System Security

Security within the Aspire app is role-based, meaning your system administrators assign roles to users that specify their security settings. User roles define Aspire system capabilities that are available when that role is assigned to an individual. Roles commonly defined in Aspire include System Admin, Executive, Branch Manager, Account Manager, Operations Manager, Sales Rep, Branch Admin, and Crew Leader.

As a system administrator, when you define a role, Aspire allows you to name the role and then choose from a list of capabilities that are either available or not available to that role.

The Aspire Default Roles Matrix is a spreadsheet available in the Aspire Knowledgebase that presents the default security roles established when Aspire is initially set up and shows the permissions assigned to each role. You can update the default roles and create new roles in Aspire as your business requires. The matrix can be a template for Aspire clients to document the permissions assigned to their custom roles.

Additive Nature of Permissions

The existence of your account with no roles assigned will allow you to log into Aspire – both the desktop interface and the Crew Mobile App. When you have no role assigned to your user account, you will have the following initial access: 

• Crew Mobile App – you are considered to be a crew member and can only clock in and out for recording time
• Desktop – you have access to:
  • View and create activities in the To-Do List and Calendar
  • Access their user settings
  • View all contacts and associated information (Contact and Info tabs only; read-only) for branches to which the user has access (User screen / User tab /Branch Access field )
  • View all properties and associated information for branches to which the user has access (User screen / User tab /Branch Access field )

The above provides the base-level access Aspire provides if you are a user without permission. As roles are added to your account, the permissions specified by each role add to your system access.

Permissions for Navigation Icons

The following table provides information about when the navigation icons are available in the Aspire Navigation Bar based on user permissions.

Navigation Icon Name	Explanation of Visibility
Calendar	Always available. No specific permission is required.
Contacts	Always available. No specific permission is required.
Properties	Always available. No specific permission is required.
Opportunities	Requires View Opportunities permission.
Scheduling	Requires Full Access to Scheduling Board or Read-Only Access to Scheduling Board permission.
Work Tickets	Requires Full Access to Scheduling Board or Read-Only Access to Scheduling Board permission.
Reports	Requires View Accounts Receivables permission.
Invoicing	Requires View Invoicing or View Accounts Receivable permission.
Purchasing	Requires View Purchasing permission.
Equipment	Requires Equipment Management permission.

User Account Security

To guard against unauthorized account access, your account will automatically lock, and you will be required to either change your password or have a system admin unlock the account after ten consecutive failed password/PIN attempts. Select User Account Lockout for more information on how to unlock the account.