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Using the Customer Portal 2.0
- 31 Jul 2024
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Using the Customer Portal 2.0
- Updated on 31 Jul 2024
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After the customer logs into the Customer Portal 2.0, Aspire presents the Dashboard screen, offering three different views for displaying the customer’s invoices, proposals, and requests. The menu displays the Property Filter, the customer’s Current Balance, and the Home, Requests, Proposals, and Invoices buttons. The Application Configuration determines the dashboard display and which buttons the customer can view and access.
Important:
If you have disabled the Show Proposals, Invoices, or Requests content elements in your application configuration, the features are unavailable to the customer.
Customer Portal Dashboard Screen
When the Customer Portal Dashboard screen first displays, customers see the Home screen, with an interactable Marketing carousel, Invoices Due, Proposals Pending, and Requests Pending, provided this data is enabled in the application configuration.
The screen elements that are common to all three views on the Customer Portal Dashboard screen (depicted above) are described in the following table.
| Screen Element | Description |
|---|---|
| Company Logo | Logo established in the Header section of the Customer Portal 2.0 tab of the Application Configuration screen in Aspire. |
| Screen Title | Page title established in the Header section of the Customer Portal 2.0 tab of the Application Configuration screen in Aspire. |
| Dashboard Information Area | Information for the selected property that depends on the current Property Filter selection. The dashboard displays Requests Pending, Proposals Pending, and Invoices Due, depending on the application configuration. |
| Property Filter | The Home screen presents information about the viewed property. If the logged-in customer is linked to multiple properties, this field offers a drop-down list, allowing the user to select which property's information to display. By default, the display shows all properties belonging to the user. |
| Current Balance | The customer’s current account balance, in dollars. This number reflects cumulative due invoice amounts. Note: Credits contribute to this equation only when applied to a specific invoice. Unapplied credits are not considered in this calculation. |
| Menu | When the customer logs in, they will see a menu with the following options:
|
| User Icon | Select the user icon from the top navigation bar to access the following actions:
|
Requests Screen
The Requests view displays identified and addressed requests for the selected property.
Note:
In Customer Portal 2.0, Issues are now termed Requests. In Customer Portal 1.0, they are still referred to as Issues.
The elements of the Requests screen are described in the following table.
| Screen Element | Description |
|---|---|
| Request List | Displays a list of requests associated with the selected property. |
Show Selection | A dropdown list that provides two options for determining which requests to display:
|
| Add New Request Button | Select this button to create a new request for the service contractor in the Aspire Desktop application. When you click the button, the Create Request screen displays. |
| Request Title | Contains the request number and the associated subject. |
| Property Name | The property name associated with the request. |
| Status | Shows the request status which can be one of the following:
|
| Priority | The priority status of the request can be one of the following:
|
Select a request to view the Request details screen that contains information and images related to the selected request, add comments to an open request, or select Add New Request to create a new request.
Add New Request Screen
The Add New Request screen displays when the customer selects the Add New Request button. The Add New Request screen elements are described in the following table.
| Screen Element | Description |
|---|---|
| Associated Property | Required. Select a property to associate with the new request. |
Subject | Required. Enter a subject summarizing the request. |
| Priority | Specify the request priority as High, Medium, or Low. |
| Add Attachment Button | Select this button to open a dialog to attach up to five images or other files to the request. Hold the Ctrl or Shift key to select multiple attachments while clicking on the files in the file selector window. If you select files and then return to choose more, the original selection will be replaced by the most recent group of selected files. |
| File List | This field shows a list of attached images. |
| Comment | Required. Enter a fuller description of the issue that will inform the service contractor of the request details. |
| Submit Request Button | Completes the request creation and returns you to the Request List screen. When a customer creates a request, an email is sent to the Account Owner and the Operations Manager for the property. |
| Cancel Button | Cancels the creation of the request and closes the window without saving. Returns you to the Request List screen. |
View Request Screen
The View Request screen displays when the customer selects a request from the Request List. The View Request screen elements are described in the following table.
| Screen Element | Description |
|---|---|
| Request Information | Displays the request number and descriptive title. |
| Associated Property | The name and address of the property. |
Status | The request status. |
| Created Date | Shows the date that the request was created. If the request is closed, shows the request completion date. |
| Subject | The subject of the request. |
| Priority | The current priority of the request. |
| Attachments | Area that includes any photos attached to the request. |
| Comment Area | Scrollable area for displaying comments that represent the request history. |
Associated with | Shows the property and any related proposals associated with the request. |
| Add Comment Button | Select this button to add a comment to the request. Opens the Add Comment workflow. For more information on the screen elements, see the Add Comment screen. |
| Back Button | Returns you to the Request list. |
Add Comment Screen
The Add Comment screen displays when the customer selects the Add Comment option for a request. It allows you to enter a comment that is reported back to their service contractor.
The elements of the Add Comment screen are described in the following table.
| Screen Element | Description |
|---|---|
| Associated Property | Name of the property. |
Subject | The subject of the comment. |
| Priority | The current priority of the comment. |
| Add Attachment Button | Select this button to display a dialog that allows you to locate and attach up to five attachments to the comment. |
| Comment | Enter notes to communicate to the service contractor. |
| Add Comment Button | Completes the action of adding the comment entered in the Notes/Description field to the request. |
| Cancel Button | Closes the window without saving the comment. |
Proposals Screen
The Proposal screen shows proposals for the selected property.
The elements of the Proposal screen are described in the following table.
| Screen Element | Description |
|---|---|
| Proposal List | Displays a list of proposals associated with the customer's account. |
Sort By Filter | A drop-down menu that allows you to filter proposals by three options:
|
| Proposal Title | Number identifying the proposal and the associated opportunity description. |
| Property Name | Name assigned to the property. |
| Status | Shows the proposal status which can be one of the following:
|
| Price | The total estimated cost to the customer for the proposed work order or contract. |
The customer can select a proposal to view the proposal details, PDF, and sign the PDF.
Proposal Details Screen
Customers can select a proposal to access the Proposal Details screen. The screen elements are described in the following table:
| Screen Element | Description |
|---|---|
| Proposal Title | Includes the proposal number and the associated proposal name. |
Property Information | Property information related to the proposal. |
| Status | The status bar for each proposal displays one of the following options:
|
| Sent Date | The date the proposal was sent. |
| Price | The total estimated cost to the customer for the proposed work order or contract. |
| Services | Shows the services and proposed amounts for services included in the proposal. |
| Optional Services | If applicable, shows the optional services added when the customer signed the proposal. |
| Total | Shows the total amount of the original proposal. |
| Service Contact | Displays the service's contact information. |
| Associated With | Shows any additional relevant details, such as properties, requests, and invoices associated with the proposal. |
| Invoices | Displays invoices associated with the proposal. |
| View Proposal Button | Select this button to view the proposal PDF, select optional services, and then Select & Sign. |
Signature Pad
When a customer selects the View Proposal button on the Proposal Details screen, then the Select & Sign option for an open proposal, they can also select optional services for the job by checking the boxes next to the desired services and leaving unchecked the ones they do not want. After selecting the services and adding a signature, the customer clicks the Accept & Sign button.
Upon submission, an email notification is sent to the sales representative, informing them that the proposal has been signed and optional services added.
The screen elements for the Signature Pad are described in the following table.
| Screen Element | Description |
|---|---|
| Proposal Number | The proposal number that the customer is signing. |
| Optional Services | The customer can select optional services for the job by checking the boxes next to the desired services and leaving unchecked the ones they do not want. |
| Signature Area | The rectangular area in which the customer records their signature using the mouse, finger, or stylus (depending on their device) to sign the proposal. |
| Accept and Sign Button | This button is only enabled if a user has made a mark in the signature area. The confirmation dialog displays before returning the user to the Home screen. |
| Cancel Button | Closes the signature area without signing the proposal. |
Signature Completion
Once the customer signs the proposal in the Customer Portal 2.0, the Signature icon becomes available when you access the proposal in the Aspire Desktop. Hovering over the icon displays the signature. The proposal remains in the Delivered status (indicating it's been sent to the client for signature) until the Aspire Desktop user wins it.
Invoices Screen
The Invoices screen shows invoices for the property selected in the left-hand Property Filter.
The screen elements for the Invoices screen are described in the following table.
| Screen Element | Description |
|---|---|
| Show Filter | A dropdown that allows you to filter invoices in three options:
|
| Invoice Title | Includes the invoice number and the associated opportunity name. Note: Only the invoice number will display when an invoice contains multiple opportunities. |
| Balance | Shows the invoice balance. This value will differ from the Invoice Amount for partially paid invoices. |
| Status Indicator | The status bar for each invoice displays one of the following options:
|
Invoice Details Screen
Select an invoice to view the details or pay the invoice. The customer can select the View Invoice button to view the PDF or Pay Invoice to make a payment.
The screen elements for the Invoices Details screen are described in the following table.
| Screen Element | Description |
|---|---|
| Invoice Title | Includes the invoice number and the associated opportunity name. Note: Only the invoice number will display when an invoice contains multiple opportunities. |
| Property Information | Property information related to the invoice. |
| Status | The status bar for each invoice displays one of the following options:
|
| Balance | Shows the invoice balance. This value will differ from the Invoice Amount for partially paid invoices. |
| Services | Shows the services and invoice amounts for services logged in the invoice. |
| Total | Shows the total amount of the original invoice. |
| Service Contact | Displays the service contact information. |
| Associated With | Shows the property and related proposals associated with the invoice. Select the proposal to drill into the details. |
| View Invoice Button | Select this button to view the invoice PDF. |
| Pay Invoice Button | Select this button to open the Pay Invoice Dialog and pay the invoice. |
Pay Invoice Dialog
The Pay Invoice dialog is displayed when the customer selects the Pay Invoice button for an open invoice. Both primary and billing contacts can see and pay invoices.
Note:
When the customer initiates payment for an invoice, if the payment method chosen is ACH (vs credit or debit card), the Convenience Fee field is not available.
The screen elements for the Pay Invoice dialog are described in the following table.
| Screen Element | Description |
|---|---|
| Balance Amount | Choose to pay either the full invoice balance or a lesser amount. |
| Payment Method | Allows you to select from a list of payment methods (credit cards, debit cards, or bank accounts) that you have established for making payments. When the field is selected, it displays a list of the available payment methods. Expired credit cards will not be displayed in the list. |
| Add Payment Method | Clicking this button initiates the creation of a new payment method by displaying the Add Payment Method screen. |
| Amount | Allows the customer to specify how much they are paying. |
| Convenience Fee | Displays the convenience fee based on the established fee percentage for the value you have specified in the Amount field. Only shown for credit or debit card payments – not for ACH. |
| Pay Invoices Button | Initiates the payment amount and submits it for processing. |
| Cancel Button | Cancels the payment and returns to the invoice details. |
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