Load Sheet Approval & Review Workflow

Overview

The Load Sheet Approval & Review Workflow allows authorised users to review Load Sheets submitted through the Gearbox Prestart App and record whether each Load Sheet is compliant or non-compliant.

This provides organisations with a structured review process and a clear status showing whether each Load Sheet is awaiting review or has been reviewed.

Important: Due to the increasing complexity of mass schemes, vehicle approvals, permits, PBS combinations and route-specific conditions, Gearbox does not determine compliance for every possible operating scenario. An authorised user must review each submitted Load Sheet against the organisation's applicable tolerances.

How the Workflow Works

1. A driver completes and submits a Load Sheet through the Gearbox Prestart App.
2. The submitted Load Sheet appears in the Awaiting Review view in Gearbox.
3. An authorised user reviews the recorded vehicle combination, axle group weights, GCM and other Load Sheet information.
4. From the Awaiting Review view, the reviewer marks the Load Sheet as either:
   • Compliant
   • Non-Compliant
5. Gearbox timestamps the review and updates the Load Sheet's status to Reviewed.
6. Load Sheets marked as non-compliant can be investigated further and a Non-Conformance can be created where required.

Load Sheet Views

The Load Sheets screen contains separate views to help users manage the review workflow.

View	Description
All	Displays all available Load Sheets, including reviewed and unreviewed records.
Awaiting Review	Displays Load Sheets that have not yet been marked as compliant or non-compliant.
Overloaded	Displays Load Sheets that have been marked as non-compliant.

Status Badges

The All and Overloaded views include a Status column to help identify the review status of each Load Sheet.

• Awaiting Review – The Load Sheet has been submitted through Prestart and has not yet been reviewed.
• Reviewed – The Load Sheet has been reviewed.
• Blank – No review status applies. This may occur where the Load Sheet was manually created or was created before the review workflow was introduced.

Note: The status badge shows whether the Load Sheet has been reviewed. It does not indicate whether the Load Sheet was marked as compliant or non-compliant.

How to Review Load Sheets from Awaiting Review

1. Navigate to Compliance (1) > Load Sheets (2).

2. Click Awaiting Review (3).

3. Review the information displayed for each Load Sheet.

Depending on the vehicle combination, the table may display:

• Load Sheet number
• Date
• Mass scheme
• Fleet number
• Vehicle combination
• Axle group weights
• Configured axle group limits
• GCM
• Configured GCM limit
• Review actions

4. Select one of the following options from the Action column:
   • Mark as compliant – Records that the Load Sheet has been reviewed and is considered compliant.
   • Mark as non-compliant – Records that the Load Sheet has been reviewed and is considered non-compliant. This sets the Load Sheet's Overloads value to 1.
5. Once a review outcome is selected, the Load Sheet is removed from the Awaiting Review view and its status is updated to Reviewed.

Note: Load Sheets can be marked as compliant or non-compliant directly from the Awaiting Review table without opening each individual record.

How to Review an Individual Load Sheet

A Load Sheet can also be marked as reviewed from within the individual Load Sheet record.

1. Navigate to Compliance > Load Sheets.
2. Open the required Load Sheet from the All or Awaiting Review view.
3. Review the Load Sheet information, including:
   • Prime mover and trailer combination
   • Selected mass scheme
   • Recorded axle group weights
   • Configured axle group limits
   • Recorded GCM
   • Configured GCM limit
   • Any applicable permits, vehicle approvals, exemptions or operational tolerances.

Important: Gearbox does not currently display permit, vehicle approval, exemption or operational tolerance information within the Load Sheet. These must be checked separately as part of your review process.

4. Locate the Load Sheet Review section.
5. Click Mark As Reviewed.

Gearbox timestamps the review and updates the Load Sheet's status to Reviewed.

Note: The individual Load Sheet screen does not contain separate compliant and non-compliant buttons. These options are available from the Awaiting Review table.

Where further investigation or corrective action is required, click Create Non-Conformance from within the Load Sheet to begin the Non-Conformance process.

Important: Clicking Create Non-Conformance is separate from marking a Load Sheet as non-compliant. Marking a Load Sheet as non-compliant from the Awaiting Review table does not automatically create a Non-Conformance.

Review Outcomes

Compliant

Select Mark as compliant when the Load Sheet has been reviewed against the organisation's applicable mass tolerances and is considered acceptable.

Once marked as compliant:

• The Load Sheet is removed from the Awaiting Review view.
• The Load Sheet remains available from the All view.
• The Load Sheet's status is updated to Reviewed.
• The review is timestamped.

Non-Compliant

Select Mark as non-compliant when the Load Sheet has been reviewed and is considered overloaded or otherwise non-compliant with the organisation's applicable tolerances.

Once marked as non-compliant:

• The Load Sheet is removed from the Awaiting Review view.
• The Load Sheet remains available from the All view.
• The Load Sheet's Overloads value is set to 1.
• The Load Sheet appears in the Overloaded view.
• The Load Sheet's status is updated to Reviewed.
• The review is timestamped.
• A Non-Conformance can be created separately where further investigation or corrective action is required.

Important: Marking a Load Sheet as non-compliant does not automatically create a Non-Conformance. It sets the Load Sheet's Overloads value to 1 and moves the record into the overloaded workflow.

Review Record

When a Load Sheet is reviewed, Gearbox:

• Records the review timestamp.
• Updates the Load Sheet's status to Reviewed.
• Removes the Load Sheet from the Awaiting Review view.

Reviewing a Load Sheet does not modify the weights or other information originally submitted by the driver.

Note: The Reviewed badge confirms that a review has been completed. It does not display whether the Load Sheet was marked as compliant or non-compliant.

What Gearbox Displays

Gearbox displays the information recorded on the Load Sheet so that an authorised user can complete the review.

This may include:

• The selected vehicle combination
• The selected mass scheme
• Axle group weights entered by the driver
• Configured axle group limits
• GCM entered by the driver
• The configured GCM limit
• The Load Sheet's review status

What Gearbox Does Not Determine

Gearbox cannot determine compliance for every possible operating scenario.

The reviewer remains responsible for assessing the Load Sheet against any applicable:

• Vehicle approvals
• Permits
• PBS requirements
• Mass accreditation requirements
• Route-specific restrictions
• Gazettes
• Exemptions
• Internal operating tolerances

Warning: The absence of an automated overload warning does not confirm that the submitted vehicle combination is compliant.

Overload Warnings

Due to the complexity of vehicle approvals, permits, mass schemes and route-specific operating conditions, automated overload warnings are not relied upon as part of the Load Sheet Approval & Review Workflow.

Gearbox provides the recorded Load Sheet information for review. The authorised reviewer must determine whether the Load Sheet is compliant with the organisation's applicable tolerances.

Organisations should not rely solely on Gearbox to determine whether a vehicle combination is legally permitted to operate at the recorded weights.

Email Notifications

Gearbox does not send a separate approval email each time a Load Sheet is added to the Awaiting Review view.

Users who wish to be notified when a new Load Sheet is submitted can enable the existing Load Sheet email notification from their user preferences.

1. Navigate to your User Profile.
2. Open your user preferences.
3. Enable the option to receive an email when a Load Sheet is created.

Note: Users who enable this notification may receive a high volume of emails. The recommended workflow is to regularly check the Awaiting Review view.

Permissions

Only authorised users can mark a Load Sheet as compliant or non-compliant.

Users without the required access may still be able to view Load Sheets but cannot complete the review.

Organisations should ensure that users completing reviews have sufficient knowledge of the applicable vehicle approvals, permits and operational tolerances.

Recommended Daily Workflow

1. Open Compliance > Load Sheets > Awaiting Review.
2. Review each submitted Load Sheet against the organisation's applicable tolerances.
3. Mark each Load Sheet as compliant or non-compliant.
4. Check the Status column in the All view to confirm that reviewed Load Sheets display the Reviewed badge.
5. Open the Overloaded view and investigate any Load Sheets marked as non-compliant.
6. Create a Non-Conformance where required by the organisation's internal process.
7. Continue reviewing Load Sheets regularly so the Awaiting Review queue remains current.

Frequently Asked Questions

Does Gearbox decide whether a Load Sheet is compliant?

No.

Gearbox displays the information recorded on the Load Sheet. An authorised user must assess that information against the organisation's applicable permits, approvals and operating tolerances.

Does Gearbox still display axle group weights and limits?

Yes.

Gearbox continues to display the recorded axle group weights, configured limits, GCM and other Load Sheet information.

Does reviewing a Load Sheet change the driver's original submission?

No.

The review records an outcome against the Load Sheet but does not alter the information originally submitted by the driver.

Can Load Sheets be reviewed without opening each record?

Yes.

Load Sheets can be marked as compliant or non-compliant directly from the Awaiting Review table.

Can I mark a Load Sheet as compliant or non-compliant from within the individual Load Sheet?

No.

The individual Load Sheet screen contains a Mark As Reviewed button. The compliant and non-compliant options are available from the Awaiting Review table.

How can I tell whether a Load Sheet has been reviewed?

Check the Status column in the All or Overloaded view.

• Awaiting Review means the Load Sheet still requires review.
• Reviewed means the review has been completed.
• A blank status may indicate that the Load Sheet was manually created or was created before the review workflow was introduced.

Does the Reviewed badge show whether the Load Sheet was compliant or non-compliant?

No.

The Reviewed badge only confirms that the review has been completed. Load Sheets marked as non-compliant also appear in the Overloaded view.

Where can I find a Load Sheet after it has been reviewed?

All reviewed Load Sheets remain available from the All view.

Load Sheets marked as non-compliant also appear in the Overloaded view.

Does marking a Load Sheet as non-compliant automatically create a Non-Conformance?

No.

Marking a Load Sheet as non-compliant sets its Overloads value to 1 and places it in the Overloaded view. A Non-Conformance must be created separately where required.

What does the Create Non-Conformance button do?

The Create Non-Conformance button begins the separate Non-Conformance process for the Load Sheet. It is not the same as marking the Load Sheet as non-compliant from the Awaiting Review table.

Will I receive an email when a Load Sheet requires review?

A separate approval email is not sent automatically.

Users can enable the existing Load Sheet created notification from their user preferences.

Can a reviewed Load Sheet still be viewed later?

Yes.

Reviewed Load Sheets remain available from the All view and display a Reviewed status badge.

Need Assistance?

If you require assistance with the Load Sheet Approval & Review Workflow, contact the Gearbox Support Team at [e-mail].