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How to Set Up and Manage RUC Assist™ Profiles

This article explains how to create, update, and manage RUC Assist profiles, including how to assign and reassign assets.

What Is a Profile?

A profile defines how many RUC units Fleetpin buys and when a purchase is triggered for assets with the RUC Assist add-on. You assign assets to a profile, and any changes to the profile automatically apply to all of its linked assets.

Every organisation has a default profile that cannot be deleted. If you delete a custom profile, its assets move back to the default profile automatically.

Profile Settings

Each profile has the following settings:

  • Automatic RUC purchasing: A toggle to enable or disable purchasing for all assets on the profile.
  • Profile name: A descriptive name to help you identify the profile, such as "Heavy vehicles" or "Auckland fleet".
  • RUC units to purchase: The number of 1,000 km units to buy each time a purchase is triggered.
  • Purchase threshold (%): The point at which a purchase is triggered, based on the percentage of remaining distance on the current licence. The threshold is also shown as a remaining km value. 
  • Notification email (optional): Add recipients to be notified when a purchase request is raised. You can add custom email addresses, Fleetpin users, or Fleetpin roles.

Default Profile Settings

  • Profile name: Default

  • RUC units to purchase: 5 units (5,000 km)

  • Purchase threshold: 50% 

  • Notification email: Administrator 

For example, 5 units at 50% means a purchase is triggered at 2,500 km remaining.

Before You Start

RUC Assist must be enabled before you can work with profiles. If you have not set the add-on up yet, see this article for information on how to get started. 

Understanding the RUC Assist Profiles Page

Profiles are managed in the RUC Assist profiles page. The page can be found by going to RUC → RUC Assist Profiles in the left-hand menu of the Fleetpin web application.

The RUC Assist Profiles page has two main views you will use when managing profiles.

All Assets

A fleet-wide overview showing every asset, its assigned profile, and its current RUC status. Use this view to search, filter, and bulk-reassign assets across profiles.

Profile Detail

Select a profile from the sidebar on the left to see its settings and a detailed assets table. For each vehicle in the selected profile this view shows the distance meter reading, last purchase distance, next purchase distance, remaining km, estimated cost, and any overdue warnings.

Sidebar Badges

  • DEFAULT: This profile cannot be deleted. Assets from any deleted custom profile are moved here automatically.
  • OFF: Automatic purchasing is disabled for this profile. No purchases will be made until it is re-enabled.
  • The sidebar also shows a subscription count with how many of your assets have RUC Assist enabled.

How to Create a Custom Profile

  1. Go to RUC → RUC Assist Profiles.
  2. Select Add profile.
  3. Enter a profile name.
  4. Set the number of RUC units to purchase and the purchase threshold.
  5. Add notification email recipients if needed.
  6. Save the profile.

How to Edit a Profile

  1. Go to RUC → RUC Assist Profiles.
  2. Select the profile you want to update from the menu on the left-hand side.
  3. Select Change settings.
  4. Update the settings as needed.
  5. Save your changes.

Any changes you make apply immediately to all assets on that profile.

Assigning and Reassigning Assets from a Profile

Assigning Assets

  1. Go to RUC → RUC Assist Profiles.
  2. Select the profile you want to assign assets to.
  3. Click Add assets.
  4. Search by name or filter by asset group to find the assets you need.
  5. Select the assets and confirm.

Reassigning Assets in Bulk

  1. Go to RUC → RUC Assist Profiles and select All assets.
  2. Select the assets you want to reassign.
  3. Choose a profile from the dropdown.
  4. Click Apply profile.

How to Delete a Profile

  1. Go to RUC→ RUC Assist Profiles.
  2. Select the profile you want to delete.
  3. Select Change settings.
  4. Select Delete profile and confirm.

Any assets on the deleted profile are automatically moved to the Default profile. Purchasing continues for those assets under the Default profile settings.

Things to Know

  • Purchase requests are raised the morning after a threshold is crossed. Set your threshold with a five business day processing buffer in mind.
  • Default profile: This profile cannot be deleted. Assets from deleted custom profiles are automatically moved here.
  • OFF badge: A profile showing an OFF badge has automatic purchasing disabled. No purchases will be made for assets on that profile until it is re-enabled.
  • Assets must have a valid NZ registration number, an active RUC licence, and a working distance meter to be eligible for RUC Assist. Assets that do not meet these requirements are flagged with a warning icon.

Get Help

If you have any further questions or need assistance, get in touch with the Fleetpin team. You can use the chat icon in the bottom right of the app, or call us on 0800 110 820.