Naming Standards

Learn how Accounts, Sites, and Projects should be named in OneCrew so records remain consistent, searchable, and easy to understand.

Start Here OneCrew Required Training Estimated time: 10-15 minutes
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Overview

Consistent naming helps employees find the correct OneCrew records, understand what each record represents, and avoid creating duplicate Accounts, Sites, and Projects.

Every OneCrew user should understand the difference between an Account, a Site, and a Project before creating or editing a record. Each type of record has a different purpose and follows a different naming pattern.

A clear name should help another employee understand who the customer is, where the location is, or what work is being performed without opening the record first.

Understand the Record Types

Before entering a name, determine which type of OneCrew record you are creating.

1

Account

An Account represents the legal company or organization that HPP does business with.

Account = Who is the customer?

2

Site

A Site represents a physical location connected to an Account.

Site = Where is the location?

3

Project

A Project represents the specific work being estimated, scheduled, performed, costed, or invoiced at a Site.

Project = What work are we performing?

Account = Who. Site = Where. Project = What work.

Naming Standards Quick Reference

Use this one-page guide when creating or reviewing Account, Site, and Project names. Select the image to open the full-size version in a new tab.

Heartland Paving Partners naming standards quick reference for Account, Site, and Project names.
Open Full-Size Quick Reference

Search Before Creating a New Record

Always search OneCrew before creating a new Account, Site, or Project. Following the naming rules does not prevent duplicates if an existing record is overlooked.

Before Creating an Account

  • Search the full legal business name.
  • Search common shortened versions of the company name.
  • Review similar results carefully.
  • Confirm the company does not already exist in OneCrew.

Before Creating a Site

  • Open the correct Account first.
  • Review all Sites already connected to the Account.
  • Look for the same city, facility, store, or property.

Before Creating a Project

  • Open the correct Account and Site.
  • Review existing and recent Projects.
  • Confirm the work is not already being tracked.

Do not create a new record only because an existing name is slightly different. Review the existing record and confirm whether it represents the same company, location, or work.

Account Names

Account names identify legal business entities. The Account name should match the full official business name and should not contain location details.

Account naming pattern: Full legal business name

Account Name Rules

  • Use the full official legal business name.
  • Do not include a city, office, branch, or other location in the Account name.
  • Do not abbreviate words unless the abbreviation is part of the official legal name.
  • Include legal suffixes such as Inc, Corp, or LLC only when they are part of the legal name.
  • Remove unnecessary punctuation such as commas and periods.
  • Capitalize each word appropriately.
  • Keep acronyms of four letters or fewer in all capital letters.

Correct Account Examples

  • James Inc
  • ABC Corp
  • Franklin Brothers Manufacturing
  • Northstar Equipment Supply Company

Account Names to Avoid

  • James, Inc.
  • Frank Bros.
  • Horizon Tech Co.
  • Smith Services LLC Chicago

Different locations belonging to the same legal company should normally be created as Sites under one Account, not as separate Accounts.

Site Names

Site names identify physical locations. A Site name should explain where the location is and what type of location it represents.

Site naming pattern: <City> <Site Type>

Common Site Types

  • Office
  • Store
  • Branch
  • Facility
  • Warehouse
  • Yard
  • Distribution Center
  • Plant
  • Parking Lot

Site Name Rules

  • Use Site names for physical locations.
  • Include a clear Site type such as Office, Store, Facility, Warehouse, Yard, Plant, or Parking Lot.
  • Do not include legal suffixes such as Inc, LLC, or Corp.
  • Do not use a street address as the Site name.
  • Do not include suite numbers, parcel numbers, job numbers, or Project IDs.
  • Include a branded name only when it helps identify the location.

Correct Site Examples

  • Chicago Office
  • Riverwoods Office
  • Pleasant Prairie Facility
  • Wheaton Parking Lot
  • Walmart Naperville Store #384

Site Names to Avoid

  • Exeter 9800 72nd LLC
  • Traber Dorm LLC
  • ABC Corp Chicago
  • 802-814 College Ave

Project Names

Project names describe the specific work being performed. Every Project name should begin with the full Site name and then identify the scope of work.

Project naming pattern: [Site Name] -- [Brief Scope of Work] -- [Optional Qualifier]

Project Name Rules

  • Always begin with the full Site name.
  • Follow the Site name with a clear description of the work.
  • Use two hyphens between the major parts of the Project name.
  • Add an optional qualifier only when it improves clarity.
  • Helpful qualifiers may include the year, owner, tenant, prime contractor, store number, Site number, or property number.
  • Avoid vague names that do not identify the Site or scope.

Common Scope Descriptions

  • Estimate
  • Mill Pave
  • Pavement Reconstruction
  • Sidewalk
  • Concrete Repairs
  • Sealcoating
  • Striping

Correct Project Examples

  • 123 Jump St -- Estimate
  • 123 Jump St -- Mill Pave
  • Target -- Tinton Falls #4586 -- Mill Pave
  • Prologis -- 3001 Braider Rd -- NNJ08870 -- Mill Pave
  • Target Bridgewater -- Pavement Reconstruction -- 2025

Project Names to Avoid

  • Target Mill/Pave
  • Paving Project
  • Job 2025
  • Any Project name that omits the Site name

Character and Formatting Rules

Consistent formatting helps names display correctly in OneCrew searches, reports, documents, and Project records.

Character or Format Rule
Letters, numbers, and spaces Allowed.
Apostrophes and hyphens Allowed when they are part of the proper name.
Store or property hashtags Allowed when needed for identification.
Commas and periods Remove them.
Underscores and emojis Do not use them.
& Replace it with the word and.
@ Replace it with the word at.
/ Replace it with a space.
Capitalization Capitalize each word and keep short acronyms in all capital letters.

Complete Naming Example

The following example shows how the three records work together.

Record Type Example Name What It Represents
Account Walmart Inc The legal customer entity.
Site Walmart Naperville Store #384 The physical customer location.
Project Walmart Naperville Store #384 -- Mill Pave -- 2026 The specific work being performed at that Site.

The Account identifies the customer, the Site identifies the location, and the Project identifies the work.

Final Naming Checklist

Before saving a new or updated OneCrew record, confirm the following:

  • You searched OneCrew for an existing record first.
  • You selected the correct record type: Account, Site, or Project.
  • The Account uses the full official legal business name.
  • The Account does not include location information.
  • The Site identifies a physical location and includes a clear Site type.
  • The Site does not include a legal suffix or street address.
  • The Project begins with the full Site name.
  • The Project includes a clear and specific scope of work.
  • Unnecessary punctuation and special characters were removed.
  • Another employee could understand the name without opening the record.

Where to Go Next

You have completed the Start Here OneCrew training path. You should now understand how to access OneCrew, navigate and search the system, follow the general workflow, recognize Project statuses, and apply the required naming standards.

Your next training depends on your role and daily responsibilities.

Some employees may need training from more than one role section. Ask your manager which modules are required for your position.

1

Sales and Estimators

Continue with the Sales and Estimators training path. This section covers Accounts, Contacts, Sites, Project creation, Estimates, Proposals, Work Orders, scheduling, and other Sales responsibilities.

2

Field Teams and Foremen

Continue with Field Team training. This section covers scheduled work, Work Orders, daily actuals, field costing, and completing field responsibilities in OneCrew.

3

Admins and Operations

Continue with Admins and Operations training. This section covers Managing Crews, Costing, Variables, Email Templates, scheduling support, and other operational responsibilities.

4

Accounting and Finance

Continue with the Invoice Process and any additional billing, payment, costing, or financial procedures assigned to your role.

5

Managers and Multi-Role Users

Review each training section connected to the processes you supervise. Managers may need to understand how work moves across Sales, Operations, Field, Costing, and Accounting.