Scheduling

Scheduling in Aspire is how you assign work ticket visits to specific crews on specific days. You can schedule a single visit from a work ticket, bulk-schedule multiple visits from a report, or manage everything visually from the Schedule Board.

The Schedule Board offers two views to support different scheduling workflows:

• Route view shows a calendar layout organized by route: each route typically represents a crew, and each visit is a job that needs to be completed.
• Property view groups unscheduled visits by property, making it easier to assign work based on location and identify gaps in the schedule at a single site.

Aspire automatically alerts you to scheduling conflicts, including property availability and any required skills or certifications, before a visit is scheduled.

You can schedule visits one at a time or in bulk. You can also reschedule visits, create recurring schedules, or generate visits automatically based on actions taken in the field, like crew leaders clocking into services.

Key scheduling concepts

Visits

When you place a work ticket on the Scheduling Board, Aspire creates a visit. Each visit is shown as a tile. You can create visits from the work ticket screen or directly on the board. A single work ticket can have one or many visits.

• Multi-day visits: For work tickets requiring many hours of work, the work might span multiple days. In these cases, Aspire allows you to create multiple visits for the same work ticket and place them on the days when the work will be done.
• Multi-crew visits: An additional way to handle work tickets requiring many hours of work is to create visits for routes on the same day, or days.
• Recurring schedules: You can mass-create visits based on a regular schedule defined in the system.

Crew leaders can also generate visits in the field by:

• Starting a Quick Ticket
• Creating an As Needed Ticket
• Starting a contract service from a property on their assigned route.

These actions automatically create visits that appear on the Scheduling Board.

Visit validation

Aspire evaluates several scheduling rules when you create a visit. These rules help ensure operational accuracy by checking two key things:

• Whether the visit falls within the property’s availability
• Whether the assigned route or crew has the certifications or skills required by the service

If a visit violates either rule, for example, if it’s scheduled outside of business hours or the crew doesn’t meet the required qualifications, Aspire displays a hazard icon. You can still proceed with scheduling, but the icon indicates what conflicts you should be aware of. For more information on visit validation, see Availability, Certification, and Skills Validation.

These validations apply when visits are scheduled manually through supported workflows, including the schedule board, the visit details page, and recurring schedule setup.

Visit notes

Visit notes help field crews and office staff communicate. Notes can be created from Aspire Cloud or Aspire Mobile.

• Adding and viewing: Aspire Cloud → Visit screen
• Viewing only: Work Ticket screen → Visit Notes tab, Opportunity screen, Property screen → Work Ticket Visits report
• Viewing and adding: Aspire Mobile → Work Ticket Details screen → Visit Notes

Sequence numbers

When a route has multiple visits scheduled on the same day, Aspire assigns sequence numbers to control the order of visits. You can change the order by dragging tiles around on the board. Aspire will automatically update the sequence numbers.

To view or change a visit’s sequence number, select Edit Visit on the visit tile to open the Visit Details screen.

Routes

A route is a crew’s daily schedule—typically one truck, one crew, one day. Routes are created in Admin and must be named before you can schedule visits to them.

Naming conventions are flexible, but consistency helps. You might base names on:

• Crew leader (e.g., "John")
• Geography (e.g., "North")
• Truck ID (e.g., "Truck 3")
• Division or service type (e.g., "Mow Crew")

Examples: Maint North – John, Enhance South – Ed

Route types

Route types aren’t enforced in Aspire, but many companies informally organize routes by type:

• Maintenance routes: Handle recurring work like mowing or trimming. Visits are often set up on a repeating schedule.
• Enhancement routes: Handle one-time or multi-day jobs. Jobs vary in duration.
• Snow routes: Support seasonal snow work. Can be one person (plowing) or a team (shoveling). Snow-specific setup options are available on the Route screen.

Recurring schedules

Recurring services are supported for contract opportunities. These schedules are used to mass-schedule visits for contract services that repeat over time. Aspire generates work tickets for each occurrence of the service when the contract is won. At this point, tickets are set to Open – Not Scheduled, and visits are not yet created.

You can create recurring schedules manually by placing the first visit on the board and opening the Edit recurring schedule tool.

Schedule types

You can choose from three scheduling patterns on the Job Service Schedule screen:

• Days between: e.g., every 10 days
• Weekly: e.g., every Tuesday
• Monthly: e.g., the 15th of each month

Once you choose a type, you can fine-tune the details to fit your contract.

Reoccurrence and multi-visit work tickets

Aspire allows you to create multiple visits per work ticket. The reoccurrence feature allows you to establish patterns of reoccurrence wherein a single crew requires more than one visit to complete the work for each work ticket. For example, a crew doing 30 hours of work could split it into two visits: 15 hours on Monday, 15 on Tuesday. This would be scheduled as two recurring visits per week.

Scheduling recurring visits

Once you’ve won a contract and Aspire generates the work tickets:

1. Drag the first ticket for the opportunity-service onto the Scheduling Board to create a visit.
2. Right-click the visit tile and select Edit recurring schedule. The Job Service Schedule screen displays
3. Define the schedule and click Save.
4. Select the start date and the first occurrence.
5. Optional: Click View schedule to preview.
6. Click Save to generate visits.

If you selected View schedule, Aspire shows the generated visits. If the schedule creates multiple visits per occurrence, this view is read-only. You’ll need to go back to the Scheduling Board to make changes.

Adjusting the recurring schedule

To adjust the schedule:

1. Go to the Work Ticket Schedule screen.
2. If Aspire couldn’t fit all the tickets in the pattern you defined, the Occurrences remaining field will show a value greater than zero. Extra visits are scheduled on the last day of the fiscal year.
3. Select a month on the calendar.
4. Click individual days to add or remove visits.
5. Click Save to update the schedule.

For more information, see Establishing sequence numbers and recurring schedules.