of one system

Inconsistent information between depots about how runs, customers and sites are handled

Hard to answer customer questions quickly because the details are scattered

Hubfleet turns all these side-forms into structured, digital data capture that lives alongside your core safety and compliance modules.

Who benefits from Custom Forms & Data Capture

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For Operations & Dispatch

Standardise run sheets and job forms across depots

Capture delivery and site requirements alongside each job

Reduce back-and-forth to chase missing details

See progress in real time as drivers complete forms

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For Customer & Commercial Teams

Collect customer onboarding details in one structured form instead of scattered emails

Capture special handling instructions directly from account managers or customers

Record change requests with all required details up front

Gather structured data for SLA reporting instead of chasing email trails

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For Admin & Compliance Support

Digitise internal checklists and sign-offs (induction packs, policy packs)

Capture depot- or site-specific info that does not fit standard modules

Provide supporting evidence for audits without creating new systems

Reduce manual data entry into spreadsheets

Operational & productivity forms

Keep freight and information flowing together

Hubfleet already gives you specialist modules for core safety workflows (incidents, hazards, NCRs, pre-starts). Custom forms are ideal for everything around those workflows that is currently handled informally.

Examples of operational forms:

Daily run sheets with repeater fields to log each pick-up and drop-off as the shift unfolds
End-of-shift forms tied to shift completion — capture overnight allowances, dangerous goods details and other payroll extras, with data flowing into both form and completed shift downloads
Delivery details and POD-style notes
Return-to-depot checklists
Wait-time / delay capture at customers or sites

Why it matters:

Less time reconciling paper with what actually happened
A clearer picture of each run or trip when investigating an issue
Capture the same level of detail at every stop, regardless of who completes the form
Data you can re-use for service reviews, pricing and process improvement

Customer & site forms

Collect customer and site details in a structured, consistent way

Customer and site requirements often live in long email chains, PDFs or someone’s head. Custom forms let you capture these details in a structured way instead of chasing emails and phone calls.

Examples of customer & site forms:

Customer onboarding forms (contacts, trading details, billing preferences)
Customer change request forms (service changes, lane changes, new products)
Site profile forms (loading rules, PPE, booking windows, access constraints)
Site risk snapshots to support scheduling and planning
Customer-specific SOP acknowledgement forms

Why it matters:

Collect the same set of details for every customer and site, so nothing is missed
Capture information that currently lives in people's heads before it's lost
Gather up-to-date details when staff, sites or requirements change
Build a structured record of what was collected, when, and by whom

Internal admin & support forms

Clean up the small processes that slow everyone down

Not every internal process needs a dedicated module. Custom forms are a light-weight way to digitise the checklists and approvals that keep your operation moving.

Examples of internal forms:

New driver / staff onboarding checklists (equipment, access, training steps)
Internal request forms (IT access, equipment requests, vehicle allocations)
Simple audit prep checklists for depots or business units
Record-keeper or site setup templates for Hubfleet itself
"Lessons learned" or continuous improvement capture after major events

Why it matters:

Fewer ad-hoc spreadsheets and one-off templates
Structured collection replaces informal email and verbal requests
Easier to demonstrate that your processes are actually being followed

How the form builder works

Configure once, reuse everywhere

Admin experience:

Add fields with a click and drag to reorder (text, numbers, dates, dropdowns, checkboxes, photos and more)
Use repeater fields to capture variable-length data like multiple stops, deliveries or line items — drivers just add rows as needed
Set required fields and simple validation so critical information is never missed
Group questions into logical sections for longer forms
Copy and adapt existing forms to create new ones quickly
Update forms over time without needing developers or IT

Driver and staff experience:

Clean, mobile-optimised layout that works while on the move
Pre-filled details where possible (for example, current driver, vehicle or job)
Support for photos, notes and attachments to add context
Save and resume for longer forms if needed
Offline capture when out of coverage, with automatic sync later

Submissions and audit trails

Turn form submissions into structured records

Forms only add value if they create clear records and enable follow-up. Hubfleet stores each submission with full audit trails and makes them easy to find and review.

From submission to structured record:

Submissions are stored with full context (who, what, when, where)
Download and export submissions for record-keeping
Lock completed submissions to prevent further changes
Full change history so you can see what was updated and when

Audit-ready by default:

Time-stamped records of who submitted what, when and from where
Complete edit history on every submission
Easy export of forms and associated records for customer reviews or audits
Evidence that your documented processes are being followed in practice

Examples of how customers use Custom Forms & Data Capture

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Run sheets with repeater fields

drivers log each pick-up and drop-off as they go, no matter how many stops the shift involves

Compulsory end-of-shift forms

capture overnight allowances, dangerous goods details and other payroll-relevant data tied directly to the completed shift record

Customer onboarding forms

collect contacts, trading details and billing preferences in one standard form

Site profile forms

collect loading rules, PPE requirements, booking windows and access constraints from site managers in a consistent format

Wait-time and delay capture

structured data to support pricing reviews and service improvement

Internal checklists

digitise onboarding packs, audit prep and depot setup processes

Lessons learned forms

capture structured improvement ideas after major incidents or disruptions

Getting ready for HVNL Reform?

Custom forms are part of Hubfleet's Safety Management System. With HVNL reforms requiring operators to have a documented SMS in place to access alternate compliance options from mid-2026, digitising your operational and safety processes now puts you ahead of the curve — and gives you the audit-ready records to prove it.