Introduction
Creating a project in FleetWatcher defines the worksite where equipment, shifts, and scale tickets will be tracked. Each project includes core details like the name, project number, and location—and can be assigned a geo-zone for mapping and routing.
This guide walks you through the setup process and highlights required fields and key system behaviors.
📌 Note: This article assumes you’ve completed initial training and understand the basics of project setup and navigation.
Navigation
To access this feature:
Go to: Manage > Projects > Projects
Click the +New button in the upper left corner.
For a full list of definitions see: [Project Field Definitions]
Step-by-step Instructions
Open the new Project Form
Click +New at the top of the Projects page.
A blank form will slide out on the right.
Enter Required Fields
Project Name* – Letters and numbers only (avoid special characters like ", ', @, etc.)
Project Number* – Used to match scale tickets to shifts (especially important for MMS users).
Project Type* – Choose from standard or Custom Project Types.
For more on setting up your own types, see: [Understanding Custom Project Types]
Timezone* – Auto-selected by default but can be changed.
Optional Fields (Recommended where applicable)
Location Name – Adds context for multi-phase jobs or shared locations.
Scheduled Start / End Dates – Useful for tracking and reporting timelines.
Display Status – Set to Active (default) or Inactive.
Custom Status – Used for internal project workflow tracking.
Assign Contacts
Choose users for Foreman, Superintendent, Project Manager, and optional contacts.
These contacts control shift visibility for users without “View All Shifts” permission.
Enable DOT Integration (Optional)
Check the DOT box if the project requires scale ticket submission to state portals.
Be sure to enter the State in the address section.
This requires API setup—contact your Customer Success Manager if you’re unsure.
Set Up Phase Codes (Optional)
If applicable, enter or upload Phase Codes to group materials or control DOT ticket visibility.
For DOT-specific needs (e.g., asphalt-only reporting), include only the required codes.
Add Scale Ticket Email Addresses (Optional)
Enter one or more email addresses to receive scale tickets for this project.
Emails set at the project level are separate from those assigned to equipment.
Save the Project
Click Save Project at the bottom right of the panel.
Your new project will now appear in the main project list.
After You Save
Your project will now appear in the main project list.
If you plan to track equipment using geo-zones, you'll need to draw the geo-zone on the main Map page.
The project record will show a map preview of the zone once it’s created, but geo-zones are not created or edited from the project panel.
Additional Project Details:
Assign Contacts:
Use the contact role fields to assign users such as:
Foreman
Superintendent
Project Manager
Other 1 and Other 2
These roles affect how shifts are displayed and accessed across the platform, particularly in the FleetWatcher Mobile App.
Key behaviors:
Shift Visibility for Limited Access Users:
If a user does not have the “View All Shifts” permission, they will only see shifts where they are listed as a Foreman, Superintendent, Project Manager, or in one of the Other roles.
If their name is not assigned in one of these roles (or added via the Access List), they won’t see the shift at all.
Mobile App Prioritization:
Shifts associated with the assigned Foreman, Superintendent, or Project Manager will appear at the top of the list in the mobile app for those users.
Name Format Consistency:
Names are displayed in Lastname, Firstname format on both the View/Edit Project screen and the Add/Edit Shifts screen.
🧠 Tip: If a user says they can’t see their shifts, check that they’re assigned to the correct contact role in the project or that their Access Control settings allow broader visibility.
🔄 Inactivating a Project Unassigns Equipment Automatically
While not part of the creation process, it's helpful for users to know this early:
If you later set a project to Inactive, all equipment assigned to it will be automatically moved to the "Unassigned" project.
A pop-up will confirm the number of pieces being unassigned.
These changes are logged on the Move Equipment page.
📧 Scale Ticket Emails Can Be Set at Project and Equipment Levels
If the user enters email addresses at the project level, they’ll receive all scale tickets for that project.
But email addresses assigned to individual pieces of equipment will also receive relevant scale ticket emails.
📌 This can prevent confusion when users ask why tickets were emailed to others not listed on the project.