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Administration Function Summary
- 14 May 2023
- 8 Minutes to read
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Administration Function Summary
- Updated on 14 May 2023
- 8 Minutes to read
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- PDF
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Detailed information about the utilization of the administrative capabilities is spread throughout this document in the appropriate sections with a primary focus in the section entitled, System Administration. The following table summarizes the information maintained using the Administrative interface.
Group | Icon | Function | Description | Additional Reference |
| Application | ||||
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| Application Configuration | Application configuration allows administrators to establish Aspire system parameters that define the overall behavior of Aspire. The system administrator can define company fiscal year start, revenue reporting model (earned or invoiced), time zone, company info such as name and website, time reporting information, invoicing setup, and accounting synchronization. | |
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| Manage Users | Users represent individuals who can log into the Aspire system. You must initially be created as Contacts. Typically, only contacts of type “employee” are set up as users. Some companies provide user accounts for subcontractors. | |
| Manage Devices | When you initate authorization of a device with Aspire, a person with administrative permissions will go to the devices icon to accept or deny authorization of the device on a specific browser. This option provides a search list allowing administrators to view all devices authorized on a company’s Aspire system and deactivate devices if necessary. | ||
| Manage Lists | Aspire provides many administrative lists (i.e. Activity Categories, Divisions, Pay Codes, Tags, etc.) to allow company-specific configuration of the Aspire system. These lists typically represent selection options in associated fields available throughout Aspire. | ||
| Manage User Roles | User roles define Aspire system capabilities that are available to that role. These roles can then be assigned to specific users to determine their capabilities. Roles commonly defined in Aspire include System Admin, Executive, Branch Manager, Account Manager, Operations Manager, Sales Rep, Branch Admin, and Crew Leader. | See Roles Screen | |
| Manage Report Layout Defaults | Aspire provides various places to print documents (i.e. proposals, invoices, payments, work tickets, etc.). Multiple layouts may be available for printing the document for any of these documents. The manage default icon allows the company to select the layout they would like as the default in that print screen. | ||
| Manage Advanced Search Formula | Within search lists throughout Aspire, specific base fields are available for filtering, grouping, and displaying the list. Advanced search formulas allow you to create new fields by calculating base fields. | ||
 | Import Contacts and Properties | Aspire provides a tool on the Administration screen that allows you to import contacts or properties into the application from spreadsheets. If the logged-in user has the Import Contacts and Properties permissions, the Import Properties and Contacts icon can initiate the import process by displaying the Import screen. | See Import Screen | |
Estimating | ||||
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| Manage Services | Within the Aspire system, a service defines work that a landscape company performs on behalf of its customers. This option allows you to create and manage services. | |
| Manage Items | Within the Aspire system, a catalog item is a specific labor, material, equipment, subcontractor, or other item required to estimate and perform a service. This option allows you to manage the list of standard items and their associated characteristics, such as purchase units, allocation units, and purchase prices. | ||
| Manage Workflow | A workflow is a process that can be set up to require the approval of an estimate on a contract or work order before Aspire will allow the estimator to submit the proposal to the customer. For each workflow, the system administrator can define system roles or users who can approve contracts or work orders greater than specific revenue values. Multiple approval authority levels can be established for different revenue values on the workflow. | ||
| New Optional Service Opportunity | The new optional service opportunity function allows you to immediately create bulk opportunities from optional services on active won contracts. For example, you can want to create opportunities and email proposal letters for optional spring color to all clients under the contract that had spring color estimated as an optional service on their contract. | See Optional Service Opportunity Screen
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| Manage Pricing Mark-Ups | When calculating the price to charge customers for services, setting up pricing allows the system administrator to specify how much Aspire will markup costs for labor, materials, equipment, subcontractor, or others. | ||
| Manage Opportunity Templates | Opportunity templates provide a basis for creating new opportunities based on information about opportunities you have created in the past. Opportunity templates are created by creating a normal opportunity and then choosing to save it as a template. Once a template has been created in this manner, it can be edited using the Manage Opportunity Templates option or selected as the basis for creating a new opportunity. | See Opportunity Templates Search List Screen See section Creating Opportunity Templates | |
| Manage Budget | Aspire allows the system administrator to establish annual budgets against which managers can track financial progress during the year using KPIs and the Rolling Budget Report. | ||
| Manage General Condition Templates | If you have the Manage General Condition Templates permission can add and configure general condition templates that can be applied to work orders, so costs defined in the template can be applied to the estimate when the template is added to a work order. For example, a multi-day field service project template might include items like portable toilet fees like emptying, delivery, etc., trailer rental, etc. These conditions cover hidden or easily forgotten charges that could impact profit margins. | ||
| Manage Estimate Custom Columns | Aspire allows adding custom columns on the Estimate screen to provide additional information that will assist a company’s estimating process. This icon is only available if you have the Manage Custom Columns permission assigned to their role. | ||
Purchasing | ||||
| Manage Inventory Locations | Aspire allows materials purchased to be received into inventory for later distribution to active jobs. The Manage Inventory Locations option allows system administrators to specify new locations for inventory and view the list of catalog items purchased into inventory and allocated from inventory to work tickets. System administrators will also come to this icon when adjusting on-hand quantities and comparing inventory valuations to that in their accounting system. | See Inventory Locations Search List Screen
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Equipment (See Equipment Management) | ||||
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| Manage Equipment Manufacturers | Clicking this icon allows system administrators to define a list of manufacturers whose equipment the company purchases and manages. These are used when system administrators define equipment models. | |
| Manage Equipment Sizes | Clicking this icon allows system administrators to define a list of equipment sizing descriptions they use to describe equipment models. For example, mowers might be identified by cut width and tractors by horsepower. | See Equipment Sizes Search List Screen
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| Manage Equipment Classes | Clicking this icon allows system administrators to define a list of the general types of equipment (or classes) for categorizing equipment models. For example, they might have classes of push mowers, ride mowers, blowers, trimmers, and mulchers. These are used when they define equipment models. | ||
| Manage Equipment Models | Clicking this icon allows system administrators to define the specific equipment models they own for each class. When they define a model, they specify its manufacturer, size, and class. System administrators can also define a service schedule by specifying which services (identified by service tags) will be performed for each model and the frequency of service. Later, when they define specific pieces of equipment on the Equipment screen, they will select their model from this list. | ||
| Manage Equipment Service Tags | A service tag defines a service that can be performed on equipment (i.e. change oil, sharpen blades, etc.). Clicking this icon allows system administrators to define a list of services referenced when they establish the service schedule for each equipment model. | ||
| Manage Equipment Disposal Reasons | Clicking this icon allows system administrators to define a list of reasons for which equipment is disposed of. When you later record the disposal of equipment on the Equipment screen, this list of disposal reasons is available to select the appropriate value. | ||
Site Audit | ||||
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| Manage Site Audit Categories | Aspire supports the management of site audits on properties to validate work quality and to support ongoing work quality improvement. Site audit categories define evaluation areas and criteria for site audits. When system administrators define the category, they specify the audit types to which the category applies. | See Site Audit Categories Search List Screen See Site Audits |
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| Manage Site Audit Report Types | Aspire allows system administrators to perform different types of site audits. The type of site audit determines the categories that are evaluated as defined when setting up the site audit categories. | |
Scheduling | ||||
| Manage Routes | In Aspire, routes are used for scheduling crews to perform jobs. In its simplest and most common form, a route is defined based on the crew leader overseeing the team that travels together. Routes may optionally define the crew members for the route and/or the properties regularly visited. Routes are primarily used for scheduling crews on the Scheduling Board screen. | ||
Manage Forms | Aspire provides the ability to create company-specific forms that can be displayed on mobile devices to collect information provided by crew leaders. The information becomes available to office staff. | See section Custom Forms | ||
Organization | ||||
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| Branches | Aspire allows landscape companies to divide their companies into branches. Branches typically represent separate market areas where the company does business. For example, if a landscape company does business in four different cities within two states, they might establish four branches – one for each city. It is common for each branch to have a branch manager responsible for the operation of that branch. This option provides the ability to set up branches. | |
| Regions | Organizationally, branches can be grouped together into regions. Invoice email format settings may be set at the region level. The following reports provide the ability to aggregate or filter data by region: Profit and Loss Ticket, Contract Renewal, and Time Entry. | ||
| Districts | Organizationally, regions can be grouped together into districts to define large management areas. The following reports provide the ability to aggregate or filter data by District: Profit and Loss Ticket, Contract Renewal, and Time Entry. | ||
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