Life Cycle of a Work Ticket
  • 24 May 2022
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Life Cycle of a Work Ticket

  • PDF

Work Tickets represent specific work to be performed to service a job. Aspire generates work tickets in the following situations:

  • Winning Opportunities – When the user wins an opportunity, Aspire creates a work ticket for each occurrence of every service on the opportunity except for As Needed opportunity services. Most work tickets generated by Aspire come into existence in this manner.
  • As Needed Tickets
  • Quick Tickets

Work tickets advance through a series of statuses as shown here, ending with either a Complete or Cancelled status. The most common workflows for work tickets completed as planned are depicted by the grey arrows in the diagram below.

The following items provide additional information:

  • Work Ticket Cancellation - Work tickets cannot be cancelled if they have time or materials recorded on them.
  • Work Ticket Approval – Services in the service catalog can be marked as “Requires Approval.” Tickets associated with service not requiring approval go directly to Complete status when they are marked complete by an authorized individual. If a ticket requires approval and a user completes it, the ticket goes to Pending Approval status.
  • Automatic Approval – By default, if the user who completes a work ticket requiring approval is the property account owner, Aspire automatically approves work tickets skipping the Pending Approval status.
  • Disabling Automatic Approval – The user can force manual approval of work tickets created from services marked with “Requires Approval” by selecting the Disable Automatic Ticket Approval checkbox on the Application tab of the Application Configuration screen. When this option is chosen and the property account owner completes a ticket requiring approval, the ticket will go to Pending Approval status.
  • Quick Tickets - When work tickets are created based on quick tickets, they start in either Pending Approval or Complete status depending on whether the associated service requires approval.

Scheduled Start and End Date

When the user creates an opportunity, Aspire allows the user to define a start and end date for the contract or work order. The start and end date define the period, usually beginning after the agreement has been signed, during which work will be performed. The start date is required to complete the estimate for an opportunity. The end date is required for work orders. The end date can be updated after an opportunity has been won. The end date is optional for contracts unless the Require Contract End Date checkbox is enabled on the Application tab of the Application Configuration screen.

Work Tickets for Contracts

When the period of a contract is longer than twelve months or no end date is provided indicating a perpetual or open-ended contract, a contract is a multi-year contract. For multi-year contracts, the opportunity estimate defines a work pattern that is repeated year-to-year.

When the opportunity is won for a multi-year contract, Aspire creates all work tickets when an end-date is provided, or up to two years of work tickets for open-ended contracts where the end-date is left blank. For open-ended contracts, later when the opportunity drops below a full year of future available work tickets, the user will need to add an end date to the contract and renew it.