Training Management

Role-Based Competency Tracking for HVNL, WAHVA and CLOCS-A Compliance

Define the roles in your operation, assign the training each role requires, and let the system do the rest. When you attach a role to a driver or manager, Hubfleet automatically checks their training records and flags what's completed, what's missing, and what's expired — so you always know who's compliant and who needs attention.

Role-Based | Automated Gap Analysis | Expiry Tracking | Audit-Ready Records

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Define training requirements by role, not by individual

Automatic compliance checking for every user

Hubfleet safety training dashboard showing names, training types, roles, and last completed dates for various employees.

The Problem: Training Records in Spreadsheets

Most operators track training in spreadsheets, shared drives, or filing cabinets. When an auditor asks "Show me that all your drivers hold current fatigue management competency," you're digging through folders, cross-referencing dates, and hoping nothing slipped through the cracks.

Common pain points:

Red handwritten X mark on a white background.

No single source of truth for who's trained in what

Expired certifications discovered during audits, not before

New hires assigned to duties before required training is verified

No way to quickly show an auditor that your training system is operating systematically

Hours spent manually compiling training reports before accreditation reviews

Under HVNL reforms, SMS Outcome Area 3 (People) requires operators to demonstrate that personnel are competent for their roles — and that you have a system to identify and address training gaps. Spreadsheets can't prove that.

How It Works

Step 1:

Define Roles in Safety Config

Navigate to Config → Roles and create the roles that exist in your operation. For each role, you define:

Role name — Clear, descriptive (e.g., "Heavy Vehicle Driver — Interstate," "Scheduler," "Safety Manager")
Required training — Select from your configured training types (e.g., TLIF0005, fatigue awareness, load restraint, EWD operation)
Role description — Responsibilities and functions
Role description PDF — Optional upload for detailed position descriptions

Training types are fully customisable — create and edit them in Config → Training Types to match your operation's specific requirements, including NHVR-approved courses, internal competencies, and industry qualifications.

Hubfleet safety menu interface showing general configuration of roles, training required, and role descriptions.

User interface showing a Roles tab with an Add Role dialog open and a dropdown menu listing Dispatcher, Driver, Manager, and Mechanic roles.

Step 2:

Assign Roles to People

Assign roles to drivers and management team members from their profile page. Navigate to the user's details, select the Roles tab, and assign one or more roles.

Once a role is assigned, the system immediately checks the user's training records against the role's requirements. No manual cross-referencing — the gap analysis is automatic.

Works for everyone:

Drivers — Fatigue management (TLIF0005), load restraint, EWD operation, pre-start inspections, CoR obligations
Schedulers — TLIF0006 (fatigue administration), RCSM methodology, roster risk assessment
Supervisors — Incident investigation, safety culture, fatigue report handling
Managers — Due diligence, SMS oversight, risk management

Step 3:

System Tracks Compliance Automatically

Reported → Assessed → Controls Assigned → Closed

For every user with an assigned role, Hubfleet continuously compares their training records against what's required. The system flags three statuses:

Completed — Training record exists, certificate attached, within validity period
Missing — Required training with no matching record — needs to be scheduled
Expired — Training was completed but has passed its expiry date — refresher needed

What you can track per training record:

Training type and provider
Date completed and expiry date
Attached documentation (certificates, assessment forms, attendance records)
Units of competence achieved
Qualification details

Expiry dates are tracked automatically — no manual diary reminders or spreadsheet formulas needed.

Hubfleet dashboard showing driver Michael Turner's training progress at 62% compliant, with details on completed training types and roles.

Key Capabilities

User interface showing driver training status with names, photos, and indicators for completed, missing, or expired training.

Hubfleet dashboard showing report overview and training report for Benjamin Scott with status icons for different training modules and a 12-month activity trend graph.

HVNL reforms SMS Compliance

Outcome Area 3: People

HVNL reforms' Safety Management System requires operators to ensure personnel are competent for their safety-critical roles. This means:

Identifying required competencies for each role
Verifying competency before assigning duties
Maintaining training records that prove competency
Identifying gaps and addressing them systematically

Hubfleet's role-based training management directly addresses these requirements. Roles define what's required, training records prove what's completed, and gap analysis shows what's missing — all in one system.

PSOE Audit Evidence