By Glyn Castanelli, Head of Industry Engagement & Customer Success, Hubfleet
For years, the heavy vehicle industry has been talking about reform. Now, change is not just on the horizon, it’s nearly here.
With the Heavy Vehicle National Law (HVNL) Amendment Bill currently progressing through Queensland Parliament and the Master Code of Practice under review, one message is clear: safety management systems, or SMS, will soon be the baseline, not the exception.
Why safety management systems matter
The HVNL already places a primary duty on all parties in the Chain of Responsibility (CoR) to ensure, so far as is reasonably practicable, that transport activities are safe. This duty goes beyond ticking compliance boxes, it requires active risk management. The Master Code, registered under section 706 of the HVNL, has long provided practical guidance on how operators can meet this obligation.
Importantly, under section 632A of the HVNL, a registered industry code of practice, such as the Master Code, is admissible in court as evidence of whether a business has complied with its duties. Courts may rely on the Code to determine what is “reasonably practicable” in managing hazards and risks. For operators, this means that aligning an SMS with the Master Code not only strengthens safety outcomes but also provides a clear legal defence if something goes wrong.
The review now underway strengthens that position. The draft Master Code sets out a structured approach: identify hazards, assess risk, implement controls, monitor performance and continuously improve. This is the language of a safety management system.
The HVNL reforms also embed this direction. The exposure draft introduces definitions for safety management system, SMS standard, and new auditing requirements. For operators seeking accreditation, an SMS will no longer be optional, it will form the base requirement for accredited schemes across fatigue, mass, and maintenance. In short, the law is shifting from optional guidance toward mandated frameworks.
Minimum standards of operation
One of the biggest debates in the industry right now is whether Australia should adopt minimum standards of operation for all heavy vehicle businesses. Instead of only targeting poor performers after the fact, this approach would lift the baseline, ensuring every operator has at least a basic SMS in place.
This isn’t a radical concept. Other high-risk industries, like aviation, rail and mining have operated under mandatory SMS frameworks for years. The transport industry is catching up, driven by rising crash statistics, increasing public scrutiny and the push for fairer and safer contracting arrangements.
The current HVNL review explicitly recognises the role of safety management systems as the foundation for compliance, linking them with executive due diligence obligations and the CoR primary duty. With the Master Code being updated at the same time, it’s no coincidence: regulators want a clear, enforceable pathway to demonstrate what “good looks like”.
What this means for operators
For large fleets with compliance teams, this shift may feel like business as usual. Many already have sophisticated systems in place. But for smaller operators, particularly family businesses and owner-drivers, the idea of a documented SMS can be daunting.
The key point is that an SMS does not need to be complex. It needs to be fit for purpose, scaled to the size and risk of the business. What regulators expect is evidence that hazards are identified, risks are assessed, controls are in place, and the system is regularly reviewed.
In practice, that could mean:
- A fatigue risk management procedure aligned with HVNL requirements.
- Documented load restraint processes referencing the Load Restraint Guide.
- A vehicle maintenance schedule with recorded inspections and fault reporting.
- Driver fitness and induction records to demonstrate competence.
- Evidence of consultation with supply chain partners.
These are all things good operators already do, the difference is making sure they are documented, accessible, and auditable.
How Hubfleet can help
This is where technology steps in. In the past, operators carried around bulky folders of policies and procedures, trying to keep them updated across multiple vehicles. That approach doesn’t work in today’s fast-moving, mobile environment.
Hubfleet provides a driver-friendly Electronic Work Diary and digital platform that makes SMS practical:
- Upload policies and procedures directly into the app so drivers always have the latest version on hand.
- Maintain training and induction registers linked to each driver’s profile.
- Automate maintenance schedules, fault reporting, and compliance alerts.
- Capture real-time data from electronic work diaries, pre-start checks, and load forms.
This creates a living system, evidence of compliance at your fingertips, rather than buried in filing cabinets. For operators facing external audits, contract prequalification, or regulator investigations, that’s a game-changer.
The road ahead
The HVNL amendments and the Master Code review are part of a broader reform agenda. With consultation on minimum standards of operation gaining momentum, and SMS locked in as a base requirement for accreditation, it is highly likely that having a documented SMS will soon become non-negotiable across the industry.
The best strategy for operators is to act now:
- Review your current practices against the Master Code.
- Identify gaps where risks are managed informally but not documented.
- Start building a system that can grow with your business and meet future requirements.
Hubfleet is here to support that journey. By making compliance accessible, affordable, and practical, we help operators not only meet their legal obligations but also build safer, more sustainable businesses.
Are safety management systems on your radar? They should be. With reforms converging, the industry is heading toward a new baseline where every operator, large or small, will need to demonstrate a functioning SMS, and accredited operators will need one as a foundation. The choice is whether to wait until it becomes mandatory, or to embrace the benefits now and get ahead of the curve.
Explore the benefits of digital record keeping, Sign up for a free trial of Hubfleet.