Use this article to add an existing custom field to a payload in the TruckIT Web Portal.
Custom fields help your team capture additional information on a payload. After a custom field is added to a payload, users can use that field to track project-specific, dispatch-specific, billing, reporting, or operational details.
This article explains how to add a custom field that already exists in your company’s custom field list.
Before you begin
Make sure you are logged in to the TruckIT Web Portal.
You may need permission to view projects, edit payloads, or manage custom fields. If you do not see Projects and Sites, Custom Fields, or Add field, contact your company administrator or TruckIT Support.
Before adding a custom field to a payload, confirm:
- The project you want to update
- The payload that needs the custom field
- The custom field or custom variable you want to add
- Whether the custom field already exists in TruckIT
- Whether the field should appear during dispatch
- Whether drivers or inspectors need access to the field
Add a custom field to a payload
2. Select the project you want to update.
5. Click Add field.
6. Click Select
7. Choose the custom variable from the list.
8. Click the save icon to add the custom field to the payload.
What is a custom variable?
A custom variable is a field your company can use to capture information that is not already covered by a standard TruckIT field.
Examples may include:
- Cost rate
- Billing code
- Purchase order number
- Customer reference number
- Job phase
- Material code
- Internal tracking code
- Inspector note
- Project-specific requirement
Use custom variables when your team needs consistent information across payloads, jobs, tickets, or reporting workflows.
If the custom field is not listed
If the custom field you need does not appear in the dropdown list, it may need to be created or enabled in company settings first.
Because custom field settings can affect visibility, permissions, and dispatch behavior, ask a Company Admin to review the company-level custom field setup before adding duplicate fields.
Important note for Company Admins
Only Company Admins can view and edit some custom field settings under company settings, including Permissions and the Show on Dispatch toggle.
This matters because a field may exist, but it may not appear where users expect if permissions or dispatch visibility are not configured correctly.
When to add a custom field to a payload
Add a custom field to a payload when the payload needs extra information that should travel with the work.
Common reasons include:
- Tracking a project-specific rate
- Adding a customer reference number
- Capturing a billing or accounting code
- Adding a material-specific note
- Supporting ticket review or reconciliation
- Standardizing information dispatchers need to enter
- Making payload-level information easier to report on later
Best practices for payload custom fields
Keep custom fields clear and consistent so users know what to enter.
Recommended best practices:
- Use existing custom fields before creating new ones.
- Avoid duplicate fields with similar names.
- Choose field names that match how your team talks about the information.
- Confirm whether the field should show during dispatch.
- Confirm whether drivers or inspectors need access.
- Keep field names short and easy to understand.
- Review payload custom fields before dispatching.
- Coordinate with billing, operations, or reporting teams before adding rate or cost fields.
For example, use one standard field name like PO Number instead of creating multiple versions such as PO #, P.O. Number, and Purchase Order.
Troubleshooting
I do not see Custom Fields under the payload
Your user role may not have permission to edit payload custom fields, or you may not be viewing the correct payload. Contact your company administrator or TruckIT Support.
I do not see Add field
You may not have permission to add custom fields to payloads. Contact your company administrator.
The custom field I need is not in the dropdown
The field may not exist yet, or it may not be configured correctly in company settings. Ask a Company Admin to review Settings > Custom Fields.
I added the wrong custom field
Remove or edit the field if your permissions allow. If you cannot change it, contact your company administrator or TruckIT Support.
The custom field does not appear during dispatch
Ask a Company Admin to check whether Show on Dispatch is enabled for that field. Only Company Admins can view and edit that toggle.
A driver or inspector cannot see the field
Ask a Company Admin to review the field permissions. Custom field visibility may depend on the permissions configured in company settings.
Frequently asked questions
Where do I add a custom field to a payload?
Go to Projects and Sites, select a project, click Custom Fields under the payload, then click Add field.
What do I select when adding the field?
Click Select and choose the custom variable you want to add to the payload.
How do I save the custom field?
Click the save icon after selecting the custom variable.
Who can manage permissions for custom fields?
Only Company Admins can view and edit Permissions for custom fields under company settings.
Who can manage whether the field appears on dispatch?
Only Company Admins can view and edit the Show on Dispatch toggle.
Is this the same as creating a new custom field?
No. This article explains how to add an existing custom field or custom variable to a payload. Creating and configuring custom fields is a separate company settings workflow.