The Lists tab on the Administration > Application page lets you customize the options that appear in many dropdown menus across the Aspire platform. From catalog item categories to payroll periods to property and opportunity distinctions, these lists let you customize Aspire to your company’s specific needs.
Aspire is your company’s toolbox, and lists are one type of tool at your disposal. Instead of just handing you every tool in existence, lists let you pick and choose what’s in every drawer of your toolbox.
Tip
Many of the options you find here are useful for filtering, grouping, and displaying item lists throughout Aspire.
Viewing, adding, editing, and deleting list items
Viewing list items
On the Lists tab Administration > Application page, select one of the cards, or use the Select a List dropdown.
When you select a list, all the items in that list appear similar to the screenshot below. Like other lists in Aspire, you can search, sort, and filter items to quickly find what you’re looking for.
Adding a List item
After selecting a list, select the New button to add a new item.
On the next screen, fill in any required and optional information.
Some List items, such as Activity Category, only have one or two required information fields.
A few items, like Certifications and Skills, have more fields and are more complex. In the List descriptions later in this article, we link to instructions and other articles that guide you through setting up these more complex Lists and their related features in Aspire.
Note
Some list types have a Required checkbox which only appears when editing items that have default values in Aspire. This checkbox is for informational purposes only.
If you want to add the item without making it available in dropdown menus, deactivate the Active toggle.
When you’re done adding an item, select Save, and you’re returned to the List page where the new item now appears.
Editing and deleting a List item
Select a list item to edit its details. Remember to save when you’re done.
If an item isn’t marked as “In Use” you can click the three-dot icon next to the Save button and select Delete when editing an item. If the item is being used anywhere in Aspire, the three-dot menu doesn’t appear. However, you can still deactivate the Active toggle to hide the item from the list.
Here’s a brief description of what each type of List does and where it’s used. Click the links in each section for more information and instructions related to setting up the list.
Activity Category
Add options your team can select from the Category dropdown when creating an Issue or Task.
Examples: Complaint, Service Request, To Do, Phone Call
Attachment Type
Add options your team can select from the Attachment Type dropdown when uploading attachments on the Property, Opportunity, or Contact screens.
Examples: Photo, Document, Map, Site Plan
Catalog Item Category
Add category options you can select from when adding or editing items in the Item Catalog.
Examples: Chemicals, Irrigation, Labor
Catalog Price List
Add categories that simplify branch-level item pricing overrides for specific items in the catalog.
When adding or editing items in the Item Catalog, you can select these options from the Price List dropdown.
When adding or editing a Branch you can select these options from the Catalog List dropdown.
Learn more in our article about using overrides.
Tip
Name each Catalog Price List after the Branch you assign it to so it’s easier to keep track of catalog items across branches. Example: Scranton Office Price List
Certifications and Skills
Add new certifications and skills your team can add to employee and sub type contacts. Learn more in our article about adding certification types and assigning them.
Examples: Certified Landscape Professional (CLP), Certified Landscape Technician (CLT), CDL License
Competitor
Add competitors your team can select from when creating or editing properties or when marking an opportunity as "Lost".
Contact Type
Add categories that define the relationship your contacts have with your company. Learn more in our article about adding or editing a contact and our article about creating employee type contacts.
Default types: Customer, Employee, Prospect, Vendor, Sub
Examples: Lead, Consultant
Division
A division is a major business unit that’s used for opportunities, services, reporting, accounting, and more. Learn more in our article about building your organization.
Examples: Construction, Maintenance, Enhancement, Snow, Irrigation, Indirect
Division Integration Code
This is an optional list to use with the API. Learn more in our article about property types and integration codes.
Email Content Template
Add email templates your team can apply to invoice, proposal, and site audit emails and when sending bulk emails. Learn more in our article about using email content templates.
Employee Incident Type
Add incident types your team can select from when recording an incident on an employee’s contact record.
Examples: Injury, Behavior, Unexcused Absence, Equipment Damage
Event Type
Add categories your team can select from when creating a new Event on the Invoicing module’s Log Event tab. Learn more in our article about logging weather events.
Examples: Snow, Hurricane, Tornado, Ice Storm, Wind Storm, Godzilla Attack
Industry
Add categories your team can select from to identify properties by the customer’s business type.
Examples: Retail, Residential, HOA, Multi-Tenant, Commercial, Industrial, Medical, Hotel
Issue List
Add types of property issues that field crews can use when logging issues in Aspire Mobile.
Examples: Property Damage, Irrigation Leak, Customer Complaint, Dead Plants
Job Status
This is a fixed list that can’t be changed. These options appear in the Status field on the Opportunities screen as your team takes action on won opportunities.
Statuses: In Process, Complete, Canceled, Changed
Lead Source
Add options your team can select from when adding or editing a property or opportunity to indicate how the prospective customer learned about your company.
Examples: Issue, Employee Referral, Call In, Cold Call, Customer Referral, Website
Locality
Locality Codes let Aspire report W2 withholding information to your payroll system if you’re required to report crew hours by work location.
Note
The code for each locality must match what’s set up in your payroll system.
Opportunity Canceled Reason
Add options your team can select from when marking an opportunity as canceled.
Examples: Lack of Funds, Price of Job, Timing, Competitor
Opportunity Lost Reason
Add options your team can select from when marking an opportunity as lost.
Examples: Competitor, Poor Service, Price
Opportunity Stage
This is a fixed list that can’t be changed. It shows where an opportunity is in the sales process. Stages are automatically assigned and can be used in filtering opportunities and reports.
Stages: Pre-Bid, Estimate, Propose, Lost, Won
Opportunity Status
As an opportunity moves through the sales process, the default statuses automatically display on the Opportunity screen as the opportunity advances through stages.
Note
You can only add new pre-bid statuses because Aspire runs automations based on the default statuses and will ignore non-defaults.
Default statuses: New, Bidding, Pending Approval, Approved, Denied, Won, Lost, Delivered
Pay Code
Pay codes determine how employee time is calculated. Pay Code options are available when doing time entry, when editing service details on an opportunity, and in the Payroll section of an employee contact record. Learn more in our collection of articles about payroll.
Examples: Hourly, Holiday, Vacation, Salary, Regular, Overtime
Pay Schedule
Pay schedules determine how often employees are paid their regular and overtime wages. Learn more in our collection of articles about payroll.
Examples: Salary, Weekly, Hourly, Biweekly
Payment Category
Add options your team can select from the Expense dropdown when creating a Credit Memo with the Credit as Expense checkbox checked. Learn more in our article about credit memos.
Note
Payment Categories are included in the End of Month report.
Examples: Bad Debt, Barter, Advertising, Cleanup A/R, Discount, Write Off
Payment Terms
Add payment periods that determine how many days customers have after completion of service to pay invoices. Team members can add Payment Terms when editing a Property, Opportunity, or Invoice.
Note
These terms are used for calculating invoices past due in Aging reports.
Examples: Due on Receipt, Net 10, Net 30, Net 90, Auto Pay
Property Group
Add categories your team can select when adding or editing a property. These help your team sort, filter, and group the Properties module.
Examples: Office Park, Campus, Subdivision, HOA
Property Status
Add statuses your team can select when adding or editing a property to help track sales milestones.
Examples: Prospect, Customer, Past Customer, Prior Bid
Property Type
Add categories team members can select from when adding or editing a property for reporting or integration purposes. Learn more in our article about property types and integration codes.
Examples: Residential, Commercial, Campus
Receipt Status
This is a fixed list that can’t be changed. Receipt statuses track purchase receipts through their lifecycle. Learn more in our article about creating purchase receipts.
Statuses: New, Received, Approved, Complete
Sales Type
Add options that let your team indicate what type of sale an opportunity is.
Note
Sales Type is also used in Sales Scorecards and on the Sales Commission Report and Sales Pivot Report.
Examples: New Sale, Renewal
Service Type
Service Types act as a link between divisions and services by offering a way to group services. Think of as Service Types as Sub-Divisions that break down the pricing markups on your opportunities. Learn more in our article about using service types.
Examples: Irrigation, Subcontractor, Mulch, Enhancement, Overhead, Maintenance, Pruning, Snow, Construction, Hardscape
Service Type Integration Code
This is an optional list to use with the API. Learn more in our article about property types and integration codes.
Tag
Add tags that your team can use to label properties, contacts, opportunities, or attachments for filtering and reports. Learn more in our article about using tags.
Examples: Maintenance Prospect, Installation Prospect, Enhancement Prospect
Takeoff Group
Add groups you can select from to categorize different types of takeoffs when creating takeoff items. Learn more in our article about using takeoffs.
Examples: Turf Area, Bed Area, Sprinkler Count, Tree Count
Tax Entity
Tax Entities represent state, county, or city tax locations. You select a Tax Entity when setting up Tax Jurisdictions. Keep reading to learn more.
Examples: State of Florida, Washington Co, Maryland State Tax
Tax Jurisdiction
Tax Jurisdictions represent areas of overlapping Tax Entities for cities, counties, and states and define the tax structure for those areas. Learn more in our article about setting up sales tax.
Note
Tax Jurisdictions are applied to properties, but you can change the jurisdiction in Invoices Batches or invoices in Draft status if needed.
Examples: CT State, Florida, Tax Exempt
Unit Type
Add units of measurement you can select when creating items, kits, or takeoffs.
Examples: Dollars, Tons, Hours, Bags, Lb, Oz, Each, 1 Gal, 3 Gal, 5 Gal, SF, Box
Vendor
Add vendors your company purchases materials from that your team can select from when creating purchase receipts.
Note
If you use an accounting integration, set up your vendors in those systems and sync them to Aspire to avoid manually creating them.
Examples: Lowes, Home Depot, Quick Supply Co, Midwest Turf
Workers Compensation
Important
Workers Compensation codes are only available if you’re integrating your external payroll system with Aspire.
Add codes you can select from when creating or editing employees, services, or divisions. When hours are exported, the Workers Compensation code exported is determined based on the following hierarchy:
Use workers comp code assigned to the employee if provided.
If not, use the worker comp code assigned to the service performed if provided.
If not, use the worker comp code assigned to the division of the service.
Examples: Construction, Office
Work Ticket Canceled Reason
Add reasons your team can select from when canceling a work ticket from any of these places:
The Work Ticket details screen under the three dot menu
The Work Tickets module under the Bulk Actions menu
The Opportunities module under the Work ticket details screen for a single opportunity..
Examples: Weather, Customer Request
Work Ticket Status
This is a fixed list that can’t be changed. As a work ticket moves through its lifecycle, Aspire automatically updates the Work Ticket Status shown in the Work Tickets module and other lists.
Statuses: Open, Scheduled, Pending Approval, Complete, Canceled