Auto-Generated Shifts
Section 1: What are Auto-Generated Shifts?
At its core, Auto-Generated Shifts is an automation feature in FleetWatcher that removes the need for manual data entry when starting a new work day or project. Instead of a dispatcher manually creating a shift, FleetWatcher listens for incoming Scale Tickets and builds the work environment for you.
How the Logic Works:
The system runs a process every 5 minutes to scan for new tickets. It uses a hierarchy to decide whether to create something new or use what you already have:
If the Project and Shift already exist: The system simply activates the existing daily shift (the MDSShift) and attributes the new tickets to it. It does not create a duplicate.
If the Project exists but the Shift doesn't: It uses your existing Project details to generate a new Shift Template and activates the shift for that day.
If nothing exists: It creates both a new Project and a new Shift based on the Name and Number (Job ID) provided by the scale ticket.
Project Type Default: When a project is auto-created, the system defaults the Project Type to "Job Site" (or "Paving"). If this Project Type does not already exist in your FleetWatcher portal, the system will automatically create it for you.
Key Characteristics:
Unique Identification: Uniqueness is now determined by both the Project Name and Project Number. This allows for projects that share a number but have different names to remain distinct.
Truncation: To ensure dashboard stability, any shift names longer than 75 characters are automatically trimmed.
The "Trigger" Ticket: Automation only begins once a "trigger" ticket is imported. The first ticket of the day acts as the signal to the system to build or activate the shift.
Recency Check: If the last active shift for a project is more than 7 days old, the system will automatically create a fresh shift rather than resuming the old one.
Section 2: Why Use Auto-Generated Shifts?
For many customers, the manual process of setting up projects and daily shifts is a repetitive administrative burden. This feature is designed to bridge the gap between your scale house and your FleetWatcher dashboard, ensuring your data is ready as soon as the first truck leaves the plant.
Key Benefits:
Eliminate Manual Data Entry: Drastically reduce the time dispatchers or project managers spend manually typing in project names, numbers, and creating daily shifts.
Real-Time Dashboard Readiness: Since shifts are created every 5 minutes based on actual ticket data, your dashboard is populated and ready for tracking almost as soon as work begins.
Reduced Human Error: By pulling Project Names and Job IDs directly from the scale ticket, you ensure that the data in FleetWatcher matches your official records exactly—no typos or missing project numbers.
Seamless Project Transitions: When a new job starts, you don't need to remember to "create" it in FleetWatcher. The system recognizes the new Job ID from the scale and builds the project and shift automatically.
Automated "Resume" Logic: If a job has been dormant for a few days, the system intelligently decides whether to resume an existing shift or start a fresh one (based on the 7-day recency rule), keeping your reporting clean.
The Goal: To allow your team to focus on managing the job and the fleet, rather than managing the software.
Section 3: How to Set Up Auto-Generated Shifts
Setting up this feature requires a few specific steps within the FleetWatcher portal. Before you begin, ensure your scale integration is active and providing the Customer ID, Project Number, and Job Name.
Step 1: Identify Your Primary Customer ID
Navigate to the Scale Ticket Summary page.
Scroll to the right to find the Customer ID column.
Identify and copy the ID for your primary customer (usually the one responsible for the bulk of the project tickets).
Step 2: Configure the Company Alias
Navigate to the Add/Edit Companies page.
Find the relevant company and click EDIT next to its name.
Click Manage Aliases to expand the window.
Enter the Customer ID you copied in Step 1 and click Add.
Click Save to close the alias window.
Step 3: Enable the Automation
While still on the Add/Edit Companies page for that specific company, locate the checkbox labeled Auto Create Projects and Shifts from Scale Tickets.
Check the box and save your changes.
Required Scale Fields:
For the automation to trigger successfully, your scale integration must consistently provide the following four fields:
Customer ID
Project Number
Job Name
Source (Must be a "Known" source) — If the source is unknown or generic, the shift may fail to generate.
Important Configuration Notes:
The First Day: On the first day of a new project, you will still need to manually update the Destination (by creating a geozone or assigning a paver) and set any specific KPI targets.
Case Sensitivity: The Customer ID is case-sensitive; ensure it matches the Scale Ticket Summary exactly.
Default Windows: The system uses standard windows for shift creation:
Day Shifts: 6:00 AM – 5:59 PM
Night Shifts: 6:00 PM – 5:59 AM
Section 4: Common Misunderstandings & Troubleshooting
Transitioning to an automated workflow can sometimes lead to confusion, especially regarding how the system identifies "unique" work. Here are the most common misunderstandings and how to handle them.
1. "The system is creating duplicate shifts."
This is the most common feedback. It usually happens for one of two reasons:
Manual Activation: A user manually activates a shift in the morning, and then the automation triggers 5 minutes later. If the manual shift's name doesn't exactly match the scale ticket data, the system thinks it’s a different job and creates a second one.
Naming Inconsistencies: If the Scale House changes the Job Name even slightly (e.g., "Hwy 42" vs. "Hwy 42 South"), FleetWatcher will see this as a unique project and generate a new shift.
The Fix: Copy the Project Name from the auto-created shift and paste it into your existing Shift Template. Once they match 1:1, the duplicates will stop.
2. "I set it up, but the shift didn't appear."
The automation requires a "Trigger Ticket." * The system does not build shifts in anticipation of work. It only builds them after a ticket is received.
If the scale integration is delayed or a ticket hasn't been printed yet, the shift will not appear in FleetWatcher.
3. "The shift name looks cut off."
To maintain dashboard performance and readability, the system has a 75-character limit for auto-generated names. If the combined Project Name and Number exceed this, the system will truncate (trim) the end of the name. This is expected behavior and not a bug.
4. "My tickets are going to an old project."
If a project has been active within the last 7 days, the system may attribute new tickets to that existing project/shift structure. If you want a completely clean break for a new phase of work that shares a Job ID, ensure the Project Name provided by the scale is unique.
5. "The destination is wrong or missing."
The automation creates the project and shift, but it cannot know exactly where the trucks are dumping on day one.
Action Required: On the first day of an auto-generated project, a manager must still go in to assign a paver or create a geozone for the destination.
6. "The destination name is just a copy of the project name."
This is intentional. By default, the system sets the Destination Name = Project Name. Since the system doesn't know your specific dump site or paver on Day 1, you will need to manually rename the destination or assign it to a specific asset (like a Paver) once the shift is active.
1. The "Alias" Limitation
The Customer ID / Alias Limitation: > * You can have multiple Customer IDs under one Alias.
You cannot use the same Customer ID for multiple customers.
Customer IDs are case-sensitive.
2. Shift Window Logic (Day vs. Night)
The KB specifies how the system actually categorizes the time of day. Adding this to the "How it Works" or "Setup" section helps users understand why a ticket at 6:05 PM ended up in a "Night" shift:
Day Shift Window: 6:00 AM – 5:59 PM.
Night Shift Window: 6:00 PM – 5:59 AM.
3. The "Project Type" Default
When the system auto-creates a project, it doesn't leave the "Project Type" blank:
Default Assignment: It will automatically assign the Project Type as "Paving" (or "Job Site" depending on the specific configuration). If that type doesn't exist in the customer's portal yet, the system will actually create the "Job Site" project type for them.