Contacts Permissions

The following information describes the contact-oriented Permissions that can be assigned to user roles.

Add Contact 

You can view contacts in Aspire. The Add Contact permission enables you to add contacts.  You can create new contacts from the New Contact icon on the Contacts Search List screen or from the Quick Menu in the Aspire Navigation Bar. With this permission alone, you will not be able to edit the contact once it is initially created; you must additionally be given the Edit All Contacts or Edit My Contacts permission. This permission will allow you to create contacts but will not allow you to make those contacts into system users. Creating user accounts for contacts requires one of the following permissions: System Admin, Branch Admin, or Create Crew Leader Contact. You must enable this permission before modifying contacts when the Edit All Contact permission is enabled. 

Add Crew Leader Contact 

This permission allows non-system admin users the option to create crew leaders. The rationale is that branch managers are often not given system admin permission and thus can not create users. This permission allows users without system admin-level permissions to create users in a particular role Crew Leader.
It allows you to create new contacts from the New Contact button on the Contacts Search List screen or the Aspire Navigation Bar.  From the Contact screen, while creating the contact, you can click the Create User option to add your account necessary for crew leaders. When Aspire brings up your screen, the Role field will default to contain the Crew Leader role and will be read-only, thus preventing additional roles from being added to your account.  Note that once the contact and user record has been saved, if you only have the Add Crew Leader Contact permission, you cannot go back and edit the record unless you also have Edit All Contacts or Edit My Contacts permissions.

Add Employee Incident 

On the Contact screen, this permission displays the Add Employee Incident option, allowing users to add an incident to the selected user, even if they do not have HR Admin or System Admin permission. 

Bulk Email Contacts 

It enables you to update the email notification contact on the Property advance search list screen to update more than one email contact at once. 

Configure Contact Required Fields

Allows you to control the number of users that can make contact fields required. 

Delete Contacts 

If you have the system admin permission, you can assign the delete contacts permissions to specific users to control who can merge and delete contacts in Aspire. 

Edit Accounting Sync ID 

Enables you the option to set the Accounting Sync ID field for other employees on the Payroll section of the Contact screen. If you do not have this permission, the Accounting Sync ID field is disabled. 

Edit All Contacts 

Allows you to edit any contact regardless of who is listed as the contact owner on the Contact screen. One exception, however, is that you will not be able to edit any contact who is a billing contact on any property unless they also have the Edit Billing Contact permission. Such contacts will be read only on the Contact screen. Note that you can still change who is listed as the billing contact on the Property Overview and Property Detail screens. While you can edit most contact information, you will not have access to the HR Admin tab of the Contact screen unless you also have System Admin or HR Admin permission. Additionally, you will not have access to the scorecards section of the Contact screen to add or edit sales scorecards unless you also have System Admin or Sales Manager permission. 

Edit Billing Contact 

It enables you to edit contacts that are billing contacts. Without this permission, if you have the Edit All Contacts or Edit My Contact permission, you will be prevented from changing contact information for billing contacts on any property. You are also prevented from changing who is listed as the billing contact on the Property Overview and Property Detail screens. 

Edit My Contacts 

It enables you to edit contacts for which they are the designated owner. One exception, however, is that you cannot edit any contact who is a billing contact on any property unless you also have the Edit Billing Contact permission. The information for such contacts is read-only on the Contact screen.

While you can edit most contact information if they created the contact, you will not have access to the HR Admin section of the Contact screen unless you also have System Admin or HR Admin permission. Additionally, you will not have access to the Scorecards section of the Contact screen to add or edit sales scorecards unless you also have System Admin or Sales Manager permission. 

Import Contacts and Properties 

If you have admin permission, you can assign the import contacts and properties functionality to a user role. 

Send Customer Portal Invitation  

Allows you to send Customer Portal invitations by making the Send Customer Portal Invitation option available in the Bulk Actions menu of the Contacts Search List screen. The Customer Portal must also be enabled on the Customer Portal tab of the Application Configuration screen. 

Update Employee PIN 

Allows you to reset the PIN of an employee by selecting Update User from the Contactdetails screen without having Admin permission.