Using Notes in Aspire

Purpose

Notes in Aspire can provide an advanced way to communicate with your teams that are in office as well as out in the field.

You can use notes to notify your crew leaders of important things to know before they arrive or while they are onsite; you can also make sure important information about customers and their properties are relayed to your team in the office.

This article discusses where each note type appears in Aspire, as well as clarifies what note types are visible to your onsite teams when using Crew Mobile.

Learn what notes can do for you and your teams to improve your daily workflows and increase awareness across your teams!

Quick Reference Chart for Available Note Types

In this article, details on each note type available will be discussed. Use this chart as a quick reference to help you understand which note to use when making edits, updating properties and work tickets in Aspire.

Property Notes

Property Notes are available for office employees and are used to record important notes about your properties that your team should be aware of. This note type can be used to help communicate information about the client’s preferences.

📌 Note: Property Notes are for your internal employees that use the desktop version of Aspire and do not appear in Aspire Mobile.

Operation Notes

Operations Notes can be entered on properties in the Properties module. After Operations Notes are created, they are available to crew leaders in Aspire Mobile.

📌 Note: Operations Notes are displayed on any service or work ticket that relate to the property.

After Operation Notes are created, they are also visible in Aspire Mobile.

Snow Operation Notes

Text-only Snow Operation Notes are available for properties. They are created inside of the Properties module and are only visible if your system is in Snow Mode.

These notes are displayed for crew leaders in Aspire Mobile when the information for a work ticket is shown.

📌 Note: Snow Notes are only displayed on a work ticket if it is tied to the Snow division.

When in Snow Mode, these notes are displayed in place of the properties’ Operation Notes. If the work ticket is in the Snow division and no Snow Operation Note is available, then the Operation Notes are displayed.

Service Specific Operation Notes

Service Operation Notes appear on the service that is on an estimate in the Opportunities module.

🧠 This type of note is displayed as Operation Notes inside of the Service Details screen; this is to let the estimator or your internal employees know that this is an internal note, and will not be public to your customers. On the work ticket itself, this note type is shown as an Operations Note.

📌 Note: If there are multiple occurrences, the Service Operation Note will be duplicated for each service occurrence.

After a Service Operation Note is created, it then becomes visible in Aspire Mobile. They are shown after choosing a work ticket for the first time from the schedule or by clicking on the tool tip near the contact telephone information.

Additional notes could also also appear on this screen, depending what type of notes have been previously recorded.

Ticket Notes

Ticket Notes are useful for communicating information that relates to a single work ticket's activity. Ticket Notes will not appear in other work tickets or in other services relating to the opportunity.

A good example of this when to use this type of note is if you wish your crew to speak to someone in particular for the visit they will complete that day, or if they need to pay specific attention to a certain task while onsite performing the service.

Visit Notes

Read our article about using visit notes to learn more.

Estimator and Estimating Notes

The Estimator Notes field allows Sales Representatives to add notes that were identified during the sales process. These notes provide assistance to the estimator when they are making the opportunity estimate.

This is a text based note field only, and does not support formatting like other notes fields in Aspire.

• Once Estimator Notes are entered on the opportunity details screen, they will also appear on the Estimate tab underneath the Estimate Summary.

• If you click into an item on your estimate, on the Service Item Details screen, there is also a section to add Estimating Notes.

• This field allows estimators to include their own notes for an item that then becomes available in the Purchasing Assistant when the purchasing agent is creating purchase receipts.

📌Note: Once an opportunity has been won, you are no longer able to update the Estimating Notes on the Service Items Details screen for individual items but you still can update Estimator Notes on the opportunity details screen.

Viewing Notes in Aspire Mobile

To view Visit Notes in Aspire Mobile, open a work ticket, and select the Visit Notes option.

To view Ticket or Operations notes in Aspire mobile, open a work ticket, and select the Notes option. Operations notes entered on the property record are labeled “Property”. Operations notes entered on a work ticket are labeled "Service”. Ticket notes are labeled “Ticket”.

Opportunity Invoice Notes, Collection Notes, Invoice Notes, and Statement Notes

There are additional note types available in Aspire; the majority of the additional types of notes are not visible in Aspire Mobile and are more suited for use by Office Administrators, Accountants, or Accounts Receivable related roles.

📑 To learn more about additional note types available in Aspire, please read Using Collection, Invoice, Payment and Statement Notes, found here.

Training Video

If you are curious to learn more about the different types of notes available in Aspire, watch our quick walkthrough video!