Virtual Shift Tickets (VSTs) can be used to help pay drivers quickly and accurately using FleetWatcher’s Shifts. This feature uses shift details along with projects and geozones to replicate a daily driver’s log. As trucks enter and exit geozones throughout the day, FleetWatcher will create line items and cycles based on truck activity and apply charges to each line. VSTs can be exported via pdf to hired haulers directly from FleeWatcher, or download CSV files that are customized to fit the exact needs of your current accounting system.

There are a few items that need to be set up properly in order for VSTs to work seamlessly. Project Types are necessary in order for FleetWatcher to create line items and cycles for each ticket. These cycles will determine the total hours calculation. Custom Equipment Types must have a “Day/Night Pay Rate Per Hour” set in order to calculate the charge for each cycle which is then summed for the total charge for each ticket.

Note: All Virtual Shift Tickets (VSTs) are created from an LCA Graph. If this is your first time creating VSTs, please reach out to our support team and set up training.

Navigate to: MMS > Shifts > Completed Shifts. On the Completed shifts page each line represents a completed shift, basic shift details, load counts, net tons, and shift ticket counts.

Click the LCA button on the far right to open the Load Cycle Analysis window to begin creating the Virtual Shift Ticket (VSTs).

Step 1: From the LCA window, click on the grey Shift Ticket button located between the Shift Details box and the Default Legend. A popup window will appear labeled Create Shift Tickets.

Note: The Create Shift Tickets popup window allows you to choose the Zone Analysis Rule Set, or Calculate with Dispatch time when possible along with Always use Truck's Dispatch Time, or change the Clock In/Clock out Geo-zones defaults.

Step 2: Click Create. The screen will display a visual indication that FleetWatcher is building the shift tickets. The top line shows the number of trucks processed and the second line shows the number of tickets created. The third line lets the user know the Virtual Shift Ticket Summary is opening the Edit Approve and Export page.

Note: Virtual Shift Tickets will not be created for trucks that do not meet the Zone Analysis Rule Set requirements.

Step 3: The Edit, Approve, and Export page will display both Open and Approved Virtual Shift Ticket Summaries. The Open Virtual Shift Ticket Summary will list all open tickets that need to be reviewed. Note: Use the filters about the column headers to search by Shift or Job/Project.

Note: To access the Edit, Approve, and Export screen, navigate to: MMS > Virtual Shift Tickets > Edit, Approve, and Export.

Step 4: Begin reviewing tickets by clicking the Edit button under the Actions column. A popup window will appear. The top section details the individual asset and related shift information.

Click on the word Details to expand the window and review each line item similar to a truck ticket. Below Total Adjustments you will find options to adjust Rates, add Additional Charges, add a Note, or change the Clock In/Out Offsets.

The bottom section shows the Default Legend, Geo-zone Legend, and the LCA graph for the individual asset.

Step 5: Click the word “Details” to expand the window. Each line represents the truck activity based on the shift start/end time. The user can update details like Source, Destination, Job/Project, Phase Code, Material, and Pay Rates. The Adjustment column can add or subtract time. The wrench icon on the far left allows you to add rows either above or below the current line.

Step 6: Once all adjustments have been completed and the payment totals are correct, locate the green Save Changes & Approve button to approve the ticket. The screen will refresh and display the next ticket until you have approved all open tickets.

All approved tickets will move to the Approved Virtual Shift Ticket Summary section awaiting export.

Note: Clicking the blue Save Changes button only saves any adjustments to the ticket.

Step 7: Finally, the bottom section allows you to choose a variety of email and export options to provide information externally. Tickets that have been exported will no longer appear in the Approved Virtual Shift Ticket Summary section.

Note: Email and Download PDF will generate a PDF invoice with an associated invoice number for third party/hired haulers. Please note that the visual LCA graph is for internal review only and will not be rendered on the exported PDF invoice.

Note: The Preview or Export Batch will provide a CSV export. This CSV export is customizable and is intended for Accounting software.

Navigate to: MMS > Virtual Shift Tickets > Define Custom Shift Ticket Exports.

Navigating to MMS > Virtual Shift Tickets > Virtual Shift Ticket Summary to review exported tickets.