Overview
The User screen holds the settings for an Aspire user account, including login details, branch access, roles, email and calendar sync, and display preferences. Use this reference to look up what each field on the screen does and who can change it.
Things to know
A contact record must exist before you can create a user account for that person.
You can open the User screen from three places:
Your own settings: Select your profile icon, then select User Settings.
A contact record: Open the three-dot menu on the contact record and select Create User. If the contact already has a user account, the option is Update User.
Administration: Go to Administration > User Management > Users and select a user.
System administrators can open and edit other users’ accounts. Branch administrators can too if Enhance Branch Admin Security is turned on, but only for users assigned to branches they have access to.
Some fields only display when you open your own settings, and others only display for administrators. The tables below note these differences.
Select Save in the upper-right corner after you make changes.
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User info and security
Field | Description | Notes |
|---|---|---|
Profile photo | The user's photo. Select Upload New Photo to choose a file, or select the camera icon to take a photo with your webcam. | Only displays in your own settings. The photo can appear on the Opportunity Proposal Layout report, the Weekly Time Card, and custom layouts. |
Contact | The contact the user account belongs to. The name comes from the First Name and Last Name fields on the contact record. | To change the name, edit the contact record. When you create a user from Administration > User Management > Users, this field is a menu that lists Employee and Sub contacts that don't have a user account yet. |
Signature | Select the pen icon above the contact name to open the Contact Signature window, where you can draw a signature to include on proposals. | Only displays in your own settings. |
PIN | A personal identification number made of letters, numbers, or both. Users can log in with their PIN once their device is authorized and they've logged in at least once with their email and password. | Required. Each user's PIN must be unique. Shared PINs cause clock-in and time entry issues in Weekly Time Review and Aspire Mobile. |
Password | The password the user logs in with, along with their email address and Company Code. | Required. |
Verify Password | Confirms the password. The value must match the Password field. | Required. |
Active | Controls whether the user account can access Aspire. Turn it off when someone leaves your company. | Administrators only. |
All Branch Access | Gives the user access to all branches. Every record in Aspire, such as contacts, properties, opportunities, vendors, receipts, and routes, belongs to a branch. | Administrators only. You can only give branch access for branches you have access to. |
Branch | The branches the user can access. | Administrators only. Available when All Branch Access isn't selected. |
Attachments | Files attached to the user's contact record. | Administrators only. Anyone who can view the user account can view its attachments. |
Roles | The user roles assigned to the account. Roles control which Aspire features the user can access. | Read-only in your own settings. Users with System Admin and Manage User Roles permissions can change roles. |
Email Signature
Field | Description | Notes |
|---|---|---|
Email Signature | A formatted block of text and images added to the end of emails Aspire sends from you, such as invoices and issue notifications. Use the rich text editor to add fonts, styles, links, and images. | Only displays in your own settings. |
Sync
Use this section to sync your Microsoft 365 or Google email and calendar with Aspire. You can only set up a sync from your own User Settings. When an administrator opens another user's account, these fields are read-only.
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Field | Description | Notes |
|---|---|---|
Sync Email | Sends and syncs email through your Microsoft 365 or Google account. | The fields below Sync Aspire Folder only display when Sync Email or Sync Calendar is selected. |
Sync Calendar | Syncs appointments between Aspire and your Microsoft 365 or Google calendar. | |
Calendar Privacy: Public | Other Aspire users can see all appointment details on your calendar. | |
Calendar Privacy: Private | Other users see your appointments as blocks of time without the subject, location, or notes. | |
Shared With | Employee contacts who can see full appointment details when your calendar is private. | Doesn't apply when your calendar is public. |
Sync Aspire Folder | Adds an Aspire folder (or label in Gmail) and a Processed subfolder to your email account. Emails you move to the Aspire folder are copied into Aspire as Email activities, then moved to Processed. | Emails import after the next hourly sync. |
Provider | Your email provider: Microsoft 365 or Google. | When you select Save, Aspire opens a sign-in window from your provider so you can authorize the connection. |
The email address Aspire syncs with. | Must match the email address on your contact record. |
For setup steps and troubleshooting, see Syncing Your Email and Calendar to Aspire.
Application Preferences
Field | Description | Notes |
|---|---|---|
Home Screen Column 1, 2, and 3 | Sets what each column on the Dashboard shows, such as the To Do List, Recent Activity, metric dials, or KPI and Insights widgets. Column 1 is on the left, column 2 is in the middle, and column 3 is on the right. | You can leave a column empty. |
To Do List Next # of Days | How many days of upcoming items the To Do List column shows. | Maximum of 30. |
Advanced Search List Show Group Header | When selected, search lists show the active grouping below the search bar. | |
Advanced Search List Show Filter Header | When selected, search lists show the active filters below the search bar. | |
Enable Side Panels | Turns side panels on or off. Side panels show related contact, property, and work ticket details without leaving the screen you're on. | On by default. System administrators can change this setting for other users. |
Hourly Dashboard Refresh | When turned on, the Dashboard's metrics, KPIs, and Insights refresh every 60 minutes while you're logged in. When it's off, they refresh once a day. | If you're not on the Dashboard when a refresh is due, it refreshes the next time you open it. Refreshing the Dashboard manually resets the timer. |
Devices
This section lists the devices the user is currently active on. Only system administrators can see it. To authorize or deactivate devices, see Devices Search List Screen.
User Sessions
Select the three-dot icon next to Save, then select User Sessions to see each device where your account is logged in and its last activity. From this window, you can end a single session or all sessions.