Contact Screen

To edit a contact, you must be either:

Assigned to a role that has Edit All Contacts permission, OR
Assigned to a role that has Edit My Contacts permission and is the owner of the contact

Screen Element	Description
Prefix	Allows you to specify the salutation to help identify the contact (Dr., Mr., Ms., Mrs., Mr., and Mrs.)
First Name	Required. Allows you to specify the contact’s first name. Aspire trims any leading or trailing spaces from the name before saving.
Last Name	Required. Allows you to specify the contact’s last name. Aspire trims any leading or trailing spaces from the name before saving.
Company	Allows you to specify the contact’s company. The company name is commonly used to identify the name of a company responsible for paying invoices for services performed on a property. They can select the company from a list of valid companies. Click the adjacent Add Company icon to add a new company. If you change the company for a contact assigned as the billing contact for a property, and there is an unpaid invoice for that property, when they save the change, Aspire will display a dialog message allowing you to update the company associated with the invoice.
Add Company Icon	Available if you have the Add Companies permission. Displays the New Company screen allows you to add a new company quickly so you can immediately associate them with the contact.
Title	Allows you to specify the contact’s business title.
Contact Type	Allows you to choose the type of contact. The list of valid contacts is maintained in Admin on the Admin List Contact Types screen. Common values are employee, customer, prospect, vendor, or sub. Note: Contacts of type “Vendor” are not tied to the vendors maintained on the Admin List Vendor screen. If you have the System Admin permission, then the label for this field is displayed as a hyperlink, allowing them to go directly to the Contact Types screen to add or edit contact types and then return to select one.
Next Activity	Shows the next activity due for completion and associated with the contact. The activity is displayed as a hyperlink. Clicking the hyperlink displays the activity so that you can update it.
More Activities Icon	Clicking this icon displays a search list of all activities (appointments, issues, emails, tasks, and milestones) associated with the contact. Clicking on an item in the returned search list will allow you to edit the selected activity.
All Activities	Mobile interface only. Provides a summary of all activities scheduled with the contact.
New Appointment	Allows you to schedule a new appointment that is associated with the contact.
New Task	Allows you to create a new task that is associated with the contact.
New Email	Allows you to send an email to the contact.
Email	Conditionally required. This field allows you to specify the contact’s email address. If the contact will also be a user of the Aspire system, the email address becomes their user name for logging into Aspire. Aspire validates this field to ensure that only one email address is entered and that the email address is properly formed. This field is required if the contact is an Email Contact for any property.
Contact Information	Allows you to provide contact information for the contact.
Submittal Portal Access	Indicates whether the contact has access to the Collaboration Portal. The following options are defined below: Not Enabled: The contact does not have access to the Collaboration Portal. You can enable access by sending the invitation using the Send Invite button below this field. Submittals Enabled: The contact has access to the Submittals Portal. The Send Invite button is located beneath this field, allowing quick access to invite contacts to the portal.
Send Invite button	Allows you to invite a submittal contact to access the Aspire Submittals Portal. Selecting the Send Invite button sends an email with a link for the contact to set up their account information and updates the Submittal Portal Access field to Submittals Enabled. This access is crucial for external stakeholders who need to view, manage, and respond to submittals directly within the portal. Note: Send Invite remains active after the invite is sent, allowing you to resend the invitation if the recipient does not receive it.
Custom Fields Area	This screen area allows you to enter values for custom fields they have made available on contacts. Users with System Admin permission or Manage Custom Fields permission may create new custom fields to be made available to all users for entering contact information. For additional information, see Custom Fields Area.
Notes	Allows you to record notes related to the contact.

Screen Element

Description

Prefix

Allows you to specify the salutation to help identify the contact (Dr., Mr., Ms., Mrs., Mr., and Mrs.)

First Name

Required. Allows you to specify the contact’s first name. Aspire trims any leading or trailing spaces from the name before saving.

Last Name

Required. Allows you to specify the contact’s last name. Aspire trims any leading or trailing spaces from the name before saving.

Company

Allows you to specify the contact’s company. The company name is commonly used to identify the name of a company responsible for paying invoices for services performed on a property. They can select the company from a list of valid companies. Click the adjacent Add Company icon to add a new company. If you change the company for a contact assigned as the billing contact for a property, and there is an unpaid invoice for that property, when they save the change, Aspire will display a dialog message allowing you to update the company associated with the invoice.

Add Company Icon

Available if you have the Add Companies permission. Displays the New Company screen allows you to add a new company quickly so you can immediately associate them with the contact.

Title

Allows you to specify the contact’s business title.

Contact Type

Allows you to choose the type of contact. The list of valid contacts is maintained in Admin on the Admin List Contact Types screen. Common values are employee, customer, prospect, vendor, or sub.

Note:

Contacts of type “Vendor” are not tied to the vendors maintained on the Admin List Vendor screen. If you have the System Admin permission, then the label for this field is displayed as a hyperlink, allowing them to go directly to the Contact Types screen to add or edit contact types and then return to select one.

Next Activity

Shows the next activity due for completion and associated with the contact. The activity is displayed as a hyperlink. Clicking the hyperlink displays the activity so that you can update it.

More Activities Icon

Clicking this icon displays a search list of all activities (appointments, issues, emails, tasks, and milestones) associated with the contact. Clicking on an item in the returned search list will allow you to edit the selected activity.

All Activities

Mobile interface only. Provides a summary of all activities scheduled with the contact.

New Appointment

Allows you to schedule a new appointment that is associated with the contact.

New Task

Allows you to create a new task that is associated with the contact.

New Email

Allows you to send an email to the contact.

Conditionally required. This field allows you to specify the contact’s email address. If the contact will also be a user of the Aspire system, the email address becomes their user name for logging into Aspire. Aspire validates this field to ensure that only one email address is entered and that the email address is properly formed. This field is required if the contact is an Email Contact for any property.

Contact Information

Allows you to provide contact information for the contact.

Submittal Portal Access

Indicates whether the contact has access to the Collaboration Portal. The following options are defined below:

Not Enabled: The contact does not have access to the Collaboration Portal. You can enable access by sending the invitation using the Send Invite button below this field.
Submittals Enabled: The contact has access to the Submittals Portal.

The Send Invite button is located beneath this field, allowing quick access to invite contacts to the portal.

Send Invite button

Allows you to invite a submittal contact to access the Aspire Submittals Portal.

Selecting the Send Invite button sends an email with a link for the contact to set up their account information and updates the Submittal Portal Access field to Submittals Enabled. This access is crucial for external stakeholders who need to view, manage, and respond to submittals directly within the portal.

Note:

Send Invite remains active after the invite is sent, allowing you to resend the invitation if the recipient does not receive it.

Custom Fields Area

This screen area allows you to enter values for custom fields they have made available on contacts. Users with System Admin permission or Manage Custom Fields permission may create new custom fields to be made available to all users for entering contact information. For additional information, see Custom Fields Area.

Notes

Allows you to record notes related to the contact.

Contact Screen

Mobile Contact Screen

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