Introduction
The Virtual Shift Ticket (VST) Summary is your high-level reporting dashboard. This page provides a comprehensive overview of all your Virtual Shift Tickets across a selected date range, regardless of their current status (Open, Review, Approved, or Exported).
Use this page to quickly review cached ticket totals, track which invoices have been emailed to brokers, and generate bulk CSV or PDF reports.
Navigation: Go to MMS > Virtual Shift Tickets > Virtual Shift Ticket Summary.
Access & Permissions
What you can do on this page depends on your FleetWatcher permissions:
Manage VST (Full Access): You can view all tickets, run exports, and click directly on a Ticket Number hyperlink to open the editable VST view.
Read Only MDS: You have view-only access to this summary page and the Invoice History page. You can run exports, but you cannot edit tickets.
Third-Party Brokers: Your view is automatically filtered to only show invoices and tickets for your own company. Hyperlinks to edit pages are disabled and blocked to prevent unauthorized changes.
Reporting & Overview Logic
To pull a report, simply select your Start Date and End Date, and click the blue Generate Report button.
Cached Totals: The Total Hours and Total Charge columns display the cached values saved to the database. (Note: If a ticket was recently edited and a recalculation has not yet run, these summary totals may occasionally differ slightly from the Edit, Approve, and Export page until the system syncs).
Filtering Your Results: Once your report is generated, you can filter the data using the dropdown selectors located directly beneath the column headers. These dropdowns allow you to quickly filter by specific metrics like Ticket Status, Invoice Number, Broker Name, or Shift.
Sorting Data: You can easily sort your results in ascending or descending order by clicking directly on any column header.
Show Details: Click the Show Details button to reveal additional columns, including the Job Number and any specific Additional Charges applied to the tickets.
Export Audit & Change Log: Use the Export Audit or Audit Log buttons next to any ticket to view a timestamped history of exactly when a ticket was updated, when it was exported, the format used, and the user who performed the action.
Understanding Broker Approval Status
The Broker Comments column on the VST Summary page provides a real-time visual indicator of where a ticket stands in the third-party approval workflow. This status updates automatically based on the broker's interaction with the Email PDF approval process.
Status Indicators & Color Coding
The color of the button in the Broker Comments column tells you the current status of the ticket at a glance:
Color | Status | Meaning |
Blue | Pending | An approval request has been emailed to the broker, but they have not yet responded. |
Blue | Broker Comments | The broker has been sent the request, or they have added a general comment without changing the status. |
Green | Broker Approved | The broker has formally approved the ticket via the email link. |
Red | Denial Comments | The broker has denied the shift ticket. The ticket is automatically moved back to Open status for your review. |
Viewing Approval Details
When you click on the Broker Comments/Status button, a detail card (or "Show Details" view) will appear. This provides the audit trail for the approval, including:
Status: The current state (Pending, Approved, or Denied).
Date/Time: Exactly when the broker took action.
Action By: The specific broker email address that performed the approval or denial.
Comments: Any specific feedback left by the broker.
Note: Comments are especially critical for Denied (Red) tickets, as they explain why the broker rejected the charges.
Troubleshooting & Syncing
If a broker tells you they have approved a ticket but the box is still showing as Blue/Pending, keep the following in mind:
Refresh Updates: Use the refresh buttons on the VST Summary page to pull the latest status from the email server.
"By: Undefined": If you see "Undefined" in the "By" field, it usually indicates a sync error. Ensure the broker used the link provided in the most recent Email PDF sent to them.
Exporting, Downloading, and Emailing VSTs
Once you have generated your report on the VST Summary page, use the export toolbar at the bottom to distribute or save your data. The output is highly customizable based on the templates and formats you select.
Primary Action Buttons
Email PDF: Sends the generated invoices or shift tickets directly via email. It uses your selected Template and Summary Option to determine the layout.
Download PDF: Immediately generates and downloads a PDF file of the current result set to your device.
Export Batch: Runs a bulk export of all tickets in the current view. This button respects the selections made in the Template, Summary, and Format dropdowns.
Configuration Dropdowns
Use these menus to define the structure of your export:
Template Selector: Choose from your list of custom export templates (defined under MMS > Virtual Shift Tickets > Define Custom Shift Ticket Exports). This controls which columns appear and their specific order.
Summary Option: Determines the level of detail provided in the PDF or CSV:
Summary: A high-level overview of totals.
Summary by Job / Phase: Groups data by specific project criteria.
Detail: Provides an itemized breakdown of every cycle and ticket.
Format Selector: Choose between CSV (for spreadsheets and data imports) or PDF (for printable documents).
Formatting Checkboxes
These options allow you to "clean" the data for specific third-party software or internal reporting needs:
Decimal Time Format: When checked, all time values (hours) are converted to decimal format (e.g., 7.5 hours) instead of hours and minutes (7:30).
Viewpoint Vista Format: A specialized toggle that shapes the CSV output to meet the exact column requirements for Viewpoint Vista imports.
Note: This should only be used when the Summary dropdown is set to Detail and the Format is set to CSV.
Format for Excel: Optimizes the CSV layout for Microsoft Excel users. This includes specific fields like Plant ID and UDF1 to ensure the spreadsheet is easy to sort and filter.
📞 📬 Need Help?
Contact: support@fleetwatcher.com