RUC label scanBeta

This page covers photographing a vehicle's road user charges (RUC) windscreen label to get its licence into Vectis, and the digital licence card that shows every licence afterwards. Like the rest of RUC, it's for New Zealand organisations only. See Vehicle compliance for the wider RUC, WoF/CoF and rego picture, and Compliance warnings for drivers for checkout and prestart warnings.

Overview#

You need a RUC label scan only when a vehicle joins your fleet with no licence recorded yet. After that, the normal licence flow in Vehicle compliance takes over, because Vectis knows where the licence chain is up to.

Anyone who can see the vehicle, including a driver with no RUC permissions, can photograph the label. What happens next depends on who took it:

• Someone with permission to edit the RUC register (usually a fleet admin) can save the licence straight away.
• Everyone else creates a submission that waits for an admin to check and confirm it.

The label's details are then shown as a digital licence card in the vehicle's RUC section, on web and mobile. The card is Vectis's record of what the label says, not a replacement for the physical label.

Getting started#

Before you start#

• Your organisation is in New Zealand.
• To scan a label: an account that can see the vehicle. No special permission is needed.
• To save a licence directly, review and confirm or reject submissions, or request a photo: permission to edit the RUC register.
• Your organisation's AI settings decide whether the photo is read automatically (see How AI settings affect scanning). Scanning still works with AI off; you type the fields in yourself.

Take a first scan#

1. On mobile, open the vehicle and tap Scan RUC label. It's the main button on a vehicle with no licence yet; otherwise it's in the vehicle's action menu. On the web, open the RUC licence form on the vehicle's Compliance tab and select Scan label.
2. Line the label up in the guide frame and take the photo, or pick an existing photo.
3. Wait a moment while Vectis reads it.

You'll see either "Label read — check the fields below" with the fields filled in or, if AI is off or unavailable, an empty form with the photo attached, ready to type into. Either way the photo is kept.

For drivers: scanning a label#

You don't need to know anything about RUC to do this. Vectis tells you what to check.

1. Open the scan screen

   Open the vehicle and tap Scan RUC label. If an admin has asked you for a photo, you can also start from the Photograph the RUC label card on the Home screen or from the push notification.

2. Take the photo

   Line the label up inside the frame and tap Capture, or tap Library to use an existing photo. If the photo looks blurry, you'll see This photo looks blurry with the option to Retake or Use this photo anyway.

3. Check the fields

   Any field Vectis wasn't confident about is marked Low or Unreadable in a highlighted box: compare those closely with the label. If the plate doesn't match this vehicle, you'll be offered the vehicle it does match, or you can go back and rescan.

4. Submit

   Tap Submit.

You'll see Submitted for review, and an admin will check the details and confirm the licence. If this licence number is already recorded, you'll see Added to the existing submission or "This licence is already recorded — no further action is needed."

No signal? The photo is saved on your phone with the message Saved for later, and uploads automatically once you're back online.

AI turned off? The same screen opens with the photo attached and every field empty, ready for you to type in from the label.

Once a licence exists, you can see it as a digital licence card on the vehicle screen. It always carries the line Vectis record, not a licence: it's Vectis's copy of what the label says, not something you can show instead of the physical label.

For fleet admins#

Scan a label on the web RUC form#

1. Open Registers → RUC Licences (or a vehicle's Compliance tab) and select Record licence.
2. In the Scan a label box, select Scan label and choose a JPEG or PNG photo (up to 10 MB).
3. Once it's read, the form fills itself in. Fields Vectis wasn't confident about show a Low confidence — check or Unreadable on the label — check hint. Price and channel show Calculated — check, because the label never carries them.
4. Review and correct any field, then select Record licence.

The licence is saved with the photo kept as evidence, exactly like a licence you type in by hand, and any gap or overlap against the existing chain is shown in the same way.

If the scan has a blocking finding, most often a plate that doesn't match the vehicle you started from, you can't save until you change the vehicle or remove the scan and upload another photo.

Review a driver's submission#

1. Find the submission

   Go to Compliance (fleet-wide) or a vehicle's Compliance tab. Under Pending RUC label submissions, select Review on a row. A row is marked Needs attention if it has a blocking finding.

2. Check the fields

   The drawer shows the photo beside the fields, with a Low confidence — check or Unreadable — check hint in a highlighted box wherever Vectis wasn't sure.

3. Check the findings

   Findings appear underneath. An error-level finding, such as a plate that doesn't match, blocks confirming until it's resolved. Gap and overlap findings are shown but don't block. If two submissions share the same licence number, you'll see N captures merged with every photo, so you only review it once.

4. Confirm or reject

   Correct any field, price or channel, then select Confirm and create licence. This applies the same rules as every other RUC licence (whole 1,000 km units, chain checks and so on), and the submitter is told the outcome.

   Or select Reject, enter a reason and select Confirm rejection. No licence is created, and the submitter is told why.

Confirming shows "The licence was created from this submission", with any chain findings listed. The list shows only Pending submissions, so a submission drops off once it's confirmed or rejected.

Ask someone to photograph the label#

Use this when the vehicle is away from base and you can't see its label yourself.

1. On the vehicle's Compliance tab, under Label photo requests, select Request a photo.
2. Vectis defaults to the vehicle's current or most recent driver, shown by name. Choose Someone else to pick a different person, and add an optional note, such as "It's away at the Hamilton depot".
3. Select Send request.

The recipient gets a push notification and a task on their Home screen that opens the scan screen for that vehicle. The request's status updates as it moves along:

Checkout prompt and request expiry#

Go to Compliance → Alert settings, under RUC label photo requests:

• Ask drivers to photograph the RUC label at checkout when RUC is Urgent or Overrun is off by default. When it's on, a driver checking out a vehicle whose RUC is Urgent or Overrun sees a "Someone's asked for a photo of this vehicle's RUC label" card on the checkout screen, with a Scan button straight into the scan screen and a way to dismiss it for that checkout.
• Request expiry (days) sets how long a request stays open before it expires: 7 by default, between 1 and 90.

How your organisation's AI settings affect scanning#

Scanning never gets round your organisation's AI choices. If any of the checks below fails, the photo is still stored and the person scanning sees an empty form to fill in by hand. Nothing is lost; the label just isn't read automatically.

Each scan that reads the label counts towards your organisation's AI allowance.

Vectis removes location data (EXIF) from every label photo when it's uploaded, whether or not the label is read.

The digital licence card#

The card is shown in a vehicle's RUC section on web and mobile for the active licence. Earlier licences in the chain are under Licence history on mobile, and in the RUC Licences register on the web.

From the label, in the label's own order:

• the plate (as the heading) and "Road user charges — distance licence";
• the minimum and maximum distance recorder readings (km);
• the RUC vehicle type and weight;
• the distance recorder type (Odometer, Hubodometer or Electronic distance recorder, with its label letter O, H or E);
• the licence number;
• the issue date and time.

Then, from Vectis:

• km remaining (select it to see the reading it rests on, its source and its age);
• the trusted odometer reading and its age;
• the RUC status badge (Covered, Low, Urgent, Overrun and so on; see what each RUC status means).

Also:

• If there's a label photo, View label photo opens it.
• A voided or superseded licence shows a greyed-out card with a Void or Superseded stamp.
• The card always carries Vectis record, not a licence (or your organisation's configured wording) at the bottom, because displaying the physical label is still required. You can't turn this line off for a licence or a screen.
• On mobile, if the phone is offline the card shows the last synced data, with a Synced time so you know how current it is.
• On mobile, the checkout screen shows the same card in a denser layout for the vehicle being checked out, so its RUC status is visible without extra taps.

Troubleshooting#