How to Build Your SMS in Hubfleet

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With this guide you will:

Sequence your Hubfleet build from governance through to go-live
Stand up the full SMS in roughly 4–8 weeks of focused work
Know what to do this week, next week and the week after — with deep links to every detailed setup article
Cover the whole Hubfleet build, including Fleet and People setup, not just the SMS modules </aside>

The Safety Management System (Preview) overview shows you what the SMS is — the bow-tie, the modules, the build order. This page is the project plan: when to do each piece, in what order, who needs to be involved, and how the SMS slots in alongside Fleet and People setup.

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Modular by design. Some Hubfleet operators run just the work diary (EWD). Others add maintenance. Others run the full SMS. This page is the build path for the full SMS — pick up from whichever part matches what you actually need.

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The build path at a glance

Part	What you build	Typical time
0. Leadership	Safety Org Chart, 5×5 matrix, Incident Configuration, Escalation Rules, policy signatory	Week 1
1. SMS foundation	Risk Controls → Roles → Training → Hazards → Policies & Procedures → Fit for Duty	Weeks 1–2
2. Fleet	Vehicles, combinations, pre-start checklists, permits, rego, insurance, service schedules	Weeks 2–3
3. People	Drivers, training records, medicals, accreditations, Fit for Duty assignments	Weeks 3–5
4. Go live	EWD rule sets per driver, mobile-app rollout, dashboards and alerts on, evidence collecting	Weeks 5–8

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Why this order matters. Risk Controls are the reusable atoms — everything else links to them. Hazards link to controls. Training types link to controls. Policies mandate controls. Procedures implement controls. Pre-start checklists live on vehicle types. Roles bundle training requirements. Driver records are completions against training types. Build the foundation first and the rest of the build is link-and-go.

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Before you start

A Hubfleet account with Owner or Admin permissions
A nominated Safety Manager who will own the build
A senior leader (CEO, director or responsible officer) available to sign off policies
A decision on who will lead each Safety Category (Fatigue, Maintenance, Mass and Dimension, Safety) and who is the Escalation Contact

Part 0 — Leadership (Week 1)

Goal: a clear safety governance structure inside Hubfleet, so notifications and escalations all route to the right people before you build anything else.

This is the governance layer — Step 1 of the SMS overview. Every subsequent part of the build routes notifications and approvals through the people and rules you configure here.

Safety Org Chart — assign Overall Safety Leader, four Category Leaders, Escalation Contact → Setting Up Your Safety Org Chart
5×5 risk matrix — set likelihood, consequence and thresholds for your operation → Configuring the 5×5 Risk Matrix
Incident Configuration — incident types, severity descriptions, notifiable authorities → Setting Up Incident Configuration
Escalation Rules — which risk scores escalate, to whom → Setting Up Escalation Rules