Admin List Screens
  • 08 Sep 2022
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Admin List Screens

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The Admin List Screens are a group of screens accessible from the Application section of the Administration menu. As a system administrator, when you click the Manage Lists icon, a screen is displayed with a single drop-down field at the top from which you can pick from many different lists. Each list has its own screen. This group of screens is similar in function and enables you to define drop-down options that become available throughout the Aspire system. Here are some notes relevant to all Admin List screens:

  1. In the Required column Aspire flags items that are required by the system.
  2. The Active column indicates whether the item will appear in its associated selection list. Marking items as inactive will remove the item from future use without impacting historical references to the item.
  3. The In Use column identifies whether or not the particular item has been selected from its respective list within Aspire.
  4. Most of the admin lists provide the ability to delete an item provided it has not been referenced (i.e. it's In Use flag is not set.)

Admin List - Activity Category Search List Screen

Activities are classified into types of email, task, issue, appointment, and milestone. Activity categories managed on this screen enable you to provide a further descriptive breakdown for issues and tasks (i.e. for an issue the category could be Complaint or Service Request). Four activity categories – Phone Call, QA, Letter, and To Do – are fixed. If you drill in to display them on the Activity Category screen, they are read-only. The following additional activity categories are often defined in Aspire: Service Request, Complaint, Property Damage, Email, and Injury.

The Activity Category Search List screen allows you to manage Activity categories. New activity categories can be added by clicking the New icon to display the Activity Category screen. Existing activity categories can be edited by clicking on them to display the Activity Category screen.

Activity Category Screen

The Activity Category screen allows you to create or edit activity categories. It is accessed from the Activity Category Search List screen when you click the New icon or click on an existing locality in the list

The screen elements on the Activity Category screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the activity category is available for selection on the Task screen or Issue screen.
Activity Category NameRequired. Specify the name of the activity category.
Activity TypeThe activity category can be associated with either an issue or a task. This field enables you to designate one of these options.

Admin List - Attachment Type Search List Screen

The Attachment Type Search List screen allows you to provide classifications for attachments that team members add to properties, opportunities, and contacts. Common attachment types often used in Aspire are images, documents, maps, site maps, and contracts.

The Attachment Type Search List screen allows you to manage different attachment types. New attachment types can be added by clicking the New icon to display the Attachment Type screen. Existing activity categories can be edited by clicking on them to display the Attachment Type screen.

Attachment Type Screen

The Attachment Type screen allows you to create or edit attachment types. It is accessed from the Attachment Types Search List screen when you click the New icon or click on an existing attachment type in the list.

The screen elements on the Attachment Type screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the attachment type is available for selection when adding attachments to properties, opportunities, work tickets, etc.
Attachment Type NameSpecify the name of the attachment type.

Admin List - Catalog Item Category Search List Screen

The Catalog Item Category Search list screen enables you to provide categories for logically grouping items in the company’s item catalog. Item categories commonly defined in Aspire include Labor, Mulch, Irrigation, Equipment, Fertilizer, Drainage, Sub, Chemical, Soil, Shrubs, Tree, Sod, and Seed. Catalog Item Category provides greater refinement for item grouping than does Item Type.

The Catalog Item Category search list screen enables you to manage catalog item categories. New categories can be added by clicking the New icon, to display the Catalog Item Category screen. Existing categories can be edited by clicking on them to display the Catalog Item Category screen.

Catalog Item Category Screen

The Catalog Item Category screen enables you to create or edit catalog item categories. It is accessed from the Catalog Item Category Search List screen when you click the New icon or click on an existing category on the list.

The screen elements on the Catalog Item Category screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the catalog item category is available for selection when adding categories to a catalog item.
Category NameSpecify the name of the catalog item category.

Admin List - Catalog Price Search List Screen

The Catalog Price Search List screen is used for setting up pricing overrides at the branch level for specific items in the catalog. See section, Setting up Branch Pricing for more information.

The Catalog Price Search List screen enables you to manage catalog price lists. New catalog price lists can be added by clicking the New icon, to display the Catalog Price List screen. Existing catalog price lists can be edited by clicking on them to display the Catalog Price List screen.

Catalog Price List Screen

The Catalog Price list screen enables you to create or edit catalog price lists. It is accessed from the Catalog Price Search list screen when you click the New icon or click on an existing price list in the list.

The screen elements on the Catalog Price list screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the catalog price list is available for selection when adding price lists to a catalog item or to a branch.
Price List NameSpecify the name of the catalog price list.

Admin List - Certification Types Search List Screen

Aspire allows you to create standard types of employee certifications that can be selected when an employee certification is being recorded on the Contact screen.

The Certification Types Search list screen allows you to manage certification types. New certification types can be added by clicking the New icon, to display the Certification Type screen. Existing certification types can be edited by clicking on them to display the Certification Type screen.

Certification Type Screen

The Certification Type screen allows you to create or edit certification types. It is accessed from the Certification Types Search list screen when you click the New icon or click on an existing certification type in the list.

The screen elements on the Certification Type screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the certification type is available for selection when adding a certification to contact on the Contact screen.
Certification Type NameSpecify the name of the certification type.

Admin List - Competitor Search List Screen

The Competitor screen enables you to define competitors that can be added to properties. For lost opportunities, Aspire also enables you to record the competitor who took the business.

The Competitor Search list screen allows you to manage competitors. New competitors can be added by clicking the New icon, to display the Competitor screen. Existing competitors can be edited by clicking on them to display the Competitor screen.

Competitor Screen

The Competitor screen enables you to create or edit competitors. It is accessed from the Competitor Search list screen when you click the New icon or click on an existing competitor in the list.

The screen elements on the Competitor screen are described in the following table:

Screen ElementDescription
ActiveIndicates that the competitor is available for selection when adding or editing properties, or when losing opportunities.
Competitor NameSpecify the name of the competitor.

Admin List - Contact Types Search List Screen

The Contact Types Search List screen enables you to maintain a list of contact types to help better define contacts in your company’s contact list. Four contact types – Employee, Customer, Vendor, Sub – are fixed and cannot be modified. Other contact types commonly used in Aspire are Prospect, Lead, and Consultant.

The Contact Types Search List screen enables you to manage contact types. New contact types can be added by clicking the New icon to display the Contact Type screen. Existing contact types can be edited by clicking on them to display the Contact Type screen.

Contact Type Screen

The Contact Type screen enables you to create or edit contact types. It is accessed from the Contact Type Search List screen when you click the New icon or click on an existing contact type in the list.

The screen elements on the Contact Type screen are described in the following table:

Screen ElementDescription
ActiveIndicates that the contact type is available for selection when adding a contact type to a contact on the Contact screen.
Contact Type NameSpecify the name of the contact type.

Admin List - Division Search List Screen

Aspire allows recognition of business divisions within a company. Divisions in Aspire are designed to support reporting by service area. The Division screen enables you to define the company’s divisions. The most common divisions for companies using Aspire include maintenance, enhancements, snow, irrigation, and overhead. Other common divisions sometimes established are construction, subcontractor, indirect, internal, plant healthcare, and landscape.

The Division Search list screen enables you to manage divisions. New divisions can be added by clicking the New icon, to display the Division screen. Existing divisions can be edited by clicking on them to display the Division screen.

Division Screen

The Division screen allows you to create or edit divisions. It is accessed from the Division Search list screen when you click the New icon or click on an existing division in the list.

The screen elements on the Division screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the certification type is available for selection when adding a division to an opportunity on the Opportunity screen.
Division NameSpecify the name of the division.
Division CodeWhen setting up integration with an accounting system such as QuickBooks, Great Plains, or Acumatica, the Division Code field enables you to define the division code recognized by the accounting system for each of the company’s divisions in Aspire.
Workers Comp Code

Available for companies that integrate their external payroll systems with Aspire. Workers Comp Codes can be specified here at the division level if desired to be used when exporting employee time from Aspire to the external system. Workers' comp codes may alternately be provided for individual employees or for services. When time export occurs, the workers' comp code exported is determined based on the following hierarchy:

  • Use workers comp code assigned to the employee if provided.
  • If not, use the worker comp code assigned to the service performed if provided.
  • If not, use the worker comp code assigned to the division of the service.
Display OrderPlace numbers in the Display Order fields to instruct Aspire how to order the division values in drop-down lists (i.e. Division list drop-downs on Opportunity or Price Settings screens) or on reports (i.e. End of Month Report).
IndirectCheckbox to specify that time spent on indirect tasks (internal or overhead time) will be allocated to the division.

Admin List - Employee Incident Type Search List Screen

Aspire enables you to create standard types of employee incidents (e.g. injury, behavior, unexcused absence, etc.) that can be selected when an employee incident occurs and is being created on the Contact screen.

The Employee Incident Type Search list screen enables you to manage employee incident types. New incident types can be added by clicking the New icon to display the Incident Type screen. Existing incident types can be edited by clicking on them to display the Incident Type screen.

Employee Incident Type Screen

The Employee Incident Type screen enables you to create or edit Employee Incident types. It is accessed from the Employee Incident Type search list screen when you click the New icon or click on an existing Employee Incident Type in the list.

The screen elements on the Employee Incident Type screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the employee incident type is available for selection when adding an incident to a contact on the Contact screen.
Incident TypeSpecify the name of the employee incident type.

Admin List - Event Type Search List Screen

Aspire allows you to create events (i.e. specific snow events that occur during a time period) that can be associated with invoice batches. Information related to the event can be shown to the customer on their invoice so they understand why the service was performed. The Event Type screen enables you to define the types of events that can be created. Companies will likely have only one event type for snow.

The Event Type Search List screen enables you to manage event types. New event types can be added by clicking the New icon to display the Event Type screen. Existing event types can be edited by clicking on them to display the Event Type screen.

Event Type Screen

The Event Type screen enables you to create or edit event types. It is accessed from the Event Type Search List screen when you click the New icon or click on an existing event type in the list.

The screen elements on the Event Type screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the event type is available for selection when adding or creating events that can be associated with invoices.
Event Type NameSpecify the name of the event type.

Admin List - Industry Search List Screen

The Industry screen enables you to define and manage industries that can be associated with properties. The most common industries for companies using Aspire are Retail, Residential, HOA, Multi-Tenant, Commercial, Industrial, Apartment, Government, and Church.

The Industry Search List screen enables you to manage industries. New industries can be added by clicking the New icon, to display the Industry screen. Existing industries can be edited by clicking on them to display the Industry screen.



Industry Screen

The Industry screen enables you to create or edit industries. It is accessed from the Industry Search List screen when you click the New icon or click on an existing industry in the list.


The screen elements on the Industry screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the industry is available for selection when adding an industry to a property on the Property screen.
Industry NameSpecify the name of the industry.

Admin List - Issue List Search List Screen

The Issues List Search List screen enables you to create and manage a list of issue types for production crews to classify issues recognized on properties. The most common issue types for companies using Aspire are Property Damage, Irrigation Leak, Injury, Customer Complaint, Dead Plant, and Drainage.


The Issue List Search List screen enables you to manage issue types. New issue types can be added by clicking the New Issue Type icon to display the Issue List screen. Existing issue types can be edited by clicking on them to display the Issue list screen.


Issue List Screen

The Issue List search list screen enables you to create or edit issue types. It is accessed from the Issue List Search List screen when you click an existing issue in the list or click the New Issue Type icon.

The screen elements on the Issue List screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the issue type is available for selection when adding an issue in Crew Mobile or the Aspire Desktop.
Issue List NameSpecify the name of the issue type.
Issue List Name SpanishSpecify the Spanish translation of the issue type for display in Crew Mobile when in Spanish mode.

Admin List - Job Status Search List Screen

Aspire supports four standard job status codes that are used to specify the progress of a job: In Process, Complete, Canceled, Changed

Note:
While the Changed status is still listed, it is no longer displayed or used elsewhere in Aspire.

The Job Status screen enables you to specify an alternate display name for each of these statuses. Unlike most other admin lists, you cannot add new job status values.


Job Status Screen 

The Job Status screen enables you to edit job statuses (new job statuses cannot be created). It is accessed from the Job Status Search List screen when you click on an existing job status on the list.



The screen elements on the Job Status screen are described in the following table:

Screen ElementDescription
Job Status CodeThe internal value that identifies the job status. This value cannot be changed.
Job Status NameSpecify the name of the job status as displayed in the user interface.

Admin List - Lead Source Search List Screen

The Lead Source screen enables you to maintain a list of valid lead sources that team members can specify for an opportunity. The most common lead sources in Aspire are Issue, Employee Referral, Call In, Cold Call, Customer Referral, Unknown, Website, and Architect.

The Lead Source search list screen enables you to manage lead sources. New lead sources can be added by clicking the New icon to display the Lead Source screen. Existing lead sources can be edited by clicking on them to display the Lead Source screen.

Lead Source Screen

The Lead Source screen allows you to create or edit lead sources. It is accessed from the Lead Source Search List screen when you click the New icon or click on an existing lead source on the list.


The screen elements on the Lead Source screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the lead source is available for selection when creating or updating an opportunity.
RequiredTwo lead source types have special logic tied to them in Aspire, and so are marked as “Required.” These cannot be changed from the user interface.
Lead Source NameSpecify the name of the lead source.

Admin List - Locality Search List Screen

Localities in Aspire are used to define where employees work for purposes of calculating payroll taxes. The Locality Search List screen enables you to define the valid localities – typically counties – that can be assigned to properties.

The Locality search list screen enables you to manage localities. New localities can be added by clicking the New icon to display the Locality screen. Existing localities can be edited by clicking on them to display the Locality screen.

Locality Screen

The Locality screen enables you to create or edit localities.  It is accessed from the Locality search list screen when you click the New icon or click on an existing locality in the list.


The screen elements on the Locality screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the locality is available for selection on the Property screen.
LocalitySpecify the name of the locality (typically a county name) to be associated with a property for purposes of calculating payroll taxes for employees who work at that location.
Local CodeWhen setting up integration with an accounting system such as QuickBooks, Great Plains, or Acumatica, the Local Code field enables you to define the locality/county code recognized by the accounting system for taxation localities in Aspire.

Admin List – Opportunity Canceled Reason Search List Screen

When a user cancels a contract, Aspire allows them to specify a reason for the cancellation. The Opportunity Canceled Reason Search List screen enables you to manage the list of valid reasons for canceling contracts.


The Opportunity Canceled Reason search list screen enables you to manage cancellation reasons. New cancellation reasons can be added by clicking the New icon to display the Opportunity Canceled Reason screen. Existing cancellation reasons can be edited by clicking on them to display the Opportunity Canceled Reason screen.

Opportunity Canceled Reason Screen

The Opportunity Canceled Reason screen enables you to create or edit standard reasons for canceling contracts. It is accessed from the Opportunity Canceled Reason Search List screen when you click the New icon or click on an existing cancelation reason in the list.

The screen elements on the Locality screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the cancellation reason is available for selection on the Property screen.
ReasonSpecify the cancellation reason to be associated with contract cancellations.

Admin List - Opportunity Stage Search List Screen 

An Opportunity Stage is a list of fixed stages through which Aspire advances opportunities based on user actions. These stages are fixed in Aspire and are; Pre-Bid, Estimate, Propose, Lost, and Won. These stages support filtering and grouping of opportunity statuses on the Admin List Opportunity Status screen. Based on an opportunity’s status, each opportunity is in a stage at any point in the business process, and that stage can be used for reporting the Opportunities Search List screen. Clicking on an opportunity stage in the list displays the Opportunity Stage screen.

Unlike most other admin list screens, the Opportunity Stage screen will not permit you to add new values.

Opportunity Stage Screen 

The Opportunity Stage screen enables you to edit the opportunity stages. It is accessed from the Opportunity Stage search list screen when you click on an existing opportunity stage in the list.


The screen elements on the Opportunity Stage screen are described in the following table:

Screen ElementDescription
Opportunity Stage NameName users can change to be displayed representing the opportunity stage.
Opportunity StageFixed name defining the opportunity stage.

Admin List - Opportunity Status Search List Screen

As an opportunity is advanced through the business flow, Aspire updates the opportunity status. There are eight standard opportunity statuses through which an opportunity can advance until it is won or lost: New, Bidding, Pending Approval, Approved, Delivered, Denied, Won, and Lost. On the Opportunity Status screen, you may provide an alternate display value (labeled as “Item Name”) for any status. Aspire will enable you to add additional opportunity statuses, but they can only add them for the pre-bid opportunity stage – Aspire will not permit you to create an opportunity status for other stages.

The Opportunity Status search list screen enables you to manage opportunity statuses. New opportunity status can be added by clicking the New icon to display the Opportunity Status screen. Existing opportunity statuses can be edited by clicking on them to display the Opportunity Status screen.

Opportunity Status Screen 

The Opportunity Status screen enables you to create or edit an opportunity status. It is accessed from the Opportunity Status search list screen when you click the New icon or click on an existing opportunity status on the list.

The screen elements on the Opportunity Status screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the opportunity status is available for selection when creating opportunities or editing opportunities in the pre-bid stage. For statuses that have the Required checkbox checked, this field is read-only.
Opportunity Status NameOpportunity Status Name determines the way that the status is displayed on the Opportunity screen or in search lists that display the opportunity status.
Opportunity StatusOpportunity Status represents the underlying meaning of the status from a system perspective. For statuses that have the Required checkbox checked, this field is read-only.
Opportunity StageRead-only. Shows the opportunity stage associated with the status. These stages can be viewed on the Admin List Opportunity Stage screen. You can only create new opportunity statuses for the “Pre-bid” stage.
RequiredRead-only. Certain opportunity statuses are established when Aspire is set up and are required for its proper operation. If this checkbox is checked for an opportunity status, you will only be able to modify its Opportunity Status Name field.

Admin List - Pay Code Search List Screen

Pay codes and the information associated with them determine how payments will be calculated for specific employee hours during the regular payroll process. The most common pay codes in Aspire are Hourly, Holiday, Vacation, Salary, Regular, and Overtime. The Pay Code screen enables you to create and manage pay codes. Additional information is available in the sections Pay Codes and Setting up Payroll in Aspire. Pay codes can be selected in the following locations in Aspire:

  1. When defining pay schedules under the Manage Admin Lists option on the Administration screen
  2. Services in the Service Catalog may have default pay codes assigned to them
  3. When defining override pay codes for a contact from the Payroll tab of the Contact screen
  4. When creating an estimate on an opportunity, the default pay code may be changed for opportunity services
  5. For overriding pay code for work ticket time on the Time Entry screen

The Pay Code Search List screen enables you to manage available pay codes. New pay codes can be added by clicking the New  icon, to display the Pay Code screen. Existing pay codes can be edited by clicking on them to display the Pay Code screen

Note:
Only one of the three rate fields can be used on a single pay code record: Premium Dollars, Premium Percent, or Fixed Rate.



Pay Code Screen

The Pay Code screen enables you to create or edit pay codes. It is accessed from the Pay Code Search List screen when you click the New icon or click on an existing pay code on the list.

The screen elements on the Pay Code screen are described in the following table.

The columns on the Pay Code screen require additional explanation provided below.

Screen ElementDescription
Active

Indicates that the pay code is available for selection in the following locations:

  1. When defining pay schedules under the Manage Admin Lists option on the Administration screen
  2. Services in the Service Catalog may have default pay codes assigned to them
  3. When defining override pay codes for a contact from the Payroll tab of the Contact screen
  4. When creating an estimate on an opportunity, the default pay code may be changed for opportunity services
  5. For overriding pay code for work ticket time on the Time Entry screen
Pay Code NameThis field enables you to provide a descriptive name for the pay code. This value is displayed throughout Aspire to represent the pay code.
Pay CodeThis field enables you to specify the pay code value that aligns with the company’s payroll system or payroll vendor. This value is included in the payroll export.
Premium DollarsThe hourly dollar amount to be added for any time associated with the pay code.
Premium PercentPercent to increase the pay rate for any time associated with the pay code.
Fixed RateThe dollar amount that overrides the employee’s standard hourly pay rate for any time associated with the pay code.
Exclude from OTCheckbox. Specifies that any time associated with this pay code should not be included in the summation of time that determines if the employee has earned overtime pay.
OT Pay CodeCheckbox. The value of this checkbox is used by Aspire only when exporting pay information to Paychex. When this checkbox is checked, Aspire exports pay amount excluding the overtime premium. In these cases, Paychex will recalculate the overtime premium.

Admin List - Pay Schedule Search List Screen

The Pay Schedules screen enables you to define Aspire’s overall behavior related to paying regular time vs. overtime each week. They also enable you to specify the earliest time each day employees on a specific pay schedule can clock in. A pay schedule is assigned to each employee. The most common pay schedules in Aspire are Salary, Weekly, and Hourly.

The Pay Schedule List screen enables you to manage pay schedules. New pay schedules can be added by clicking the New icon, to display the Pay Schedule screen. Existing pay schedules can be edited by clicking on them to display the Pay Schedule screen.


Opportunity Status Screen 

The Opportunity Status screen enables you to create or edit opportunity status. It is accessed from the Opportunity Status search list screen when you click the New icon or click on an existing opportunity status on the list.


The screen elements on the Opportunity Status screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the opportunity status is available for selection when creating opportunities or editing opportunities in the pre-bid stage. For statuses that have the Required checkbox checked, this field is read-only.
Opportunity Status NameOpportunity Status Name determines the way that the status is displayed on the Opportunity screen or in search lists that display the opportunity status.
Opportunity StatusOpportunity Status represents the underlying meaning of the status from a system perspective. For statuses that have the Required checkbox checked, this field is read-only.
Opportunity StageRead-only. Shows the opportunity stage associated with the status. These stages can be viewed on the Admin List Opportunity Stage screen. You can only create new opportunity statuses for the “Pre-bid” stage.
RequiredRead-only. Certain opportunity statuses are established when Aspire is set up and is required for its proper operation. If this checkbox is checked for an opportunity status, you will only be able to modify its Opportunity Status Name field.

Admin List - Pay Code Search List Screen

Pay codes and the information associated with them determine how payments will be calculated for specific employee hours during the regular payroll process. The most common pay codes in Aspire are Hourly, Holiday, Vacation, Salary, Regular, and Overtime. The Pay Code screen enables you to create and manage pay codes. Additional information is available in the sections Pay Codes and Setting up Payroll in Aspire. Pay codes can be selected in the following locations in Aspire:

  1. When defining pay schedules under the Manage Admin Lists option on the Administration screen
  2. Services in the Service Catalog may have default pay codes assigned to them
  3. When defining override pay codes for a contact from the Payroll tab of the Contact screen
  4. When creating an estimate on an opportunity, the default pay code may be changed for opportunity services
  5. For overriding pay code for work ticket time on the Time Entry screen

The Pay Code Search List screen enables you to manage available pay codes. New pay codes can be added by clicking the New icon, to display the Pay Code screen. Existing pay codes can be edited by clicking on them to display the Pay Code screen

Note:
Only one of the three rate fields can be used on a single pay code record: Premium Dollars, Premium Percent, or Fixed Rate.

Pay Code Screen

The Pay Code screen enables you to create or edit pay codes. It is accessed from the Pay Code Search List screen when you click the New icon or click on an existing pay code on the list.

The screen elements on the Pay Code screen are described in the following table.

The columns on the Pay Code screen require additional explanation provided below.

Screen ElementDescription
Active

Indicates that the pay code is available for selection in the following locations:

  1. When defining pay schedules under the Manage Admin Lists option on the Administration screen
  2. Services in the Service Catalog may have default pay codes assigned to them
  3. When defining override pay codes for a contact from the Payroll tab of the Contact screen
  4. When creating an estimate on an opportunity, the default pay code may be changed for opportunity services
  5. For overriding pay code for work ticket time on the Time Entry screen
Pay Code NameThis field allows enables you to provide a descriptive name for the pay code. This value is displayed throughout Aspire to represent the pay code.
Pay CodeThis field allows enables you to specify the pay code value that aligns with the company’s payroll system or payroll vendor. This value is included in the payroll export.
Premium DollarsThe hourly dollar amount to be added for any time associated with the pay code.
Premium PercentPercent to increase the pay rate for any time associated with the pay code.
Fixed RateThe dollar amount that overrides the employee’s standard hourly pay rate for any time associated with the pay code.
Exclude from OTCheckbox. Specifies that any time associated with this pay code should not be included in the summation of time that determines if the employee has earned overtime pay.
OT Pay CodeCheckbox. The value of this checkbox is used by Aspire only when exporting pay information to Paychex. When this checkbox is checked, Aspire exports pay amount excluding the overtime premium. In these cases, Paychex will recalculate the overtime premium.

Admin List - Pay Schedule Search List Screen

The Pay Schedules screen enables you to define Aspire’s overall behavior related to paying regular time vs. overtime each week. They also allow them to specify the earliest time each day employees on a specific pay schedule can clock in. A pay schedule is assigned to each employee. The most common pay schedules in Aspire are Salary, Weekly, and Hourly.

The Pay Schedule List screen enables you to manage pay schedules. New pay schedules can be added by clicking the New icon to display the Pay Schedule screen. Existing pay schedules can be edited by clicking on them to display the Pay Schedule screen.


Pay Schedule Screen 

The Pay Schedule screen enables you to create or edit pay schedules. It is accessed from the Pay Schedule Search List screen when you click the New icon or click on an existing pay schedule on the list.


The screen elements on the Pay Schedule screen are described in the following table:
Screen ElementDescription
ActiveThe Active column indicates whether the payment schedule will be available when selecting the employee’s pay schedule on the Contact screen.
Pay Schedule NameThis field enables you to provide a descriptive name for the payment schedule. This value is displayed throughout Aspire to represent the pay schedule.
Daily Hours Before OTFor employees assigned to the pay schedule, this determines how many hours they must put in on any single day before Aspire will begin accruing overtime for that specific day.
Weekly Hours Before OTFor employees assigned to the pay schedule, this determines how many hours they must put in during a week before Aspire will begin accruing overtime for that specific week.
Minimum Start TimeFor employees assigned to the pay schedule, determines the earliest time that Aspire will allow them to clock in. If they clock in prior to the specified time, Aspire will set the clock-in time to the minimum start time.
Default Pay CodeIf no pay code is specified for a time entry on the Time Entry screen, this value determines the pay code that will be reported to the payroll system or payroll vendor.
Default OT Pay CodeThe pay code specified here is used for Aspire to calculate OT based on the employee’s pay schedule.

Admin List - Payment Category Search List Screen

The Payment Category screen enables you to specify valid payment categories for credit memos that they mark “Credit as Expense.” These values are reflected on the End of Month Report so that users can enter them into the accounting system each month.

The Payment Category Search List screen enables you to manage payment categories. New payment categories can be added by clicking the New icon to display the Payment Category screen. Existing payment categories can be edited by clicking on them to show the Payment Category screen.

Payment Category Screen

The Payment Category screen enables you to create or edit payment categories. It is accessed from the Payment Category Search List screen when you click the New icon or click on an existing payment category on the list.

The screen elements on the Payment Category screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the payment category is available for selection when adding a payment category to credit memos.
Payment Category NameSpecify the name of the payment category.
Sort OrderSpecifies the order in which the payment categories should be shown in the selection drop-down list.

Admin List - Payment Terms Search List Screen

The Payment Terms screen enables you to provide a list of valid payment terms that the company can assign to properties. These terms are used for calculating invoices past due in the aging report. The most common payment terms in Aspire are Due on Receipt, Net 30, Net 90, and Net 10.

The Payment Terms Search List screen enables you to manage payment terms. New payment terms can be added by clicking the New icon to display the Payment Terms screen. Existing payment terms can be edited by clicking on them to display the Payment Terms screen.

Payment Terms Screen

The Payment Terms screen enables you to create or edit payment terms. It is accessed from the Payment Terms Search List screen when you click the New icon or click on existing payment terms in the list.

The screen elements on the Payment Terms screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the payment terms option is available for selection when payment terms are being added to a property on the Property screen.
TermsSpecify a name to be associated with the payment terms.
Number of DaysSpecifies the number of days after completion of service within which the customer is expected to make payment for services rendered.

Admin List - Property Group Search List Screen 

The Property Group screen enables you to define groups into which related properties may be placed. For example, they may group together properties located in the same office park, campus, subdivision, or HOA. Property groups are assigned to properties.


The Property Group List screen enables you to manage property groups. New property groups can be added by clicking the New icon to display the Property Group screen. Existing property groups can be edited by clicking on them to show the Property Group screen.

Property Group Screen

The Property Group screen enables you to create or edit property groups. It is accessed from the Property Group Search List screen when you click the New icon or click on existing property groups in the list.

The screen elements on the Property Group screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the property group is available for selection when adding a property group to a property on the Property screen.
Property Group NameSpecify the name of the property groups.

Admin List - Property Status Search List Screen 

The Property Status screen enables you to define a status that can be assigned to properties. It is typically used for managing the sales process. In Aspire, the most common property statuses are Prospect, Customer, Past Customer, and Prior Bid.

The Property Status Search List screen enables you to manage property statuses. New property statuses can be added by clicking the New icon to display the Property Status screen. Existing property statuses can be edited by clicking on them to display the Property Status screen.

Property Status Screen

The Property Status screen enables you to create or edit property statuses. It is accessed from the Property Status Search List screen when you click the New icon or click on an existing property status in the list.

The screen elements on the Property Status screen are described in the following table:

Screen ElementDescription
ActiveIndicates that the property status is available for selection when creating or updating a property on the Property screen.
RequiredRead-only. Certain property statuses are established when Aspire is set up and are required for its proper operation. If this checkbox is checked for an opportunity status, all fields are read-only.
Property Status NameSpecify the name of the property status.

Admin List - Receipt Status Search List Screen 

The Receipt Status screen enables you to review the stages through which Aspire advances purchase receipts based on user actions in the system. These stages are fixed in Aspire and have status codes of; New, Received, Approved, and Complete. Aspire does allow you to provide an item name for each of these codes for display purposes.

Unlike most other admin list screens, the Receipt Status screen will not permit you to add new values. They can, however, specify how each receipt status is displayed on the Purchase Receipt screen.
Receipt Status Screen

The Receipt Status screen enables you to edit receipt statuses. It is accessed from the Receipt Status Search List screen when you click on an existing receipt status in the list.

The screen elements on the Receipt Status screen are described in the following table:

Screen ElementDescription
Receipt StatusThe user-specified value is displayed in purchase receipts to identify the status.
Receipt Status CodeThe underlying value identifies the purpose for the status.

Admin List - Sales Type Search List Screen

The Sales Type screen enables you to define the type of sale for each opportunity. The most common sales types maintained in Aspire are New Sale and Renewal. Sales types provide one of the criteria on which Sales Score Cards can be created to track salesperson performance.

The Sales Type Search List screen enables you to manage sales types. New sales types can be added by clicking the Plus icon to display the Sales Type screen. Existing sales types can be edited by clicking on them to display the Sales Type screen.

Sales Type Screen

The Sales Type screen enables you to create or edit sales types. It is accessed from the Sales Type Search List screen when you click the New icon or click on an existing sales type in the list.

The screen elements on the Sales Type screen are described in the following table:

Screen ElementDescription
ActiveIndicates that the certification type is available for selection when adding a certification to a contact on the Contact screen.
Sales Type NameSpecify the name of the sales type.

Admin List - Service Type Search List Screen

The Service Type Search List screen enables you to define types of services. Service types are tied to divisions and support a more detailed breakdown of services than what is provided by divisions.

The Service Type Search List screen enables you to manage service types. New service types can be added by clicking the Plus icon to display the Service Type screen. Existing service types can be edited by clicking on them to show the Service Type screen.

Service Type Screen

The Service Type screen enables you to create or edit service types. It is accessed from the Service Type Search List screen when you click the New icon or click on an existing service type in the list.

The screen elements on the Service Type screen are described in the following table:

Screen ElementDescription
ActiveIndicates that the service type is available for selection when adding new services.
Service Type NameThis column displays the name of each service type. You can change the name of any existing service types or provide a name for a newly created service type.
DivisionThe Division column enables you to specify the company division with which the service type is associated. Service types should be viewed as providing a further logical breakdown of divisions.
Sort OrderNot used for service types. Aspire will enable you to set values, but they are ignored by the system.

Admin List - Tag Search List Screen

The Tag Search List screen enables you to manage the list of identifiers that can be placed on contacts, properties, or opportunities to classify them for reporting purposes or for filtering search lists. Each tag they create applies either to a property or a contact or an opportunity, but not to combinations of these. Once tags have been created, multiple tags can be added to any property, contact, or opportunity. A common use of tags is to label contacts or properties as maintenance, installation, or enhancement prospects during the sales cycle.

The Tag Search List screen enables you to manage tags. New tags can be added by clicking the New icon to display the Tag screen. Existing tags can be edited by clicking on them to show the Tag screen.

The Tags Search List screen has an additional column described in the following table that is not common to other admin list screens.

Screen ElementDescription
Tag TypeThe Tag Type field shows whether the tag is associated with contacts, properties, or opportunities. These are the only three values available for tag type.
Tag Screen

The Tag screen enables you to create or edit tags. It is accessed from the Tags Search List screen when you click the New icon or click on an existing tag in the list.

The screen elements on the Tag screen are described in the following table:

Screen ElementDescription
ActiveIndicates that the tag is available for selection on the Property, Contacts, or Opportunity screen.
Tag NameSpecify the name of the tag to be associated with a property for purposes of calculating payroll taxes for employees who work at that location.
Tag TypeDrop-down list enables you to select whether the new tag is associated with properties, contacts, or opportunities.

Admin List - Takeoff Group Search List Screen 

A takeoff represents something to be measured or counted on a property. The measure or count is then used for estimating. Takeoffs are logically grouped into takeoff groups. To see an example, see section Takeoffs and Takeoff groups. The whole structure of takeoff groups and associated takeoff items becomes available for adding specific takeoff values to properties to facilitate estimating jobs. You also tie catalog items to the takeoff item relevant to estimating the cost for that catalog item.

The Takeoff Group Search List screen works together with the Takeoff Group screen and the Takeoff Item screen to manage takeoff groups and the takeoff items they contain. The Takeoff Group Search List screen is available from the Admin Lists option within the Administration screen.


Add new takeoff groups by clicking the Plus icon to display the Takeoff Group screen, fill in the values to define the takeoff group, and click save. Once you have created the takeoff group in this manner, they will go back into the same Takeoff Group screen to add individual items by clicking the new takeoff group on the list.

Takeoff Group Screen

The Takeoff Group screen enables you to create or edit takeoff groups by changing group parameters and by adding new takeoff items to the group. It is accessed from the Admin List Takeoff Group screen. When they initiate the creation of a new takeoff group, a simplified version of the screen is displayed.


If you save the takeoff group and then go back into the Takeoff Group screen by clicking on the new takeoff group in the list, the screen will enable you to add takeoff items to the groupa.

Screen ElementDescription
ActiveThis indicates that the takeoff group is available for selection when adding a takeoff group to a takeoff item on the Takeoff Item screen.
Takeoff Group NameEnables you to specify the name of the takeoff group.
Sort OrderThe Sort Order field enables you to define the order in which takeoff groups appear on the Property Takeoffs screen when setting up a property.
Add Icon Clicking this icon will take you to the Takeoff Item screen to add a new takeoff item which will appear in the item list once it has been created.
Item ListaThe item list displays a list of takeoff items that you have added to the takeoff group. Each item defines a facet of a property that can be measured to speed up segments of the estimating process. Clicking an item in the list opens the Takeoff Item screen to edit that item.
Item NameThis column lists the name of the takeoff items that have been created within the selected takeoff group.
Primary ColumnThis column shows which item is the primary takeoff within the takeoff group.
Active ColumnThis column shows if each item in the takeoff group is active and available for reference within Aspire.
Takeoff Item Screen

The Takeoff Item screen enables you to create or edit takeoff items. It is accessed from the Takeoff Group screen by clicking the AddTakeoff Item icon or clicking on a takeoff item in the list.

Screen ElementDescription
ActiveThis indicates that the takeoff item is available for selection when entering takeoff values for a property.
Takeoff Item NameEnables you to specify the name of the takeoff item.
Takeoff GroupEnables you to specify the takeoff group in which the takeoff item should appear.
Unit TypeEnables you to specify the unit type for the takeoff. For example, if they are creating a takeoff for the turf area, they would likely enter the units as square feet or some other unit of area. For irrigation connections that they need to service, it would be best to specify units of “each” or “count.” Valid units of measure are defined on the Unit Type screen.
SortThe Sort field enables you to define the order in which takeoff items appear within their respective groups on the Property Takeoffs screen when setting up a property.
Show in ListsDetermines whether takeoff value will be available as a field in search lists such as the Opportunity Services search list on the Reports screen. This enables you to control the number of fields available in search lists so that the important takeoffs are available, but the list of available fields does not become unwieldy by including all takeoffs.
Primary TakeoffThis checkbox enables you to specify a takeoff item is a primary takeoff for properties serviced by the company.  Typically, the primary takeoff for a property is the takeoff that most accurately reflects the overall size of the service area of the property.  It is common to establish a takeoff called “Total Turf” and label it as the primary takeoff. When you define the takeoff structure for the company, they must define only one primary takeoff which will be reflected on the Properties screen for each property. This can be switched at any time if you determine in the winter that the total parking lot area is a better primary takeoff for properties during the winter season. The primary takeoff name and value is also available in the search lists Opportunity, Property, and Work Ticket, and is available when creating advanced search formula fields associated with those search lists.

Admin List - Tax Entity Search List Screen

Tax entities represent state, county, or city tax locations. Tax entities can be grouped together using the Tax Jurisdictions screen to define broader areas called tax jurisdictions. The article, Sales Tax Setup in Aspire, provides a full explanation of these concepts and their setup in Aspire.

The Tax Entity Search List screen enables you to manage tax entities. New tax entities can be added by clicking the New icon to display the Tax Entity screen. Existing tax entities can be edited by clicking on them to show the Tax Entity screen.

Tax Entity Screen

The Tax Entity enables you to create or edit tax entities. It is accessed from the Tax Entity Search List screen when you click the New icon or click on an existing tax entity in the list.

The screen elements on the Tax Entity screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the tax entity is available for selection when tax entities to tax jurisdictions on the Jurisdiction Entities screen.
Tax Entity NameSpecify the name of the tax entity.
Tax PercentEnables you to specify the tax collection requirement of the taxation entity. For example, entering 1.5 specifies that the entity requires you to collect a 1.5% tax. For areas that are tax-exempt, specify a tax percent of zero (0).

Admin List - Tax Jurisdiction Search List Screen

Tax jurisdictions represent areas of overlapping tax entities (i.e. city, county, and state) and define the tax structure for that area. Aspire calculates taxes for services on a property based on the tax jurisdiction in which the property is located. The Tax Jurisdiction Search List screen and associated sub-screens enable you to set up tax jurisdictions. Tax entities must be defined using the Tax Entities screen before tax jurisdictions can be established. The article, Sales Tax Setup in Aspire, provides a full explanation of these concepts and their setup in Aspire.

The Tax Jurisdictions Search List screen enables you to manage tax jurisdiction. New tax jurisdictions can be added by clicking the New Tax Jurisdiction icon, to display the Tax Jurisdiction screen. Existing tax jurisdictions can be edited by clicking on them to display the Tax Jurisdiction screen.

Clicking the Edit Tax Entities button for one of the jurisdictions displays the Jurisdiction Entities screen that enables you to view or select the tax entities that comprise the tax jurisdiction.

Tax Jurisdiction Screen

The Tax Jurisdiction screen is displayed when you click the Plus icon or one of the tax jurisdictions on the Tax Jurisdiction Search List screen.

The screen elements on the Tax Jurisdiction screen are described in the following table:

Screen ElementDescription
ActiveMarking the jurisdiction as inactive (removing the checkmark from this check box) effectively removes the jurisdiction from Aspire so that it will not be considered in tax calculations.
Tax Jurisdiction NameRequired. Enables you to specify the name of the tax jurisdiction.
State Tax PercentThe value is read-only and is always set by Aspire to the sum of the tax entity percent values for the jurisdiction as shown on the Jurisdiction Entities screen.
Federal Tax PercentSpecify the tax percent that the federal government requires you to collect within the tax jurisdiction.
Save Icon Saves changes to the tax jurisdiction definition and returns to the Tax Jurisdictions screen.
Jurisdiction Entities Screen

The Jurisdiction Entities screen enables you to define the list of tax entities associated with the selected tax jurisdiction. It is displayed by clicking the Edit Tax Entities button for one of the tax jurisdictions on the Tax Jurisdiction Search List screen in the Admin Lists. The name of the jurisdiction is shown in the header.

The screen elements on the Jurisdiction Entities screen are described in the following table:

Screen ElementDescription
Add Entity icon  Clicking the New icon adds a new taxing entity to the list of tax entities that are part of the jurisdiction.
Taxing EntityRequired. A drop-down list enables you to select an existing tax entity on the Tax Entities screen.
PercentRead-only. Displays the tax percent for the tax entity as defined on the Tax Entities screen.
TotalRead-only. Displays the sum of the tax percent values for all tax entities listed. Note that Aspire will place this total value in the State Tax Percent field on the Tax Jurisdictions screen when you click the Save icon.
Save icon Saves changes to the list of tax entities and returns to the Tax Jurisdiction Search List screen. Note that Aspire updates the value in the State Tax Percent field on the Tax Jurisdiction screen to match the sum of the percent values for all selected tax entities.

Admin List - Unit Type Search List Screen

The Unit Type Search List screen enables you to define valid units of measure to be used when setting up items, kits, or takeoffs. The most common unit types used in Aspire are Dollars, Tons, Hours, Bags, Lb, LF, Oz, Each, 1 Gal, 3 Gal, 5 Gal, SF, and Box. New unit types can be added by clicking the Plus icon to display the Unit Type screen. Existing unit types can be edited by clicking on them to display the Unit Type screen.

Unit Type Screen

The Unit Type screen enables you to create or edit unit types. It is accessed from the Unit Type screen when they click the New icon or click on an existing unit type in the list.

The screen elements on the Unit Type screen are described in the following table:

Screen ElementDescription
ActiveThis indicates that the unit type is available for selection when setting up items, kits, and takeoffs.
Unit Type NameSpecify the name of the unit type.

Admin List - Vendor Search List Screen 

The Vendor screen enables you to set up a list of vendors used for purchasing and must align with the setup of the accounting system. The best practice for companies who use QuickBooks, Great Plains, or Acumatica is to maintain vendors in those systems and synchronize Aspire to load vendors. In this case, the user will not enter vendors directly into Aspire from the Vendors Admin List screen.

The Vendor List screen enables you to manage vendors. New vendors can be added by clicking the New icon, to display the Vendor screen. Existing vendors can be edited by clicking on them to show the Vendor screen.

Vendor Screen

The Vendor screen enables you to create or edit vendors. It is accessed from the Vendor Search List screen when they click the New icon or click on an existing vendor on the list.

The screen elements on the Vendor screen are described in the following table:

Screen ElementDescription
ActiveIndicates that the vendor is available for selection when creating a purchase receipt on the Purchase Receipt screen.
Vendor NameSpecify the name of the vendor.
Accounting Vendor IDValue ties the vendor in Aspire with a vendor in the accounting system. Normally populated when the vendor is synchronized into Aspire from the accounting system.

Admin List - Workers Compensation Search List Screen

Workers' compensation codes are available for companies that integrate their external payroll systems with Aspire. Once defined, workers' compensation codes can be specified for employees, services, and/or divisions to be used when exporting employee time from Aspire to the external system. When a time export occurs, the workers' compensation code exported is determined based on the following hierarchy:

  • Use workers' compensation code assigned to the employee if provided.
  • If not, use the worker compensation code assigned to the service performed if provided.
  • If not, use the worker compensation code assigned to the division of the service.

The Workers Compensation Search List screen enables you to manage workers' compensation codes. New workers' compensation codes can be added by clicking the New icon to display the Workers Compensation Code screen. Existing workers' compensation codes can be edited by clicking on them to display the Workers Compensation Code screen.

Workers Compensation Code Screen

The Workers Compensation Code screen enables you to create or edit workers' compensation code. It is accessed from the Workers Compensation Code Search List screen when you click the New icon or click on an existing workers compensation code in the list.


The screen elements on the Workers Compensation Code screen are described in the following table:

Screen ElementDescription
Workers Comp NameDescriptive name associated with the workers' compensation code
Workers Comp CodeCode value that is exported to a payroll system external to Aspire.

Admin List - Work Ticket Status Search List Screen

As a work ticket is advanced through the business flow, Aspire updates the work ticket status. There are five standard work ticket statuses through which work tickets can advance: Open, Scheduled, Pending Approval, Complete, and Canceled. The Work Ticket Status screen enables you to provide an alternate display value (labeled as “Item Name”) for any status. Aspire will not allow them to add additional work ticket statuses.

The Work Ticket Status List screen enables you to manage work ticket statuses. New work ticket statuses can be added by clicking the Plus icon to display the Work Ticket Status screen. Existing work ticket statuses can be edited by clicking on them to display the Work Ticket Status screen.

Work Ticket Status Screen

The Work Ticket Status screen enables you to create or edit work ticket statuses. It is accessed from the Work Ticket Status Search List screen when you click the New icon or click on existing work ticket statuses on the list.

The screen elements on the Work Ticket Status screen are described in the following table:

Screen ElementDescription
Work Ticket Status NameThe work ticket status name determines the way that the status is displayed on the Work Ticket screen or in search lists that display the work ticket status.
Work Ticket Status CodeThe work ticket status code is a read-only field that represents the underlying meaning of the status from a system perspective. You cannot change the status code.