---
title: "Introduction to Administration"
slug: "introduction-to-administration"
tags: ["Industry - Landscaping", "Role - System Admin", "Skill Level - 1 (Beginner)"]
updated: 2026-04-16T13:28:28Z
published: 2026-04-16T13:28:28Z
canonical: "guide.youraspire.com/introduction-to-administration"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/overview-of-the-administration-module-image-rekogc77.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

Then, click *Administration*.

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

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/overview-of-the-administration-module-image-d6xuztdv.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

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

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-QVB8TC5H.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

| **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**](https://guide.youraspire.com/docs/creating-a-custom-field-for-your-lists-with-advanced-search-formulas) |
| API | This section of Administration helps you connect your custom API to your Aspire system. | **See** [**API Documentation**](https://guide.youraspire.com/docs/application-programming-interface) |
| 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**](https://guide.youraspire.com/docs/setting-up-required-fields) |
| 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**](https://guide.youraspire.com/docs/budgets-search-list-screen) |
| 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**](https://guide.youraspire.com/docs/custom-form-screen) |
| Imports | Aspire provides a tool that allows you to import contacts, properties, and more from spreadsheets. | **See** [**Import Screen**](https://guide.youraspire.com/docs/application-import-contacts-and-properties) |
| 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**](https://guide.youraspire.com/docs/application-issues-screen) |
| 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**](https://guide.youraspire.com/docs/application) |
| 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**](https://guide.youraspire.com/docs/layouts) |
| 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**](https://guide.youraspire.com/docs/using-web-report-designer) |
| 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**](https://guide.youraspire.com/docs/advanced-search-formula-screen) |

## Equipment![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-LFYMLN0B.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

| 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](https://guide.youraspire.com/docs/understanding-the-equipment-tab-in-administration) |
| 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](https://guide.youraspire.com/docs/understanding-the-equipment-tab-in-administration) |
| 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](https://guide.youraspire.com/docs/understanding-the-equipment-tab-in-administration) |
| 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](https://guide.youraspire.com/docs/understanding-the-equipment-tab-in-administration) |
| 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](https://guide.youraspire.com/docs/understanding-the-equipment-tab-in-administration) |
| 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](https://guide.youraspire.com/docs/understanding-the-equipment-tab-in-administration) |
| 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](https://guide.youraspire.com/docs/understanding-the-equipment-tab-in-administration) |
| 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](https://guide.youraspire.com/docs/understanding-the-equipment-tab-in-administration) |

## Estimating![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1VL8R59P.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

| 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**](https://guide.youraspire.com/docs/estimate-custom-column-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**](https://guide.youraspire.com/docs/general-conditions-template-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**](https://guide.youraspire.com/docs/adding-items-to-the-item-catalog) |
| 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**](https://guide.youraspire.com/docs/opportunity-template-screen-1) **See** [**How to Create an Opportunity Template**](https://guide.youraspire.com/docs/creating-estimates-with-templates) |
| 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**](https://guide.youraspire.com/docs/using-the-optional-services-tool-for-opportunities) |
| 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**](https://guide.youraspire.com/docs/pricing-in-aspire) |
| 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**](https://guide.youraspire.com/docs/understanding-contract-renewal-settings) |
| 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**](https://guide.youraspire.com/docs/creating-a-service) |
| 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**](https://guide.youraspire.com/docs/workflow-screen) |
| 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**](https://guide.youraspire.com/docs/visit-checklist-items-screen) **See how to set up** [**Service Visit Checklists for Scheduling**](https://guide.youraspire.com/docs/service-visit-checklists) **Documentation** |

## Notifications

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2025-10-28_12-02-12.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

| 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**](https://guide.youraspire.com/docs/notification-settings-search-list-screen-1) |
| 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**](https://guide.youraspire.com/docs/manage-notifications) |
| 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**](https://guide.youraspire.com/docs/manage-notifications) |

## Organization

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2025-10-28_11-59-58.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

| 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***](https://guide.youraspire.com/docs/branch-screen) **See** [**Adding a New Branch in Aspire Documentation**](https://guide.youraspire.com/docs/adding-a-new-branch-in-aspire) |
| **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***](https://guide.youraspire.com/docs/region-screen) |
| **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***](https://guide.youraspire.com/docs/building-your-organization-in-aspire) |

## Site Audit

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2025-10-28_11-54-55.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

| 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**](https://guide.youraspire.com/docs/site-audit-category-screen) |
| 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**](https://guide.youraspire.com/docs/setting-up-site-audits-in-administration) |

## User Management

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2025-10-28_11-55-01.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

| 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**](https://guide.youraspire.com/docs/user-screen) |
| 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**](https://guide.youraspire.com/docs/approving-a-device) |
| 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**](https://guide.youraspire.com/docs/understanding-default-user-roles-and-adding-new-roles) |

## Configuration

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/2025-10-28_12-20-44.png?sv=2026-02-06&spr=https&st=2026-10-27T05%3A32%3A20Z&se=2026-10-27T06%3A32%3A20Z&sr=c&sp=r&sig=3aASwR4FIaGIOZzpJHrfhp4eNacjaSUGH08dMradIPs%3D)

| 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**](https://guide.youraspire.com/docs/configuration-1) |

##