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How to Set Up RUC Assist™

This article walks you through enabling RUC Assist, setting up your first profile, and assigning assets so that Fleetpin can automatically purchase your RUC.

What is RUC Assist?

RUC Assist automates the purchase of Road User Charges for your fleet. When the remaining distance on a vehicle’s licence drops below your configured threshold, Fleetpin purchases the required RUC on your behalf. 

For a full explanation of what RUC Assist is, see this article.

Before You Start

You must be an Admin user to set up RUC Assist. Before enabling it, confirm the following for each vehicle you want to cover:

  • The vehicle is subject to Road User Charges.
  • The vehicle has a valid NZ registration number in its asset profile. You can check or add this under Admin → Assets → Select Asset → Profile.
  • The vehicle has an active distance meter configured (hubometer or odometer). If both are present, the hubometer is prioritised.

Step 1: Enable RUC Assist

  1. Go to Add-Ons in the left-hand menu of the Fleetpin web application.
  2. Select RUC Assist.
  3. Enable the add-on for the assets you want. You can enable it for all eligible assets or just a selection.
  4. Once enabled, go to RUC → RUC Assist Profiles to configure your profiles and assign assets.

Step 2: Set Up Your First Profile

Rather than configuring each vehicle individually, RUC Assist uses profiles to manage purchasing rules. A profile defines how many RUC units to buy and when to trigger a purchase. Every organisation has a default profile. You can use this or create custom ones depending on your assets purchasing requirements.

To create a custom profile:

  1. Go to RUC → RUC Assist Profiles.
  2. Select Add profile.
  3. Enter a profile name (for example, "Heavy vehicles" or "Auckland fleet").
  4. Set the number of 1,000 km units to buy each time to purchase. 
  5. Set the purchase threshold percentage. This is the point at which a purchase is triggered based on remaining licence distance.
  6. Add notification email recipients if you want to be alerted when a purchase request is raised. You can add email addresses, Fleetpin users, or Fleetpin roles.
  7. Save the profile.

For more detail on profile settings and how to update them later, see this article.


Step 3: Assign Assets to a Profile

If you are using a custom profile, you need to assign assets to it before purchasing will begin. 

  1. From the RUC Assist Profiles page, select the profile you want to assign assets to.
  2. Click Add assets.
  3. Search by name or filter by asset group to find the vehicles you need.
  4. Select the assets and confirm.

You can also assign assets in bulk from the All assets view. Select multiple assets, choose a profile from the dropdown, and click Apply profile.


Things to Know

  • Purchase requests are raised the morning after a threshold is crossed. They are not instant. Set your threshold with a five business day processing buffer in mind.
  • Assets without a valid NZ registration number, an active RUC licence, or a working distance meter will not be eligible. They are flagged with a warning icon in the asset picker.
  • No additional hardware is required. Make sure your asset meters are properly configured and calibrated in Fleetpin before enabling.
     

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.