Existing Virginia 811 WTE Account Start-Up Process

As part of this transition, we’ve begun onboarding current Web Ticket Entry (WTE) users through a tiered rollout approach. Keep an eye out for an email detailing when you will be invited to take part in a short series of educational videos introducing the new Exactix Web Ticket Entry platform. If you have not yet received an email but are interested in starting training, please send an email to WTE@VA811.com.

If you’re already familiar with submitting locate requests, the new system should feel intuitive. Still, spending just a few minutes with these quick videos will help you get comfortable with the updated tools and ensure a successful transition to Exactix.

We’re continuing to build out this resource—check back regularly for the latest updates and new content to support your transition to Exactix.

You will be asked to complete a brief video series designed to help experienced users transition to the new Exactix platform for submitting locate requests. This software introduces several enhancements, including tools that provide accuracy, streamline the locate request process, and enhance communication with utility operators.  Throughout the series, common locate request scenarios will be reviewed and key new features will be highlighted.

After completing the Existing Web Ticket Entry course on how to submit locate requests in Virginia using the new Exactix software, you will receive a registration email directly from Exactix. This email may land in your junk or spam folder, so be sure to check those folders as well. Once you complete registration, you’ll gain access to Exactix in a test environment. This means you’ll be able to explore the new system and practice submitting locate requests without creating any live locate requests—no notifications will be sent to utilities during this phase. This test environment will be available until we officially transition to Exactix as our live system.

 Our planned go-live date for Exactix is late June or early July 2025. When that time comes, you’ll be ready to submit real locate requests through Exactix.

 Please note: Your Exactix username and password will be new and different from any credentials you may have used previously.

Yes. Your account is being migrated from the previous system with all of your existing permissions intact. You will have the same access and capabilities in Exactix that you had before.

Yes, the form has been redesigned with a more intuitive flow. Key details like scheduling, start dates, and times are now displayed at the beginning of the form, helping you plan more efficiently. The layout is cleaner, easier to navigate, and better organized from start to finish.

Yes. Exactix allows users to be grouped not just by company, but also by specific office. This means if your company has multiple offices, you can be associated with the correct one. This helps improve visibility into locate requests submitted by your coworkers—especially those in the same office.

Yes. Exactix will attempt to automatically apply a notification polygon based on the information you enter in the Location Information section. You can still edit or adjust this polygon if needed, but it provides a helpful starting point and can save you time.

Definitely. The map now includes streamlined tools that are built right into the interface, so you no longer need to switch between multiple tabs to complete mapping. Everything you need is easily accessible and designed to guide you through the process more efficiently.

GPS functionality is much more user-friendly in Exactix. Whether entering a single point or multiple sets of coordinates, the process is streamlined. Best of all, the system can automatically plot those points on the map and generate notification polygons for you.

No. In Exactix, free-text fields have been removed from areas where open entries were never intended. For example, the old “Instructions” field is gone. Instead, Exactix includes a new Auto Generated Notes section that dynamically displays system-generated content where appropriate.

Electronic White Lining (EWL) is a visual tool that helps locators clearly identify the proposed excavation area. When you select “Yes” for EWL during the locate request process, you’ll be prompted to manually draw a polygon that outlines your exact dig site.

The purpose of EWL is to provide a precise visual representation of where excavation will occur. This is separate from the notification polygon, which is automatically generated to alert utility members whose underground facilities may be affected by the planned work.

It’s important to note that utility members in Virginia use the same mapping software to define their own notification areas. Even if their facilities aren’t visibly marked on the map, this shared system ensures their presence is recognized.

An accurate notification polygon helps ensure the correct utilities are notified.  While the EWL dig site tool can assist with further defining the excavation area, it is not required.  However, if the notification polygon is drawn in the wrong area or doesn’t fully cover the planned excavation area, it increases the risk of damage to underground infrastructure.

Yes—Electronic White Lining will be available on the WTE  Exactix platform immediately upon launch, allowing users to easily mark their proposed excavation area online as part of the locate request process.

Get a preview look of EWL in Exactix:

Details about where to access Exactix training and how new users will create their accounts are still being finalized. We understand the importance of this information for a smooth transition and will share it as soon as it’s available.

Please check back regularly for updates and watch for communications from Virginia 811 for the latest information and new content to support your transition to Exactix.

Yes, but in the new Exactix system, SAT will operate a bit differently than what you may be used to. Unlike the previous version, there won’t be a SAT 1.0 and 2.0. Instead, all SAT requests will go through a single, streamlined version built directly into Exactix. This change is designed to simplify the process and provide a more consistent user experience.

The “Additional Comments” field has been removed to help streamline the locate request process and make submissions more efficient.

Virginia 811 Exactix Support

• Built-In Help Menu: Each section of the the Exactix locate request entry screen includes a built-in HELP menu accessible in each section of the form. This feature provides straightforward guidance on how to complete each field accurately, offering support as you move through the form.
• Chat Feature: The new Exactix Chat feature connects you with a live Virginia 811 team member — no AI, just real help! Use it anytime while navigating Exactix for quick, friendly assistance during normal business hours.
• Email Support: For help outside the system or if chat isn’t available, feel free to email us at WTE@VA811.com.
• Phone Support: You can also call 811 and select Option 3 to speak directly with a Web Ticket Quality Coordinator.

No service interruptions are expected during this transition; however, preventative and proactive measures are being taken to ensure continuity.

Ticket delivery formats will not be changing in the Exactix system for Go-Live. The only change members need to be concerned about for Go-Live is the server address they will use for TCP response. We do not currently have that information available but should have that in the next few weeks. Members would only need to change the fully qualified domain name to point to the new server on the Go Live date. Please keep checking the HUB for the most up to date information available.

Member history will be retained as it is now, with the information being transferred from our current system to Exactix with the usual 6-year requirement.

Check this designated Exactix Hub page regularly for important updates and resources. You’ll also receive email communications from Virginia 811 to keep you informed about any updates or issues during the move to Exactix.

We are happy to assist you on our Help Desk with any questions and will direct you to the proper contact as appropriate to resolve your concerns.

Not at all. Our processes and procedures for assisting customers will not change. Virginia 811’s Notification Center is available 24/7 just as we are now.

The Member Services Team is currently developing training content for our members.

Please check back regularly for updates and watch for communications from Virginia 811 for the latest information and new content to support your transition to Exactix.

rYes, your current notification areas within Newtin will be imported into Exactix.

aRegistration Areas will be created and/or submitted through our new software, Exactix.

lEach Registration Area will have at least one designated Database contact. This contact will be responsible for maintaining their areas, which includes:

• Reviewing them at least annually
• Adding or removing areas
• Submitting shapefiles when necessary

Access to Exactix will require a login.

Shapefiles must be submitted in ESRI Shapefile format. Any Geographic Coordinate System and projection are accepted.

The system default buffer will be 100 feet when importing lines or points.

The system default buffer will also be 100 feet when manually adding Registration Areas.

Only complete Registration File replacements will be accepted for import through the software. File additions or appends will no longer be accepted.

Mapping will now be approved upon Virginia 811’s review or by request. We can schedule a future date and time for approval. File additions/appends will no longer be accepted for import.

You can start creating Registration Areas in one of the following ways:

• (1) Start with a Registration Map from a previous version
• (2) Start with an empty Registration Map (for new members)
• (3) Copy a Registration Map from another service area
• (4) Import from an ESRI Shapefile layer

Navigation within the Registration (Map)

    Search Option

Clicking on the Search icon  will let you search by Streets, Intersections, Places, Counties and Points of Interest, as well as Lat/Lon Coordinates.

  Zoom In

Adjust the view to make it appear larger, showing more detail

  Zoom Out

Adjust the view to make it appear smaller, showing less detail

  Cancel/Discard

The Cancel/Discard icon will delete the changes you made, keeping the original registration                                                                                          intact. Icon changes color to Green when active.

  Undo

The Undo icon will let you remove any changes you made, keeping the original registration in tack. Icon changes color to Green when active.

  Edit

The Edit mapping tool allows you to edit any feature that exists on the registration map.  Select the Edit icon and it will turn green.  Then “left click” on the polygon and it will turn blue with hash marks.  You can then start redefining the shape.  Once you have redrawn the registration, you can save your changes by clicking off the Edit tool or use the Cancel/Discard and Undo options to revert to the original registration. Icon changes color to Green when active.

Move mouse to feature to edit or click Add/Append (+) or Remove/Cut (-) buttons if finished editing.

  Buffer Street or Map Feature

The Buffer Street or Map Feature lets you select an address range/street segment to remap the registration. Select the Buffer Street or Map Feature icon and it will turn green.  Go to the area where you want to remap the registration and double click on the street segment. The default buffer size is 100ft. The registration area will appear with blue hash marks.  At this point you can either Save, Cancel/Discard or Undo those changes. Icon changes color to Green when active.

  Draw Polygon

The Draw Polygon tool can be used when the area you are trying to map is an irregular shape.  Select the Draw Polygon tool and “left click” on the area where you want to start drawing your registration.  The Draw polygon contains a 100ft buffer. Outline the area you want to map by left clicking on points where the direction changes.  When you have finished outlining the area, then double left click to stop drawing.  The registration area will appear with blue hash marks.  At this point you can either Save, Cancel/Discard or Undo those changes. Icon changes color to Green when active. Double-click to buffer feature

  Draw Rectangle

The Rectangle Tool can be used to draw either a rectangular or square registration.  This tool is useful when the area you need to map extends more than 100ft off the road (e.g. into a field).  This Draw Rectangle tool contains a 100ft buffer. The new registration will appear with blue hash marks.  At this point you can either Save, Cancel/Discard or Undo those changes. Icon changes color to Green when active.

  Draw Circle

The Circle can be used to draw a circle and/or a point that automatically has a 100ft radius.  In addition, the circle can be expanded to a larger size.  If you want to use the automatic 100ft radius, just double click at the point where you want the circle to be placed.  If you want to expand the circle, then continue to drag the circle to the required radius and double click to end.  The new registration will appear with blue hash marks.  At this point you can either Save, Cancel/Discard or Undo your changes. Icon changes color to Green when active.

  Draw Line

The Draw Line is used to draw a linear shaped registration or to map out streets that have facilities located directly along or underneath them.  This is the best tool to use for facilities that run along streets, especially ones that wind and turn frequently.  Once you have finished drawing the segment, you can click once to continue drawing the segment as you adjust the view or double click to complete the polygon, and the new registration will appear with blue hash marks. The Draw Line tool contains a 100ft buffer. At this point you can either Save, Cancel/Discard or Undo your changes. Icon changes color to Green when active.

  Overview Map

A small window will appear, providing an overview of the map. Click on it to open and to close.

Zoom Options

At any time, you can right click within the map and select a zoom option

Any questions or concerns regarding the transition to the new software and/or with managing your Registration can be sent to Mapping@VA811.com.

Virginia 811 may provide information or instructions about whitelisting IP addresses if it becomes necessary based on how the system operates.

Whitelisting IP addresses involves allowing specific IP addresses or ranges to bypass security measures, such as firewalls, so they can access a network or system. This ensures that only trusted addresses are granted access, while others are blocked or restricted.

We expect to have more details coming soon and will update this FAQ once we have further clarification on whether whitelisting will be needed and how it will be implemented.