With notifications enabled, you can send instant notifications when a Work Ticket is marked complete in Aspire Mobile or receive an internal alert if a crew member doesn’t clock into a scheduled Work Ticket.

Email Notifications are a great way to communicate with your customers. This notification type is an alternative to SMS and can be useful for contacts who manage many properties and need more detailed information at once. You can also use email notifications to send equipment inspection alerts to your internal teams responsible for maintenance.

Email Notifications can also be used to communicate equipment inspections to your internal teams and go to the user that is responsible for maintenance on equipment being used.

Sometimes, you have customers who don't read emails or prefer a short text message to notify them about service. You can reach these customers with an SMS notification.

Notification types:

• Email notifications

  • Uses HTML and can include logos.

  • You can use tokens to insert dynamic information.

• SMS Notifications

  • Send messages to your customers from a toll-free number unique to your organization.

Workflow triggers:

• Email triggers:

  • Work Ticket completed in:

    • Aspire Mobile

    • The Subcontractor Portal

    • Aspire Cloud

  • Equipment Inspection complete (internal):

    • Equipment Inspection Out of Service

    • Failed, Warning, or Passed

  SMS triggers:

  • Absentee Notification (Internal):

    • Job Not Started in Aspire Mobile

  • Visit Reminders:

    • Work Ticket Visit Scheduled

  • Work Ticket Complete in:

    • Aspire Mobile

    • The Subcontractor Portal

    • Aspire Cloud

• Configuration:

  • You can configure notifications at the system and branch levels.

  • You can also configure them at the Division, Service Type, or Service level.

  • You can copy existing notifications to quickly set up new ones.

  Delivery time:

  • Immediately (Email and SMS)

  • Daily Digest (Email only)

  • Weekly Digest (Email only)

  • Day Before (SMS Visit Reminders)

Requirements to access notification configuration

Your role permissions

To set up notifications, you must have the following permissions:

• The Manage Notification Settings permission is turned on for your user role at either the system or branch level.

• The Edit All Contacts permission is turned on, which allows you to set up a contact to receive SMS notifications.

For Absentee Notifications, you must have time-based scheduling turned on for the relevant branches and routes.

To manage permissions, go to your Profile > Administration > User Management > User Roles. Under Admin, select Manage Notification Settings (System) and Manage Notifications Settings (Branch).

Turning on notifications

Once your user role has the correct permissions, you can configure your notification settings.

1. Go to Administration > Notifications and select the Notifications Settings tab.

2. Turn on the Email Notifications Enabled or SMS Notifications Enabled toggles.

3. In the Reply To Email (System) field, enter a default reply-to email address.

4. Optional: To override system settings for a specific branch, select a branch from the list and update its settings.

   Note: If you have more than one branch, you must turn on notifications for each one individually or use the Bulk Actions menu to turn them on for multiple branches at once.

   

5. Save your changes.

Preparing contact records to accept notifications

For customers to receive notifications, you must allow notifications on the Property's Contact record. You can specify notification contacts in the Contacts section of the Property Overview screen.

For internal notifications, your employees must opt-in to receive messages on their contact record.

Example of an email notification:

When you turn on notifications, you can send them instantly when a Work Ticket is marked complete in Aspire Mobile. You can also receive an internal alert if a crew member doesn't clock into their scheduled Work Ticket.

For email notifications, you can use the digest approach to streamline communication about completed work. You can send a daily or weekly digest of all Work Tickets completed during that period. The digest includes all applicable Work Tickets completed since the last digest was sent.

Examples:

• Daily digest:

  • A digest sent at 7:00 AM today includes all Work Tickets completed between 7:01 AM yesterday and 7:00 AM today.

  • A digest sent at 9:00 PM today includes all Work Tickets completed between 9:01 PM yesterday and 9:00 PM today.

• Weekly digest:

  • A digest sent on Friday at 8:00 PM includes all Work Tickets completed between 8:01 PM the previous Friday and 8:00 PM on the day it is sent.

  • A digest sent on Monday at 6:00 AM includes all Work Tickets completed between 6:01 AM the previous Monday and 6:00 AM on the day it is sent.

For your team to receive internal SMS notifications, you must send an invite to the employee's contact record.

1. Go to the employee's Contact record.

2. In the Mobile Phone section, find the SMS Notification Status field and select SEND INVITE.

   1. After the invite is sent, the field updates to Opt-in SMS Sent with the date.

3. Your employee receives an SMS message asking them to opt-in. They must reply START to finish the process.

Once an employee opts in, their status shows as SMS Enabled with the date. You can also opt-in multiple employees at once using Bulk Actions in the Contacts module.

If you need to review the Opt-In status for any of your contacts, add the Display column of SMS Opt-In Status:

• A hazard icon means that the contact has a pending Opt-In SMS invite.

• A green checkmark means that the contact has accepted the Opt-In SMS invite.

  • More detail about Internal SMS Notification types is found here.

  • More detail about Internal Email Notification types is found here.

Prepare customer contact records for notifications

For your customers to receive notifications, you must allow notifications on the property's contact record. You can specify which contacts receive notifications in the Contacts section of the Property Overview screen.

More detail about opting in to SMS Notification types is found here.

The Notification Log allows you to view and filter information about sent notifications. You can find the log in three places:

• Configuration > Notifications > Notification Log

• On the Contact Details screen

• On the Property Details screen

In the log, you can add the Status column to check if a delivery was Delivered or Failed. Selecting a recipient's name in the log takes you to their contact record in the Contacts module.

After you configure user roles and turn on notifications for your system and branches, you're ready to create your email or SMS notification templates.

• To learn how to set up an Email Notification, read Using Email notifications.

• To learn how to set up and SMS Notification, read Using SMS notifications.