Using the new permit portal

Accounts

If you hold a transport service licence (TSL) and apply for heavy vehicle permits, you need to create an account
to manage your permit applications. Only one account can be created for each TSL number. 

You can also create a vehicle library to make applying for permits quicker and easier. You must have an account before you can enter the vehicle library information.

You'll need a RealMe login

To create or access an account, you need a RealMe login. It doesn’t need to be a RealMe verified identify.
If you don't already have one, you can set up a RealMe login when you first log in to the portal.

Go to the RealMe login for the heavy vehicle permit portal(external link)

All government agencies must implement identity verification services on digital platforms to meet security requirements. It’s a government requirement for agencies to use RealMe rather than develop our own authentication and identity verification systems.

The first time you log in, you’ll be asked for your name and email address. You'll need to verify your email address and phone number using the Send code button. Then you'll go the new portal dashboard.

Create an operator account

When you create an operator account, you're the administrator or owner and can invite other users. Whoever has oversight of all permitting in the organisation should create the account.

You'll have full permissions in the system to add users, manage permits and save TSL details.

To create an account, you'll need:

• your RealMe login details
• your TSL number (this is 5 or 7 digits long)
• your New Zealand Business Number (NZBN), if you have one.

Set up your account

Permit portal(external link)

1. Log into the portal using your RealMe login.
   You'll land on the main dashboard.
2. Click Create an operator account.
   The Operator account registration screen will show.
3. Enter your TSL number and click Show details.
   Your TSL details will prepopulate.
   If your NZBN is already held against your TSL, your business details will prepopulate too.
4. If your business details don't prepopulate, enter them manually (including your NZBN, if you have
   one).
5. Enter your BESS company number if you're applying for overweight permits.
6. Click Next.
7. Check the details are correct and click Next.
8. Read the terms and conditions and check the box to confirm you accept them.
9. Click Finish to complete your operator account registration.

Add users to your account

You can invite other users into your Operator account. You must either be the owner or have the Manage Users permission.

People you invite will receive an email invitation with instructions to join and an invitation code. The invite expires after 14 days. 

1. On your dashboard click View on the Operator account you want to invite people to join.
2. Click the User tab.
3. Click Invite user.
4. Add the email address of the person you're inviting.
5. Select the permissions you want to give them. You can choose more than one.
   If you don't select any, they'll still be able to see the account, apply for permits, add and edit vehicles, and
   update their own user account.
6. If you have more people to invite, click Add another user and repeat these steps.
7. Click Invite.

Invited users are listed in the Invitations tab with the status Pending. Once they accept the invitation, they'll show in the Users tab.

Join an account you've been invited to

1. Log in to the access portal (external link)
2. Click the Use invitation code button.
3. Enter the invitation code from the email and your email address.
   The email address must match the email address the invitation was sent to.
4. You'll go to the RealMe portal login.
   If you don't have a RealMe, click Create a RealMe login and follow the instructions.
5. You'll land on the main dashboard with the Operator account showing.

Create a vehicle library

1. From your dashboard, click View on the Operator account you want to save the vehicle under.
2. Click the Vehicle library tab.
3. Click Add vehicle.
4. Enter the plate number and click Find vehicle.
   Vehicle details will prepopulate from the Motor Vehicle Register.
5. Enter information about your vehicle. Information you add can be used in your permit applications.
6. Click Save vehicle to add it to your vehicle library list.

Using and updating your vehicle library

None of the vehicle information fields have to be completed, but adding as many as you can will save time when you apply for permits. These details will automatically show in your applications.

To add more information to a vehicle later, click the 3 dots next to the vehicle record and select Edit vehicle.

Vehicle reference for fleets

If you have a fleet of vehicles, you can identify different classes or groups of vehicles by using the Vehicle reference field.

Enter details like the vehicle fleet number to locate permits relating to this vehicle.

Transferring information from the old portal

Unit details won't be transferred from the old portal.

If you have a lot of vehicles, you may want to wait until a permit falls due before entering the vehicle information.

You're not required to add vehicles to your vehicle library. You can add the vehicle details in when you apply for a permit.

Applying for permits

You'll find the Apply for a permit button on:

• the left hand menu
• the permits tab
• the applications tab.

Apply for a higher mass permit example

Select Apply for a permit.

On each permit page you"ll find a Save, Next and Back button.

• Use the Save button when you want to come back to the application later.
• The Next button takes you to the next page and automatically saves the application as well.
• The Back button takes you to the previous page.

Page 1 What permit do you need?

1. Select the permit type you need. You can apply for higher mass and overlength together.
2. Check the Notes to applicants for any useful information you might need.
3. Click the Next button when you're ready.

Page 2 Permit information

1. Select the operator account from the dropdown list.
2. Enter a purchase order or other identifier like a fleet number. This reference will show on your invoice.
3. Click the Next button when you're ready.

Page 3 Vehicle combination 1

1. Select the vehicle type from the dropdown list.
2. Complete the vehicle dimensions fields.
3. Select the axle weight flexibility type.
4. Enter the plate numbers for the vehicle. If you have a vehicle library you can select the plate numbers from the dropdown list.
5. Click the Next button when you're ready.

Page 3 Vehicle combination 2

1. Enter the plate numbers for any additional vehicle combinations.
2. They must have identical specifications and meet axle and dimension requirements.
3. Click the Next button when you're ready.

Page 4 Prime mover information

1. Check the details are correct and scroll down to Axel information.
2. Make sure you enter information for all axles. If you used your vehicle library that information will be used.
3. Select the check box if it's a steering axle.
4. Complete all the fields for each axle.
   Axle spacing is prepoulated from the Motor Vehicle Register (MVR).
5. Check the details are correct.
6. Click the Next button when you're ready.

Page 5 Route information

Make sure you give us the route details in the right format when applying for your HPMV permit. This helps us process your application faster.

• Only list the routes you need in addition to the approved full HPMV routes
  Approved HPMV network
• List state highways separately from local roads.
• List local authority roads by councils – even if you're not sure of the boundaries.
• Include destinations for pick-up and drop-off.

Route description template

Start

Detail the start of your route with the exact address or point on the road – be as specific as you can.

Additional state highways

List the additional state highways needed for your route.

Local authority roads by council

List the local authority roads by council needed for your route.

Destinations

List any destinations for pick-up, drop-off or fuel stop.

End

Detail the end of your route with the exact address or point on the road – be as specific as you can.

Route description examples

• List any state highways you need in addition to the approved full HPMV network

Example

SH8: from SH1S, Washdyke to Maze Rd, Pleasant Point

Local authority roads

• List local council roads separately for each council, even if you don’t know the exact boundaries.
• Include a destination for pick-up, drop-off or fuel stop

Examples

Invercargill City Council: Kekeno Pl, Awarua (full length) Lake St, Clifton (Invercargill) Shannon St, Bluff from SH1 (Gore St) to South Port Entrance Motu Rimu Rd from SH1 to Tiwai Rd, Tiwai Rd from Motu Rimu Rd to end.

Southland District Council: Cahill Rd and Bend Rd, Browns from SH96 to AB Lime Gap Rd West, Winton from SH6 to Ravensdown Fertiliser Plant Company Rd, Nightcaps from SH96 to Takitimu Coal Mine.

Gore District Council: Miller Rd from SH96 to New Vale Coal Mine entrance Waimumu Rd from SH96, Goodwin Rd to Goodwin Mine Saleyard Rd, Charlton (full length).

Clutha District Council: Stirling Rd, Baker St & Mount Wallace Rd (from Baker St to Fonterra Stirling) High St, Balclutha from SH1 - Owaka Highway - Owaka Main St - Waikawa Rd to Owaka Saleyards.

Dunedin City Council: Frederick St from SH1 (Castle St) or SH1 (Cumberland St) to SH88 (Anzac Ave) Beach St & Macandrew Rd (Beach St to Cemetery Rd), Port Chalmers Brighton Rd from Main South Rd to Taylor St, Taylor St to end (access Firth Dunedin).

Click Next when you're ready.

Page 6 Additional information

You can add any other documents or comments to support your application.

Click Next when you're ready.

Page 7 Review and confirm

1. Check all the details are correct. Click Back if you need to go back and change anything.
2. You can add another email address if you want the permit to go to someone else as well. 
3. Read the declaration, then click the check box to declare you're submitting true and correct information.
4. Click Submit application.

You'll see a message confirming your permit application is submitted.

You can return to your dashboard which will show that you have a permit submitted for approval.

Click Close to return to your dashboard.

Edit user details on the permit portal

Log into the portal dashboard.

1. Click My profile.
2. Click Change contact information.
3. Click How to change your password on RealMe if you want to change your login details. Note this will affect all services you use RealMe for.
   You'll go to the edit contact information page.
4. Click Update email to change your email.
5. Click Update phone number to change your number.

A pop-up window will appear.

Enter your email address.

1. Click Send code. A code will be sent to the email address.
2. Enter the code sent to the email address.
3. Click Confirm code.
   If you don't receive a code, check your spam/junk folder. Check you've entered the email address correctly and click Send new code.
4. Click Done to close the pop-up window.

Using the duplicate function 

The portal has a duplicate function you can use to save time. For example, if you have more than 10 combinations to enter then duplicate can help.

The four places you'll find the duplicate button are:

• on the permit application confirmation screen 
• in your operator account, where you can view the existing permit applications 
• when you open a permit application from your operator account 
• when you open a permit from the permit list.

More information

HV permit portal

Download the user guide [PDF, 5.8 MB]

If you need help, contact the NZTA Permitting team.

hpmvinfo@nzta.govt.nz