RUC email forwardingBeta
Forward NZTA's RUC purchase confirmation email to Vectis to record the licence without typing it in.
Forward NZTA's "RUC purchase confirmation" email to Vectis and the licence is recorded without anyone typing it in. This page also covers reviewing anything that needs a person to check it, and getting the temporary and permanent labels onto the vehicle. Like the rest of RUC, it's for New Zealand organisations only. See Vehicle compliance for the wider picture, and RUC label scan to photograph a label instead.
Overview
Buying RUC is a two-step chore: you buy on the NZTA website, then key the licence details into Vectis and print the temporary label yourself.
Email forwarding removes the keying-in step. When NZTA emails you the "RUC purchase confirmation", forward it, as it is and with its PDF attachments, to your Vectis address. Vectis reads the email and PDFs, records each vehicle's licence and replies to tell you what it did. If anything doesn't match up cleanly, such as an unknown plate, a duplicate, or a difference between the email and the PDF, it goes to a review queue on the Compliance page instead of failing silently.
Forward an NZTA email
Buy RUC on the NZTA website
Buy as usual, then wait for NZTA's email with the subject RUC purchase confirmation, from
[email protected].Forward it unchanged
Forward it from your email app, with its PDF attachments and without editing the text. Gmail inline forwarding, Outlook, forward-as-attachment and a quoted reply all work. Don't retype the table or forward a screenshot.
Send it to your Vectis address
Forward it from the same email address you sign in to Vectis with, to one of the addresses shown on Settings → RUC Email Forwarding. Each address has a copy button.
- Use the shared address if you only record RUC for one organisation.
- Use this organisation's address (
ruc+followed by your organisation's name) if you record RUC for more than one organisation in Vectis. It tells Vectis which organisation the email belongs to, instead of working it out from the plates.
A reply arrives in the same email thread within a few minutes, telling you what was recorded. The Inbound log on the RUC Email Forwarding settings page also lists what has come in.
You need permission to edit the RUC register in the organisation for a forward to succeed. See Troubleshooting if you don't have it.
Read the reply
Every forward from a recognised, permitted sender gets a reply in the same thread. The exception is a sender who fails email authentication entirely: they get no reply, to avoid mailing someone who has spoofed your address.
A successful reply has:
- a headline, such as "3 RUC licences recorded from NZTA reference 8SR4844", or "2 recorded, 1 needs review" if some rows couldn't be saved automatically;
- one line per vehicle: plate and vehicle description, units, start-to-end distance, licence number, amount and a link to that vehicle's RUC tab;
- the temporary label's expiry date and who it was sent to (see Temporary and permanent labels);
- any RUC purchase request that was closed because this licence completed it.
Forwarding the same NZTA reference twice gets: "NZTA reference reference is already recorded in Vectis: name forwarded it on date. Nothing new was recorded." No second licence is created.
A failed forward gets a reply explaining what to do next; see Troubleshooting.
Troubleshooting
| What the reply (or lack of one) means | What to do |
|---|---|
| No reply at all | The sending domain failed email authentication (DMARC, or DKIM where the domain has no DMARC record). Vectis never replies in this case, because replying could send mail to someone who spoofed your address. Forward from your normal mailbox rather than a script or mail-merge tool, and check with your IT team if your domain doesn't publish DMARC. |
| "Nothing was recorded: address isn't the address of a Vectis user." | You forwarded from an address that isn't a Vectis login. Forward from the address you sign in with, or ask your fleet administrator to forward it. |
| "Nothing was recorded: your Vectis account can't record RUC licences." | Your account doesn't have permission to edit the RUC register. Ask your administrator to grant it, or to forward the email for you. |
| "Nothing was recorded: you record RUC for more than one organisation in Vectis, and this email didn't say which one it is for." | You can record RUC in more than one organisation, and the plates in the email matched vehicles in more than one (or none). The reply lists your organisation addresses: forward the email again to the right one. |
| "Nothing was recorded: this doesn't look like NZTA's RUC purchase confirmation." | Make sure you're forwarding the email NZTA sends (subject "RUC purchase confirmation"), not a receipt from an agent or a different NZTA email. |
| "Nothing was recorded: this looks like NZTA's RUC purchase confirmation, but it couldn't be read." | The table or PDFs couldn't be read, often because a mail app dropped the attachments or flattened the table. Forward it again with its attachments; if your mail app offers Forward as attachment, use that. |
| "N recorded, M needs review", or an item appears in the Compliance page's review queue | One or more rows didn't match cleanly: an unknown plate, a difference between the PDF and the table, or a licence number already in use. See Review a queued item. Nothing is lost; it's waiting for a person to confirm it. |
| A row you expected is missing | Check the review queue on the Compliance page. It may be waiting for a vehicle to be picked rather than having failed. |
Review a queued item
Anything that doesn't save automatically, such as an unmatched plate, a PDF that disagrees with the table, units that don't match the distance, or a licence number already in use, goes to the RUC review queue instead of being discarded.
Open the review queue
Go to Compliance and open Pending RUC label submissions. An item from a forwarded email is marked NZTA email, and shows the PDF (it opens in a new tab), the NZTA reference, the amount and the plate.
Pick a vehicle if needed
Open the item. If no vehicle matched the plate, choose the right one with the vehicle picker.
Attach or confirm
If the licence was already keyed in by hand before the email arrived, select Attach temporary label to the existing licence. This adds the temporary label PDF to the existing licence instead of creating a duplicate.
Otherwise, select Confirm and create licence to create the licence from the email.
The licence is recorded (or the label attached) with the temporary label PDF and its expiry, the same as an automatically recorded row.
Temporary and permanent labels
The temporary label
As soon as a licence is recorded, automatically or after review, whoever has the vehicle (the current booking or an active driver session, otherwise the person who forwarded the email) is told in three ways:
- an in-app notification;
- a push notification that opens the vehicle's RUC card;
- an email with the temporary label PDF attached, so it can be printed from any mail app.
The message reads: "New RUC for plate. Print and display the attached temporary label now; it expires date. When the permanent label arrives by post, put it on the windscreen and scan it in Vectis."
On the web, the vehicle's RUC licence card shows a label chip (Temporary label, Expiring soon, Expired or Permanent label confirmed) and an Open label (PDF) link that opens the PDF to print.
On mobile, the same chip is shown, with:
- View / print label, which downloads the PDF and opens the phone's print dialog;
- Open in… / Save to Files, which shares or saves the PDF to another app;
- I've put it on the windscreen, to tap once you've displayed it.
Print and display the temporary label straight away: it's what NZTA expects you to show until the permanent label arrives by post.
The permanent label
When the permanent label arrives, put it on the windscreen and scan it into Vectis like any other RUC label scan. On mobile, the licence card has a Scan permanent label button that opens the scan screen for that vehicle.
If the licence number on the scan matches the licence already recorded for the vehicle, Vectis confirms the permanent label is displayed and stops tracking it. Nothing new is created. Fleet admins can also mark the permanent label as displayed without a scan, from the licence card on the web.
Reminders
- 2 days before the temporary label expires, if the permanent label hasn't been confirmed, the driver and the person who forwarded the email each get one reminder: "The temporary RUC label for plate expires date. If the permanent label has arrived, put it on the windscreen and scan it in Vectis."
- Once the temporary label has expired without the permanent label being confirmed, people who can edit the RUC register get one warning, and the vehicle appears in the daily compliance digest until it's resolved.
Not yet available
- Auto-forwarding from a shared mailbox, such as an
accounts@inbox with a forwarding rule, isn't supported. Each email needs to be forwarded from a real person's own mailbox, and that person needs permission to edit the RUC register. - NZTA's own signature on a forwarded-as-attachment email isn't checked. Vectis authenticates the person who forwarded it, not NZTA's original message.
- Buying RUC from inside Vectis isn't available. Email forwarding only records a purchase you already made on the NZTA website.