Set up and manage a Share connection

Setting up a Share connection is easy and will just take a few minutes.

On this page we explain:

For viewing organizations, find detailed information on how to work with shared vehicles here.

How to start sharing

To set up EROAD’s Share feature a Share connection between two organizations has to be established before vehicles can be shared:

NOTE: Both organizations have to be EROAD customers, with vehicles on suitable vehicle plans.

Invite a partner organization to view your vehicles in MyEROAD.
Select the vehicles you would like to share with them.
Once your partner organization has accepted your Share invitation they can view your shared vehicles in MyEROAD highlighted with a Share icon.

1. Invite an organisation to view vehicles of your fleet:

Log into MyEROAD as a Client Administrator.
Go to / Administration / My Organization.
In Outgoing Vehicle Sharing Details click Invite another organization to view your vehicle locations and fill in the Share Invitation screen:

Name of organisation: Organization to view your vehicles
Their email address: Address that will receive the share invitation
Optional message: Fill in as required

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)
Over Speed Dashboard: Allow monitoring of shared vehicles on the organization’s Over Speed Dashboard (optional)
Leaderboard: Allow monitoring f shared vehicles in the organization's Leaderboard and Driver Insight (optional)

NOTE: You can change the level of sharing by ticking or un-ticking shared features at a later stage. Your selection will apply to all vehicles shared with the organization and includes previous sharing periods.

Click Send.
The invitation email will be sent.

NOTE: You can revoke this invitation at any time.

2. Select the vehicles to share:

Go to / Administration / Manage Vehicles/Assets.
Tick vehicle checkbox(es) or tick the box at the top to select all vehicles.
Click Share Selected.
Select the organisation you wish to share the vehicles with.

NOTE: If an organization is not listed, check if the organization has been invited.

Click Save.

NOTE: You can share and un-share your vehicles at any time.

3. Invited organization to accept the 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.
Log in as a Client Administrator to activate the connection to the Sharing Organization. If you are already logged in you don’t have to log in again.
A Share connection will be established and shared vehicles will show on the viewing organization's MyEROAD the next day.

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

NOTE: Only Client Administrators can accept share invitations. Please forward the invitation email to a Client Administrator in your organization if required.

How to manage what information is shared

To manage what information is shared, for example to add or remove Activity History or Over Speed Dashboard to an existing Share connection:

NOTE: Your selection will apply to all vehicles shared with the organization and includes previous sharing periods.

Go to / Administration / My Organization.
In Outgoing Vehicle Sharing Details click Edit.
Tick or untick Activity History or Partner Gateway or Over Speed Dashboard.
Click Save.
Performance of all vehicles currently or previously shared through this connection will show on the viewing organization’s Leaderboard, Over Speed Dashboard and Driver Insight reports. Past activity of currently cancelled or paused vehicle shares will be visible for their shared periods only.

How to stop or pause sharing

To cancel a vehicle Share, you can either:

Temporarily un-share vehicles so that they are no longer visible for the Viewing Organization or
Revoke a share connection with an organization altogether.

Un-share vehicles temporarily

Client Administrators and Unit Managers of the Sharing Organization can share and un-share vehicles through a Share connection at any time. This is useful when temporarily sharing selected vehicles with an organization for selected periods of time.

To un-share a vehicle:

Go to / Administration / Vehicles/Assets.
Select the vehicle(s) you would like to un-share or tick the box at the top to select all vehicles.
Click Share Selected.
De-select the organisation you wish to un-share the vehicles with.
Click Save to confirm selection.
The vehicle is no longer shared with the viewing organization, previously shared information is still available in the viewing organization’s MyEROAD.

Revoke a share connection and erase all previously shared data from the viewing organization's MyEROAD

Sharing or Viewing Organizations can revoke a share connection at any time, vehicles will no longer be visible for the Viewing Organization. A new invitation will have to be issued to establish a new share connection if required.

To revoke a share connection:

Go to / Administration / My Organization.
In Incoming Vehicle Sharing Details click on 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 organization’s MyEROAD.

How to monitor your sharing status

You can easily check and manage your current sharing status.

To review your active Share connections, levels of shared information and pending invitations:

Go to / Administration / My Organization.

Organizations you are sharing vehicles with are listed in Outgoing Vehicle Sharing Details.

Organizations that share vehicles with you are listed in Incoming Vehicle Sharing Details.

To manage the extent of information to be shared, for example to add or remove Activity History and/or Partner Gateway information to an existing Share connection:

Go to / Administration / My Organization.
In Outgoing Vehicle Sharing Details click Edit.
Tick or untick Activity History and/or Partner Gateway.
Click Save.

To review vehicles that are currently on Share:

Go to / Administration / Vehicles/Assets.
Shared vehicles are displayed in the Shared column with a Share icon along with the name of the sharing organization.