Fleet Manager Manual
How to set up and manage your fleet, drivers, and compliance through the OneRoad platform. Account creation is done via web browser — not the app.
Understanding Your Role
OneRoad offers two fleet account types. Choose the one that matches your situation — you select this during sign-up.
Owner Operator
You drive your own vehicle and manage your operation. You have access to both the driver EWD and the fleet management portal.
Fleet Manager
You manage multiple drivers and vehicles but do not drive yourself. You access the fleet portal to oversee compliance, assets, and records.
Create Your Fleet Account
Fleet accounts are created via web browser — not the mobile app. Have your company ABN ready before you start.
Go to app.oneroad.io in your browser
Open app.oneroad.io on a desktop or laptop computer. This is a browser-based step — do not use the mobile app for initial account creation.
Enter your mobile number
Your mobile number is used as your login credential. Enter your number and tap Continue to receive a 4-digit SMS verification code.
Enter the SMS verification code
Check your messages for the 4-digit code and enter it on screen. If it doesn't arrive within 30 seconds, tap Resend.
Enter your company details
Fill in your Company Trading Name, ABN, Business Address, Company Email, and Company Phone Number. Tap Continue when done.
Add a Record Keeper email address
All EWD records must be linked to a designated Record Keeper email. Enter a valid email address, receive the 4-digit verification code, and enter it to confirm.
Confirm and complete setup
Review all entered details and tap Confirm to complete your account setup.
Company Profile & Fatigue Settings
Once your account is created, review your company profile and set up the correct fatigue accreditation for your fleet.
Access your company profile
In the portal, click the Profile tab in the top navigation. Here you can view and edit your trading name, ABN, address, and contact details at any time.
Set your fatigue accreditation scheme
Under Fatigue Settings, select the scheme that applies to your operation. This setting determines the fatigue rules applied to all drivers in your fleet.
| Scheme | Who it applies to |
|---|---|
| Standard HoursNo accreditation required. | Operators not enrolled in a formal fatigue accreditation scheme. Most small operators start here. |
| BFMBasic Fatigue Management. | Operators with BFM accreditation from NHVR. Allows some extended working hours above Standard Hours. |
| AFMAdvanced Fatigue Management. | Operators with AFM accreditation. The most flexible scheme — requires formal safety management systems. |
Verify all drivers are linked to the correct scheme
Under Fleet → Drivers, confirm each driver shows the correct fatigue type. Drivers inherit the fleet's scheme by default, but individual overrides can be applied if needed.
Add Vehicles to Your Fleet
All vehicles must be registered in the OneRoad portal before drivers can select them for a shift — and before any OBx device can be paired to them.
Go to Fleet → Assets
Log in to app.oneroad.io and click Fleet in the top navigation, then select the Assets tab.
Click "+ Add Asset"
In the top-right corner of the Assets tab, click the + Add Asset button. Enter the vehicle's registration number to search for it.
Confirm vehicle details
OneRoad retrieves registration details automatically. Review the Vehicle Found screen — confirm the plate, body type, model, and registration expiry are correct.
Tap "Add Asset to Fleet"
Once confirmed, tap Add Asset to Fleet. Repeat this process for every vehicle in your fleet — particularly any receiving an OBx device.
Invite & Manage Drivers
Drivers are invited to your fleet from the portal. Once invited, they download the OneRoad app and link their account to your fleet.
Go to Fleet → Drivers
In the portal, click Fleet then the Drivers tab.
Tap "Add Driver"
Click Add Driver and enter the driver's name, mobile number, and email address. An invitation will be sent to them automatically.
Driver downloads the app and accepts the invite
The driver downloads the OneRoad app from the App Store or Google Play, creates their account, and accepts the fleet invitation. Once accepted, they appear as active in your driver list.
Assign vehicles to drivers
In each driver's profile, assign the specific vehicle or vehicles they are authorised to operate. This ensures accurate tracking and EWD records.
Review driver status
Your driver list shows each driver's current status — active, inactive, fatigue scheme, and current shift activity. Use this to confirm all drivers are correctly set up before their first shift.
Monitor Driver Activity
The OneRoad fleet portal gives you a real-time view of every driver's fatigue status, shift activity, and compliance posture.
View the live fleet dashboard
The main dashboard shows your entire fleet at a glance. Colour-coded status indicators let you see who is driving, resting, or in breach — without clicking into individual records.
Tap a driver to see their diary detail
Click any driver's name to view a full breakdown of their current shift: start time, status changes, breaks taken, odometer readings, and time remaining before a mandatory rest.
Respond to breach alerts
When a driver is in breach, their status tile turns red and you receive a notification. Contact the driver immediately — a breach means they must stop and rest before continuing.
Filter and review activity logs
Use the filter options in the Activity view to search by date range, driver, vehicle, fatigue status, or breach events. Useful for weekly reviews and audit preparation.
Records & Exports
OneRoad stores all EWD records securely and gives you the tools to access, review, and export them for compliance and auditing purposes.
EWD records are stored by OneRoad for 3 years — the regulatory minimum is generally 3 years from the date of the record.
Records can be exported as PDF for printing or sharing with regulators, or as CSV for internal reporting.
Access the Compliance View
In the portal, navigate to Compliance in the left sidebar. This gives you a full historical view of all driver EWD records, filterable by driver and date range.
Export records for a driver
Select the driver and date range, then click Export. Choose PDF or CSV depending on your purpose. Records can be emailed directly from the portal to the driver, Record Keeper, or a regulator.
Responding to a regulator request
If NHVR or a roadside officer requests EWD records, you can export and email them directly from the Compliance View. Records are time-stamped, tamper-evident, and NHVR-compliant.
The Web Portal
The OneRoad web portal is your primary fleet management interface. It's where you manage everything — from assets and drivers to compliance and reports.
Log in at app.oneroad.io
Go to app.oneroad.io in any modern browser. Enter your mobile number and the SMS verification code to sign in.
Navigate the main sections
The portal is organised into five main areas accessible from the top navigation:
Live fleet overview — driver status, active shifts, and breach alerts.
Manage assets (vehicles) and drivers — add, edit, or remove.
View and export EWD records. Filter by driver, date, and status.
Company details, fatigue scheme settings, and Record Keeper email.
The portal works on mobile too
While fleet account creation requires a desktop browser, day-to-day monitoring can be done from your phone via the web portal or the OneRoad mobile app using your fleet manager account.
OBx Device Pairing
If you have purchased OBx telematics hardware, vehicles must be registered in the portal before any device can be paired. Installation and pairing is covered in full in the OBx Installation Guide.
OBx Installation & Pairing Guide
Step-by-step guide covering hardware installation, cable connections, and pairing each device to a vehicle via the OneRoad app.
Register all vehicles first
Confirm every vehicle receiving an OBx is listed under Fleet → Assets before you begin physical installation.
Install the OBx hardware
Plug the device into the vehicle's OBD-II port. See the OBx Installation Guide for full instructions, safety requirements, and cable information.
Pair via the OneRoad mobile app
Open the OneRoad app → Profile → Options → Devices → Add new device. The app will detect the powered OBx and guide you through pairing it to the registered vehicle.
Troubleshooting
Common fleet manager issues and how to resolve them.
The vehicle must be added to your fleet in the portal first. Go to Fleet → Assets → + Add Asset, enter the registration number, and confirm. It will appear immediately for the driver the next time they start a shift.
The driver needs to accept the fleet invitation in their OneRoad app. Ask them to open the app, go to Profile → My Fleet, and accept the pending invitation. If they haven't received it, resend the invite from Fleet → Drivers.
Go to Fleet → Drivers, click the driver's name, and update their fatigue scheme. The driver should not start a shift until this is corrected — starting with the wrong scheme produces non-compliant records.
The driver may not have an active shift. Confirm with them that they've tapped Start Shift in the app. If they've started a shift and their status still isn't showing, ask them to check their app's internet connection and location permissions.
Log in to app.oneroad.io → Compliance, select the driver and date range, and click Export → PDF. The exported file is NHVR-compliant and can be emailed directly. If you experience any issues, contact support@oneroad.io immediately.
Confirm the vehicle was registered in the portal before pairing was attempted. If it was, check that the ignition was on during pairing and the device showed a flashing blue light. If still not appearing, see the OBx Installation Guide or contact support.
Need help with your fleet?
Our team can assist with account setup, driver onboarding, and compliance questions.