Introduction
This article explains every field available when creating or editing a project in FleetWatcher. Use it as a reference to ensure accurate data entry and avoid common errors—especially for fields that impact scale ticket matching, VSTs, or visibility on the map.
Tip for Fin: Each field below has a clear label so Fin can surface the correct explanation when customers ask “What does the ___ field mean?”
Navigation
To access this form:
Go to: Manage > Projects > Projects and click the +New button, or click the Edit (pencil icon) next to an existing project.
Project Description:
Company: When creating or editing a project it can be associated with a particular company. For third-party users with access to create and edit projects, the drop-down will only show their company.
Project Name*: For best results, the customer should only use numbers and letters. Special characters can cause issues within FleetWatcher.
Question: What is considered a special character?
Answer: Anything that is not a letter or number is a special character but the ones that cause an issue usually are :
Double quote: "
Single quote: '
Backtick: `
At sign: @
Project Number*: Identifies the project and is used to sync scale tickets to shift.
Project Type*: The type of work the customer will do. (See: Create a Custom Project Type )
Location Name: Free form field to add more details about the location of the project.
Timezone*: Automatically selected based on the customer's region.
DOT: FleetWatcher ensures seamless integration with DOT agencies across the United States. When the DOT checkbox is selected, related scale tickets are flagged and automatically submitted to the appropriate state portal, provided the corresponding shift also has the DOT checkbox selected. To enable this functionality, the State field in the address section is required. Please note that this feature requires API configuration; contact your Customer Success representative for setup and further details.
The DOT Icon will appear on all related shifts with the DOT checkbox selected and related scale tickets.
Project State Entry is Required When DOT is Selected.
Selecting the DOT checkbox on the View/Edit Project or Create a New Project screens require the State (in the address section) is also selected for the project.
This is also enforced when projects are created or edited from the Add/Edit Shifts page.
This will make it clear which State DOT is related to the project.
Phase Codes to Include (Blank=All): Enter individual Phase Codes.
Display Status: Set the project to Active or Inactive. NOTE: Selecting Inactive will hide any geo-zones but will retain all historical data
Equipment Assigned to Inactivated Projects Are Now Automatically Set to Unassigned.
Setting a Project to Inactive on the View/Edit Project page will now automatically move any equipment assigned to that project at the time to the Unassigned Project. A pop-up message will display informing the user of the count of equipment still assigned to the project that will be set to Unassigned if the user proceeds. Clicking the OK button will automatic all unassigned all equipment from the project. Click Cancel to abort. Finally, reviewing the Move Equipment page will show the piece(s) of equipment moved to Unassigned from the inactivated project, including the date and time of the move.
Display Status Note: Free form field for additional notes.
Custom Status: See. Add / Edit Equipment Status.
Project Foreman, Project Superintendent, Project Manager, Other 1, 2: This section has multiple functionalities. Names are populated from the Manage User page. Alerts / First Load Alerts. Users that are added to the Foreman, Super, and Manager will notice their shifts will appear at the top of Today’s Shifts Only on the Mobile App.
NOTE: When a user DOES NOT have the ACL "View All Shifts" selected, the user's name will need to appear in one of the dropdown boxes in order to view the shift. Manage Project Access List is an additional way to restrict or grant access.
The Contact fields (Foreman, Super, Project Manager, etc.) on the View/Edit Project and Add/Edit Shifts screens now both present names in the same Lastname, Firstname format. Previously, Add/Edit Shifts presented these names in Firstname Lastname format.
Time in Project: The Time In Project Thresholds (mins) are used to drive the Time in Project Alert.
Address / Phone Number:: Physical address of the job location. Scale Ticket PDF's will display the address and phone number of each project.
Dispatch Order Integration: Providing a complete address, including Street, City, State, and ZIP code, ensures these location details automatically populate on the final dispatch order. In the driver's SMS notification, this data is formatted as a clickable map link preceded by "Addr:", enabling instant auto-navigation directly from the mobile interface.
Estimated/Bid Haul Cost: Free form field. Use this information for KPI numbers.
Target Tons: Free form field.
Phase Code(s) Used on Shifts and VST's: Enter all Phase code(s) applicable to the Project here. These phase codes will apply to the Shifts created for this project and the Virtual Shift Tickets (VSTs) created for those project-related Shifts.
The Bulk Upload only uploads Phase Codes to fleetwatcher and DOES NOT assign them to the project. You need to upload them, and then assign them accordingly.
Scale Ticket Email: Emails entered here will receive scale tickets related to the project number
Note: Each project’s scale tickets will now be sent to the email entered into the Scale Ticket Email field on the View/Edit Project screen. In addition, emails entered for equipment (see Add/Edit Equipment) will also receive scale ticket emails for loads ascribed to the truck.
Scheduled Start Date: (Optional) Used to track start and end of the full project.
Scheduled End Date: (Optional) Used to track start and end of the full project.