Fleet Manager Manual — OneRoad
OneRoad OneRoad
Fleet manager manual
Fleet manager manual

Run your fleet from one place.

Everything you need to set up and manage your operation on OneRoad — your account, vehicles, drivers, live compliance and records. Account setup happens in the web portal, not the app.

What's inside

  1. Your role
  2. Create your account
  3. Company profile & fatigue
  4. Add vehicles
  5. Invite & manage drivers
  6. Monitor activity
  7. Records & exports
  8. The web portal
  9. OBx devices
  10. Troubleshooting
01

Your role

OneRoad has two fleet account types. You pick one at sign-up and it sets what you can access.

Owner Operator

You drive your own vehicle and manage your operation. You get both the driver app and the fleet portal.

Fleet Owner

You manage drivers and vehicles but don't drive yourself. You use the portal to oversee compliance, assets and records.

Not sure? If you ever drive a fleet vehicle yourself, choose Owner Operator — you can still manage a full fleet from that role.
02

Create your fleet account

Fleet accounts are created in a web browser on a desktop — not the mobile app. Have your ABN ready.

1

Go to app.oneroad.io & choose your role

Open app.oneroad.io, click Sign Up, and select Fleet Owner (or Owner Operator).

2

Verify your mobile

Enter your mobile number and the 4-digit SMS code — this is your login.

3

Enter your company details

Add your trading name, ABN, business address, company email and phone.

4

Add a Record Keeper email

All EWD records link to a designated Record Keeper. Enter the email and verify it with the 4-digit code.

5

Confirm and finish

Review your details and confirm. Sign in any time at app.oneroad.io with your mobile number.

Pick the right role. Fleet Owner / Owner Operator unlocks fleet management, vehicles and OBx pairing. Selecting Driver sets up the wrong account.
03

Company profile & fatigue

Set the fatigue scheme for your fleet and keep your company details current.

1

Open Fleet → Settings

View and edit your trading name, ABN, addresses, contacts and Record Keeper email any time.

2

Set your fatigue scheme

Choose the scheme that matches your NHVR accreditation. It sets the fatigue rules applied across your drivers.

3

Check every driver’s scheme

Under Drivers, confirm each driver shows the correct fatigue type. Drivers inherit the fleet scheme unless overridden.

SchemeWho it's for
Standard HoursNo accreditationOperators not in a formal accreditation scheme. Most small operators start here.
BFMBasic Fatigue ManagementNHVR-accredited operators needing some extended hours over Standard.
AFMAdvanced Fatigue ManagementAccredited operators with formal safety systems — the most flexible scheme.
Fleet → Settings — company details and the Record Keeper email.
Fleet → Settings — company details and the Record Keeper email.
Applying the wrong scheme can produce non-compliant EWD records. Match it to your actual accreditation.
04

Add vehicles

Every vehicle must be registered before a driver can select it — or an OBx can pair to it.

1

Go to Assets → “+ Add Asset”

Enter the Australian rego; OneRoad searches the NHVR Heavy Vehicle Register, then you confirm and add to your fleet.

Assets — “+ Add Asset” sits top-right.
Assets — “+ Add Asset” sits top-right.
→Full guide: Add an assetThe complete step-by-step, including the NHVR lookup and manual entry.
05

Invite & manage drivers

Drivers are invited from the portal by mobile number, then join via the app.

1

Team → Invitations → Invite Member

Enter the driver’s mobile number, set the role to Driver, and Send Invitation. They receive an SMS to join.

2

They download the app & accept

Once they accept, they appear as active and their shifts roll up to your dashboard.

3

Assign vehicles & set a Record Keeper

Assign each driver their authorised vehicles, and confirm a Record Keeper is set under Fleet → Settings.

The Invite New Member dialog — invite by mobile number.
The Invite New Member dialog — invite by mobile number.
→Full guide: Add a driverInvitations, tracking status, and setting your Record Keeper.
06

Monitor activity

The dashboard gives you a live, colour-coded view of every driver’s fatigue and shift status.

1

Watch the live dashboard

See who is driving, resting or in breach at a glance — no need to open individual records.

2

Tap a driver for detail

Open any driver to see shift times, breaks, odometer readings and time until their next mandatory rest.

3

Act on breach alerts immediately

A driver in breach turns red and notifies you. Contact them at once — they must stop and rest.

4

Filter the activity logs

Filter by date, driver, vehicle, rest status or breach for weekly reviews and audit prep.

Rested
Working
Breach — act now
Offline / no shift
The Operations view — live location and status across the fleet.
The Operations view — live location and status across the fleet.
Chain of Responsibility. As the fleet manager you carry legal responsibility for ensuring drivers don’t continue in breach of fatigue limits. Act on every breach alert.
07

Records & exports

OneRoad stores every EWD record and lets you export for compliance and audits.

1

Open the Compliance view

See a full history of driver EWD records, filterable by driver and date range.

2

Export for a driver

Select the driver and dates, then export as PDF (for regulators) or CSV (for internal use). Records can be emailed straight from the portal.

3

Respond to a regulator

If NHVR or a roadside officer requests records, export and email them from the Compliance view — they’re time-stamped and NHVR-compliant.

EWD records are stored securely for 3 years — beyond the regulatory minimum. Drivers can export their own records too; both sources produce the same compliant output.
08

The web portal

Your primary fleet interface. Sign in at app.oneroad.io with your mobile number.

1

Navigate the sidebar

Dashboard (live overview), Assets (vehicles & trailers), Drivers, Maintenance, Prechecks, Mass, Fuel, Team (members & invitations) and Fleet (settings & accreditation).

2

Switch Fleet / Operations

Use the toggle (top-right) to move between fleet management and the live Operations map.

3

Use it on mobile too

Account creation needs a desktop, but day-to-day monitoring works from your phone via the portal or the app.

09

OBx devices

If you run OBx hardware, register the vehicle first — a device can’t pair to an unregistered vehicle.

1

Register the vehicle, then install & pair

Add the vehicle under Assets, fit the OBx to the diagnostic port, then pair it in the app via Profile → Options → Devices → Add new device.

→Full guide: OBx installationAccount, vehicle registration, safety checks, install and pairing — with a pairing video. →OBx adapter matrixFind the adapter cable your vehicle make and model needs.
10

Troubleshooting

Common fleet issues and how to resolve them.

A driver can’t see their vehicle in the app
The vehicle must be registered first. Go to Assets → “+ Add Asset”, enter the rego and confirm — it appears for the driver at their next shift.
An invited driver hasn’t appeared in my list
They need to accept the invitation in the app. Ask them to open OneRoad and accept the pending invite, or resend it from Team → Invitations.
A driver’s fatigue scheme is wrong
Open Drivers, select the driver and update their scheme. They should not start a shift until it’s correct — the wrong scheme produces non-compliant records.
I can’t see a driver’s live status
They may not have an active shift. Confirm they tapped Start Work; if they did, ask them to check their internet connection and location permission.
I need to export records urgently for a regulator
Go to Compliance, select the driver and date range, and export as PDF — it’s NHVR-compliant and emailable. Any issues, contact [email protected].
My OBx isn’t showing after pairing
Confirm the vehicle was registered before pairing, the ignition was on, and the device showed a flashing blue light. See the OBx installation guide or contact support.

Need a hand?

Visit the help centre or email [email protected] — a person will help.

OneRoadOneRoad
The predictive intelligence layer for heavy transport. This guide is for OneRoad EWD subscribers.
Support & FAQ  ·  Compliance  ·  [email protected]