EROAD Help New Zealand

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EROAD Share Overview

Shared vehicles are vehicles owned by your ‘Home’ org using MyEROAD, but may be viewed, tracked and managed by a ‘Partner’ org that also uses MyEROAD. Vehicle sharing is often used by large distribution orgs outsourcing work to local distributors or contractors.

Shareable information

 Location 

 Allows the viewing organisation to see current information of shared vehicles:

  • current location of shared vehicles with no access to historical events (“dot on the map”).
  • current RUC status of shared vehicles 

 Activity history

 Allows the viewing organisation to see current and past activity of shared vehicles:

  • journey line on the map for the current day.
  • today’s significant events on the Activity pane.
  • Daily Activity Reports for the time period(s) the vehicles are shared with you.

 Partner gateway 

 Allows the viewing organisation to monitor Partner Gateway activity of shared vehicles on suitable vehicle plans:

  • up to 5 Partner Gateway tabs will be shared and displayed in the Activity screen.

 If both organisations have set up Partner Gateways with identical tab names (eg. Euroscan), Partner Gateway data feeds can be shared into the same tab

 Overspeed report 

 Allows the viewing organisation to monitor speed events of shared vehicles:

  •  shared vehicles on suitable vehicle plans can be included in the Overspeed report

 Leaderboard 

 Allows the viewing organisation to monitor shared vehicles on the Leaderboard and Driver Insight

  • shared vehicles can be ranked on the viewing organisation’s Leaderboard alongside their own vehicles
  • Driver Insight reports can be created for shared vehicles

How it works

A ‘Home’ org using MyEROAD invites a ‘Partner’ org using MyEROAD to share the Home org’s vehicle data.

Once the Partner org has accepted the Share invitation, they can – in their own MyEROAD instance – view vehicle data of the Home org’s shared vehicles, highlighted with a Share icon.

The vehicles must be on suitable vehicle plans.

Not all data may be shared between orgs. For example, the Partner org DRIVERS might receive Home org geofence alerts on their Ehubos, but the Partner org won’t get vehicle information from the Home org’s geofences.

Inviting an org to view vehicles of your fleet

If the Invite function is not visible, you may need to contact your EROAD representative about your service plan.

  1. Administration > My Organisation > Outgoing Vehicle Sharing Details.
  2.  Invite another organisation to view your vehicle locations and fill in the Share Invitation screen.

    Screenshot 2025 08 05 at 3.07.07PM
  1. Name of organisation: Organisation to view your vehicles
  2. Their email address: Address that will receive the share invitation
  3. Optional message: Fill in as required

 

Managing your share options

Set up and editing of shared features take place in the same interface.

  1. In Shared Feature, tick the features you would like to share:

  • Current Location: Share current location of your vehicles (mandatory)

  • Activity History: Share journey lines of your vehicles for the current day (optional)

  • Partner Gateway: Share Partner Gateway information (optional)

  • Overspeed Dashboard: Allow monitoring of shared vehicles on the organisation's Over Speed Dashboard (optional)

  • Leaderboard: Allow monitoring of shared vehicles on the organisation's Leaderboard and Driver Insight (optional)

  • Click Send.

The invitation email will be sent.

You can change the level of sharing by checking or unchecking shared features at a later stage. Your selection will apply to all vehicles shared with the organisation and includes previous sharing periods.

You can revoke this invitation at any time.

Share vehicles

Shared vehicles are vehicles on a suitable plan that can operate with, or for, another org.

Many vehicles can be selected and quickly shared, or a single vehicle can be shared. A share invitation must have been sent by your org, and accepted by the other company before vehicles can be shared and viewed on the other company's instance of MyEROAD.

To share vehicles

This process steps through sharing one vehicle, however checking multiple boxes in the main table will bulk-share multiple vehicles with the invited org.

  1. Admin > Vehicles Assets. The Manage Vehicles / Assets page opens.
  2. Check the vehicle’s box, extreme left. The Share Selected button becomes available.
    Screenshot 2025 08 05 at 11.43.11AM
  3. Share Selected. A dialog pops up.
  4. Tick the checkbox of the org who you want to share the vehicle with, and Save.
    Screenshot 2025 08 05 at 11.51.51AM

If there are no orgs listed - then check that the org has been invited to share.

If the invitation has already been accepted by the other org, then the vehicles will be immediately shared and visible in their view of MyEROAD.

Accepting an EROAD Share invitation

On receiving a Share invitation email, accept the invitation by clicking on the link in the email.
You will be re-directed to MyEROAD.

EROAD Share invites may only be accepted by Client Admins.

Please check your email spam folder if you are expecting a share invitation but cannot find it in your inbox. 

Pause sharing

Temporary suspension

Client Administrators and Unit Managers of the Home org can share and unshare vehicles at any time.

  1. Administration > Vehicles/Assets.
  2. Select the vehicle(s) you would like to unshare or tick the box at the top to select all vehicles.
  3. Click Share Selected. (Yes, this seems odd, but it’s correct).
  4. De-select the organisation you wish to unshare the vehicles with.
  5. Click Save to confirm selection.

The selected vehicles are no longer shared with the Partner org. Previously shared information is still available in the Partner org's MyEROAD. 

Revoke a share connection and delete all previously shared data from the Partner org

A Home org can revoke a share connection at any time. Vehicles will no longer be visible for the Partner org.

Once revoked, a new invitation will have to be issued to establish a new Share connection.

To revoke a share connection

  1. Administration > My Org > Incoming Vehicle Sharing Details.
  2. Revoke, or in Outgoing Vehicle Sharing Details, click on Cancel.

The Share connection will be revoked, vehicle information previously shared through this connection will no longer be available in the viewing organisation's MyEROAD. 

How to monitor your sharing status

You can easily check and manage your current sharing status.

To review your levels of shared information and pending invitations

  1. Administration > My Organisation > Outgoing Vehicle Sharing Details
  2. Organisations you are sharing vehicles with are listed in .Organisations that share vehicles with you are listed in Incoming Vehicle Sharing Details. 

To manage the extent of information to be shared:

  1. Administration > My Organisation > Outgoing Vehicle Sharing Details
  2. Edit.
  3. Tick or untick Activity History and/or Partner Gateway.
  4. Save.

To review vehicles that are currently on Share:

  • Administration > Vehicles/Assets.
  • Shared vehicles are displayed in the Shared column with a Share icon along with the name of the sharing organisation.