NHVAS Maintenance

NHVAS Mass Management in Gearbox

Each accredited fleet has its own specific Mass Management Policies and Procedures. Gearbox does not feature or provide Policy and Procedures.  The following is a high level guide on how Gearbox can address each of the standards. Please contact your NHVAS systems implementer or Auditor for further information or assistance - particularly with the February 2021 changes.

Standard 1: Responsibilities

Gearbox does not cater for this standard as they are covered in your Policy & Procedure Manual.


Standard 2: Vehicle Control

Vehicles that have a valid NHVAS Mass entry date will be listed on the NHVAS Vehicle register in Gearbox and inside the reports contained in NHVAS Mass Review Further information on Adding Mass / Maintenance Accredited Assets.

Gross Axle weight limits (for GML, CML & HML) are registered on the Vehicle Compliance tab. 

Permits may be added as required Add / Edit a Permit To setup permit types Add or Edit Permit Types and adjust permit settings Edit Permit Settings

Standard 3: Vehicle Use

Gearbox does not cater for this standard as they are covered in your Policy & Procedure Manual.

Standard 4: Records and documentation

Vehicles that have a valid NHVAS Mass entry date will be listed on the NHVAS Vehicle register in Gearbox and inside the reports contained in NHVAS Mass Review. Further information on Adding Mass / Maintenance Accredited Assets.

Loadsheets can be recorded electronically in the Prestart app. Axle group limits must first be configured on each Vehicles Compliance tab in Gearbox for the Loadsheet feature to be available for Prestart Users.

Nominated users will be notified by email of Loadsheets and Overloads completed in the Prestart App . These can be viewed across all vehicle in the Latest Prestart page or at an individual vehicle history in a vehicle's Compliance tab.

Alternatively, if your drivers are completing paper based Loadsheets, these may be manually entered in Gearbox  Add / Edit a Load Sheet

* In Feb 2021 the NHVAS requirements added "Notifiable Occurrences". See the foot note "FEB 2021 Changes" for more information.

Standard 5: Verification

Mass verifications can be recorded in Gearbox with an expiry date. Add / Edit a Mass Verification. The default mass verification interval can be edited to suit your business policy Edit Mass Verification Settings


Standard 6: Internal Review

Gearbox will generate and populate the data for compliance statements (internal review). Follow this guide for Creating a Review. Further information on creating NHVAS Mass Review

* In Feb 2021 the NHVAS requirements added "Notifiable Occurrences". See the foot note "FEB 2021 Changes" for more information.

Standard 7: Training and education

Training and education is recorded in Gearbox as Training. Training Types containing the word Mass or Maint will be tallied included in Internal Reviews (Compliance Statements). Further information to Add or Edit Training Types.

Standard 8: Maintenance of suspension

Each vehicle in Gearbox is attached to a Service Group (template). Service Groups contain intervals, tolerances and checklists for each service type (A/B/C). Follow these steps to Add or Edit Service Groups and Settings. Further Information on the Service Due Feature.

Your table of tolerances and wear limits can be uploaded in Gearbox as a Global document.

Annual Mechanical Roadworthy Inspections can be configured in Gearbox. Instructions on Setting up Inspections

* In Feb 2021 the requirements for Annual Inspections changed. See the foot note "FEB 2021 Changes" for more information.



FEB 2021 Changes  


The NHVR made several changes to the standards effective February 2021. The following transitional changes require Gearbox configuration updates if you are using these features in Gearbox.

Daily Check / Prestart Checklists

The requirements for specific checklist items has been updated. Gearbox has this checklist template available for Prestart Users. Please email support@gearbox.com.au if you would like the checklist uploaded to your system. (you can also make these changes yourself Configuring Prestart checklist types)

The requirements of the daily check sign-off changed from using the word "roadworthy" to "safe".

Annual Inspection Checklist

Gearbox has an annual inspection template that meets the requirements of the NHVR's Heavy Vehicle Inspection Checklist. To have this template uploaded to your system, please email support@gearbox.com.au.

Non Conformance Categories

NCR Categories have been expanded from NCR, SFI and Breaches to now include:
  1. Speeding
  2. Fatigue
  3. Authority & responsibility
  4. Overload - Minor
  5. Overload - Substantial
  6. Overload - Severe 




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