Introduction to Administration

When your company chooses to use Aspire to run your business, the Aspire Implementation team leads you through the process of initially setting up your system.

🧠 The majority of system configuration in your Aspire system will be done in the Administration module.

Here you will:

Manage Users and User Roles
Create Pricing Mark-Ups
Add and Edit Items, such as Materials, Labor, and Kits
Create Branches
and much more!

During this process, initial information specific to your company is loaded into Aspire, such as properties and contacts. Other information, such as tax entities and pricing markups, are manually entered into the system.

To update this information on an ongoing basis during and after implementation, Aspire’s Administration module is maintained by System Administrators, probably like yourself.

Navigation to the Administration Module

To access the Administration module, click on your Profile Icon in the bottom left.

Then, click Administration.

Clicking it will take you to the Administration module, as shown below!

The tabs across the top are in alphabetical order (besides Favorites). The subsections within each tab are also in alphabetical order (besides Equipment).

Next, we'll show the structure of Administration!

Administration Module Structure

In the previous section, you saw that subsections are contained in the tabs across the top of the screen.

The Administration menu is displayed as horizontal tabs across the top. Each tab includes subsections that relate to that tab.

For example:

Administration module
- Organization tab
  - Branches subsection
  - Regions subsection
  - Districts subsection

In the tables below, review the full list of tabs and related subsections starting from left to right:

Application

Sub Tab in Group	Description	Additional Resource
Advanced Search Formulas	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.	See Advanced Search Formulas Documentation
API	This section of Administration helps you connect your custom API to your Aspire system.	See API Documentation
Required Fields	Required Fields help with making sure information in your system is accurate and encourages a well-rounded experience for your clients. They keep your team informed of specific contact, property, or opportunity related information to help them provide top notch service results! This makes sure that the data is complete and accurate before it is saved in the system.	See Required Field Documentation
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.	See Budget Documentation
Custom Forms	The Custom Forms feature allows you to use forms and checklists that match your unique workflow needs when working in Aspire Mobile. Use forms to capture critical information and reduce paperwork.	See Custom Forms Documentation
Imports	Aspire provides a tool that allows you to import contacts, properties, and more from spreadsheets.	See Import Screen
Issues	The Application - Issues screen enables you to manage issue-related settings in Aspire. As a system administrator, you can configure issue notification emails to use the branch name instead of the company name.	See Issues in Administration Documentation
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.	See Application Documentation
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.	See Report Layout Documentation
Web Report Designer	The web report designer is the web-based version of the Report Designer. You can generate and manage report layouts for all portions of Aspire on a granular level.	See Web Report Designer Documentation
Advanced Search Formulas	Advanced search formulas enable you to create custom fields for display in Aspire that are based on calculations performed on existing search list fields.	See Advanced Search Formula Screen Documentation

Equipment

Sub Tab in Group	Description	Additional Resource
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.	See Equipment Administration Documentation
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 Administration Documentation
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.	See Equipment Administration Documentation
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.	See Equipment Administration Documentation
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.	See Equipment Administration Documentation
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.	See Equipment Administration Documentation
Inspection Categories	Equipment Inspection Categories are used to build out and manage an Inspection Type. Inspection Types are used to carry out customizable equipment inspections. You can create, manage, search and view inspection categories from this screen.	See Equipment Administration Documentation
Inspection Types	An Inspection Type dictates the kind of inspection to be performed on your equipment. It also establishes how the inspection categories within that designated type will be rated.	See Equipment Administration Documentation

Estimating

Sub Tab in Group	Description	Additional Resource
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.	See Estimate Custom Columns Search List Screen
General Conditions 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.	See General Condition Templates Search List Screen
Item Catalog	The Item Catalog in Aspire streamlines the estimation process, ensuring that all items are accounted for accurately and consistently!	See Item Catalog Documentation
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 Template Admin Documentation See How to Create an Opportunity Template
Optional Service Tool	Offering optional enhancements, beyond the contracted services on your proposals, can be a great way to increase revenue for your company. However, managing and following up on these optional services can be difficult on a one-by-one basis. Using the Optional Services tool can be a great way to follow-up with clients and build simple sales pipelines for a single service.	See Optional Service Tool Documentation
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.	See Pricing Documentation
Renewals	You can set your opportunity renewal options and choose whether or not your users can change the settings you have set.	See Renewals Documentation
Service Catalog	A service is the work performed by your company. Services make up the Contract or Work Order Opportunities you estimate and must be created in the service catalog in Administration before being added to an estimate on an opportunity.	See Service Catalog Documentation
Workflows	Workflows give users, such as a Sales Manager, the ability to create an approval process for their sales reps prior to delivering a bid.	See Workflow Documentation
Visit Checklist Items	The visit checklist item screen enables you to create and manage individual items that can be used to compose a visit checklist item.	See Visit Checklist Items Documentation See how to set up Service Visit Checklists for Scheduling Documentation

Notifications

Sub Tab in Group	Description	Additional Resource
Notifications Settings	From Notification Settings, you can configure email and SMS notifications to communicate important information to your customers.	See Notification Settings Documentation
Manage Notifications	The Manage Notifications screen is accessed under the Notifications section of the Administration menu. You can manage and create new email and SMS notification templates from the Manage Notifications screen.	See Manage Notifications Documentation
Notification Log	The notification log search list screen allows you to view and filter information about sent notifications. By default, you will be able to see when a notification was sent and to whom the notification was sent.	See Notification Log Documentation

Organization

Sub Tab in Group	Description	Additional Resource
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.	See *Branches Documentation* See Adding a New Branch in Aspire Documentation
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.	See *Regions Documentation*
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.	See *Organization Documentation*

Sub Tab in Group

Description

Additional Resource

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.

See Branches Documentation

See Adding a New Branch in Aspire Documentation

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.

See Regions Documentation

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.

See Organization Documentation

Site Audit

Sub Tab in Group	Description	Additional Resource
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 Audits Category Documentation
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.	See Site Audit Documentation

User Management

Sub Tab in Group	Description	Additional Resource
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.	See User Screen Documentation
Manage Devices	When you authorize devices with Aspire, users with System Admin 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.	See Device Authorization Documentation
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 Default User Role Documentation

Configuration

Sub Tab in Group	Description	Additional Resource
	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.	See Configuration Documentation