How to Create a Project with Site Locations
A project is a job or building site you manage in SwiftCheckin. When you create a project, you also set up its first site location — the physical place where workers check in and out. (In a few places, such as the project setup window, SwiftCheckin still calls a site location a Gate.)
This article shows you how to create a project step by step, and how to add more site locations afterwards.
Before you start
- You must be an account admin to create projects. If you can't see the create buttons, ask your account admin.
- Your SwiftCheckin subscription must be active. If it isn't, the create buttons are greyed out.
- Have these details ready: the project name, a project number, the start and end dates, the site address, and the project value.
Step 1: Open the Create Project window
You can start a new project in two ways:
- In the left menu, under Field Operations, click the + button next to All Projects. (This button is hidden while you're on the All Projects page or a project's Project Info page. On the All Projects page, use the Create Project button instead — see Another way.)
- Or, on pages that show a Project: selector at the top (for example Timesheets), click the selector, then click Create Project at the bottom of the list.
The Create Project window opens. It has two steps. The dots at the top show which step you are on.
If your organisation has no projects yet, you'll see a Create project button at the top of the page instead. It opens the same window with the title Welcome to SwiftCheckin.
Step 2: Add a project image (optional)
At the top of the window, under Upload Project Image, you can add a picture for the project. Click the image box, or drag and drop a picture onto it.
- Allowed file types: JPEG, JPG or PNG.
- The file must be smaller than 2 MB.
To remove the picture, click the red x.
Step 3: Enter the basic details (first step of the window)
Fill in these fields. Fields marked with * are required.
| Field | What to enter |
|---|---|
| Project Name* | The name everyone will know the project by, for example Riverside Tower. |
| Project Number* | Your own reference number or job code for the project. |
| Project Start Date* | Click Pick a date and choose the day the project starts. |
| Project End Date* | Click Pick a date and choose the day the project is expected to finish. |
Step 4: Set the site location on the map
Below the dates is a map. This is where you set the project's first site location.
- In the Choose a Gate* box, start typing the site address. Pick the right address from the suggestions.
- The map moves to that address and drops a pin on it.
- If the pin isn't in quite the right spot, you can drag the pin, or click anywhere on the map to move it. The address box updates to match.
- Set the Location Radius. Drag the slider, or type a number in the small box next to it.
The Location Radius is the size of the check-in zone around the pin, in metres. A red circle on the map shows this zone.
- The smallest radius is 300 metres.
- The largest radius is 1000 metres.
- It starts at 300 metres.
SwiftCheckin fills in the project's Time Zone for you, based on where you place the pin. You can check it on the next step.
Step 5: Go to the next step
Click Next.
If you haven't chosen a place on the map, you'll see Please select a valid place from the map under the address box. Choose an address from the suggestions, or click on the map, then try again.
You can't move to the next step until all the required fields on this step are filled in.
Step 6: Enter the money and status details (second step of the window)
| Field | What to enter |
|---|---|
| Include Budget | Only shown if your organisation uses Budgets. Turn this switch on to create a budget for the project at the same time. See the next table. |
| Project Value* | The total value of the project. It must be more than 0. |
| Type* | Choose the kind of project from the list. You can type in Search Project Type... to find it. |
| Currency* | The currency for the project's money values. It starts as AUD. Type in Search currency... to pick another one. |
| Time Zone* | The local time zone of the site. This is filled in from the map pin. Change it only if it's wrong. |
| Status | Where the project is up to: Active, Pending or Completed. It starts as Active. |
If you turn on Include Budget, two more fields appear:
| Field | What to enter |
|---|---|
| Budget Unit Cost* | The hourly rate, for example $20. |
| Budget Quantity* | The total number of work hours you expect, for example 300 Hrs. |
When you fill in both budget fields, SwiftCheckin works out the Project Value for you (unit cost × hours).
To go back and change something from the first step, click Back.
Step 7: Create the project
Click Submit.
When the project is created:
- You'll see the message Project created successfully.
- If you turned on Include Budget, you'll also see Budget created successfully.
- A short confetti animation plays, and the project is added to your project list.
Your project now has one site location — the place you chose on the map.
The All Projects list shows only Active projects at first. If you set your new project to Pending or Completed, change the Status filter on that page to find it.
Another way: the Create Project panel
You can also create a project from the All Projects page:
- In the left menu, under Field Operations, click All Projects.
- Click Create Project in the top-right corner.
A Create Project panel opens on the right. It asks for the same details as the window above, but all on one page. The address box is called Choose a Location* instead of Choose a Gate*, and Status has one extra choice: Delayed. Click Create to save, or Cancel to close the panel.
Adding more site locations
A project starts with one site location. If your site has more than one entry point — for example a main gate and a loading dock — you can add more site locations to the same project.
See How to Create a Site Location.
Troubleshooting
| Message or problem | What to do |
|---|---|
| Please select a valid place from the map | Choose an address from the suggestions list, or click on the map to drop the pin. |
| No details found for this location | The address you picked couldn't be found on the map. Try a different address, or click the spot on the map instead. |
| Only JPEG, JPG, and PNG images are allowed. | Use a JPEG, JPG or PNG picture. |
| File size must be under 2MB. | Use a smaller picture. |
| The Next button doesn't move you on | Check that Project Name, Project Number, both dates and the map location are all filled in. |
| The create buttons are greyed out or missing | You need to be an account admin, and your subscription must be active. |