The Schedule Board in Aspire provides a centralized, real-time interface for scheduling and managing work ticket visits. It supports two views, Route and Property, to help you organize work efficiently across crews, properties, and timeframes.
Introduction to the Scheduling Screen
This section provides a high-level introduction to some key elements of the Scheduling screen that provide a foundation for additional detail. The primary purpose of the Scheduling screen is to schedule service visits associated with work tickets, defining routes for crews over time. When properly maintained and used, the Scheduling screen also provides a birds-eye view of the activity that is taking place in the field and provides access to the Time Entry screen that shows how crew members have spent time on scheduled work ticket visits. Time can be recorded, edited, and approved from the Time Entry screen. This is described in detail in Time Reporting and Payroll.
A Weekly view of the Scheduling screen is depicted below:
Viewing modes
The Schedule Board includes two viewing options, selectable via the View toggle in the upper-left corner:
Route View (Default)
The default view on the Schedule Board displays scheduled visits by route, organized across a week or month. Each route typically represents a crew, which includes a crew leader and any assigned members. This view is especially useful for balancing workloads, monitoring visit volume, and tracking progress over time.
You can filter the board by Route manager using the dropdown menus at the top of the screen. When you select one or more route managers, the board displays expandable sections for each one, enabling you to review and manage multiple teams side by side.
Property View
Property view organizes visits by property, grouped by service name and type. This layout helps you focus on scheduling and managing work at individual locations.
In this view:
- Properties display as expandable sections across the scheduling grid. Each property acts as a clickable header that spans the width of the view. Selecting the header expands or collapses the visit tiles associated with that property.
- Properties will display availability indicators if property availability is configured on the Property screen.
- Each visit tile shows the visit’s scheduled time, occurrence number, route name, progress bar, and crew hours.
- Services are listed as rows on the left side of each property section.
- At the bottom of each expanded property section, Aspire displays total visit hours per day, both at the property level and broken down by service.
- Selecting the property name opens the Property side panel (if enabled), which shows property details like account owner, address, branch, account balance, availability settings, and internal notes.
Property view supports the same scheduling logic and drag-and-drop functionality as Route view.
Select the Settings icon to access additional filters for hours, occurrences, and drive time.
Schedule Board elements
The tables below show which elements appear in both Route and Property views. Some shared elements may behave a little differently depending on the view. You’ll also see which features are unique to each view in the tables that follow.
Shared elements
| Screen Element | Description |
|---|---|
Toggle view | Located in the upper-left corner of the Schedule Board. Use this toggle to switch between Route and Property views. Your selection is saved between sessions. |
| Filter by | In Route view, use the Filter by dropdown to filter the board by route manager. Each route in Aspire is tied to a manager, as defined on the Route screen. The filter defaults to the last manager selected by the logged-in user and directly controls which routes appear in the sub-filter list. When you select one or more route managers, the board displays expandable sections for each, allowing you to view and manage multiple teams side by side. In Property view, the Filter by dropdown includes additional options. You can filter the board by route manager, property, or opportunity, depending on how you want to group schedule board content. Aspire remembers your selections in this view, so your filters persist even after logging out or navigating away. |
| Sub-filter | In Route view, the sub-filter is a multi-select dropdown that shows all routes assigned to the selected manager(s). You can select one or more routes to display on the board. Selected routes are highlighted in blue, and their color blocks match the route color defined in the route setup. To close the dropdown, select the X next to the search bar or click outside the filter area. In Property view, the sub-filter adapts based on your Filter by selection. If you choose route manager, you'll see available routes. If you choose property or opportunity, the filter updates to show those options instead. You can multi-select here as well to narrow the display to only the items you're interested in scheduling. |
| Settings | The following display settings apply to both Route and Property views. In Property view, these options can be accessed by selecting the gear icon.
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| Date range selector | Allows you to specify the period displayed in the schedule board view.
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| Weekly time review tab | Opens the Weekly Time Review screen for the current week. |
| Totals | Shows total crew hours scheduled per day. Displays below each column. |
Route view only
| Element | Description |
|---|---|
| View type | Select Weekly or Monthly layout. |
| Show route assignment | Displays assigned crew members below each route header. The crew leader appears first. |
| Route week/month schedule | Displays visit tiles scheduled for each route across the selected time frame. Visit tiles are aligned by day and crew. |
| Routes | The Weekly view identifies the various routes assigned to the manager selected at the top of the Schedule Board screen. The numeric value in parentheses following the route name is the number of crew members expected to be on the route, as specified by the Route Size field on the Route screen. |
Property view only
| Element | Description |
|---|---|
| Property headers | Each property appears as a horizontal header spanning the full width of the board. Click the header to expand or collapse the visit tiles and details for that property. By default, the first property in the list is expanded, while the others are collapsed. You can expand or collapse properties individually based on what you need to see. |
| Service rows | Within each listed property, associated services are listed vertically along the left side of the screen and act as row labels for the board. Each service row also displays the associated opportunity number for quick reference. |
| Visit tiles within properties | Each tile represents a visit at the property and shows route, occurrence, service info, and service total hours. |
| Property availability indicators | Indicators display property availability if configured. |
| Property side panel | Select the property name to open a panel (if enabled) that shows property details like address, availability, account balance, opportunities, issues, and notes. |
Visit tiles
Visit tiles represent scheduled visits for work tickets and appear on the schedule board in both Route and Property views. A single work ticket can have multiple visits, each shown as its own tile.
Left-click a visit tile to view a summary, including:
Scheduled date
Opportunity number
Work ticket number
Property name and location
Contact information
You’ll also see quick-access links to the Opportunity Gantt Chart and the Visit Details screen.
If equipment is scheduled for the visit, an equipment icon appears on the tile. Hovering over or selecting it displays the equipment’s name, model, and class. If multiple pieces of equipment are assigned, select the hyperlink to view additional details or open the Equipment Scheduling Board. Select an equipment name to open its Equipment Details screen.
Route view: Visit tiles
In Route view, each visit tile is positioned on the calendar grid based on the assigned crew and scheduled date. The grid layout helps you see work by route and time. Tiles reflect each visit's placement in the work schedule, and it's common to see multiple visits for the same ticket across different days.
Property view: Visit tiles
In Property view, visit tiles are grouped under property headers instead of a calendar grid. Aspire organizes visits by property and service, laying out tiles horizontally along the timeline.
Layout structure:
Each row represents a service tied to that property.
Tiles are placed in cells based on the scheduled day.
Each tile shows the crew assigned, the service, and its position in the visit sequence.
The table and images below describe some examples of visit tiles on schedule boards in Aspire.
| Description | Visit tiles |
The clipboard icon on the left side of the tile represents the last work ticket for both a contract and a work order with multiple scheduled visits for the specified service. |  |
The cycle symbol on the left side of the tile indicates that the work ticket is part of a recurring schedule. |  |
| The checkmark symbol on the left side of the tile indicates that the work ticket’s status is complete. |  |
| The equipment symbol on the left side of the tile indicates that the work ticket visit for the day has scheduled equipment. |  |
Selecting the X in the upper right-hand corner of the tile will Delete the visit. | .png?sv=2022-11-02&spr=https&st=2025-07-27T05%3A51%3A32Z&se=2025-07-27T06%3A15%3A32Z&sr=c&sp=r&sig=6KcVV9qZ%2FTb%2B7NTDW1OC0XoXFgVhLZmKnUUKYVVaj%2BM%3D) |
| The status bar represents a percentage of completed Work Ticket hours compared to the number of Budgeted hours on the Work Ticket. The system will use the calculation of Actual Work Ticket hours / Budgeted Work Ticket hours. If the Actual Work Ticket hours exceed the Budgeted Work Ticket hours, the status bar will appear in red. |  |
The alternate colored text indicates that the work ticket was marked as complete in the Crew Mobile App. The work tickets status may not yet be set to complete if the time was not yet accepted on the Time Entry screen. When you hover the cursor over a completed work ticket tile displayed in gray, Aspire changes the font, making it more visible for reading. The text color reverts to gray when the cursor moves off the visit tile. |  |
Pop-up Menus
Three pop-up menus can be displayed on the Scheduling screen:
| Menu Name | When Displayed | Visual |
|---|---|---|
| Week Pop-up Menu | Displayed when you right-click (or on a mobile device, touch) on the white space of the first tile to the right containing the route name and the name of the route members in the Weekly view. |  |
| Day Pop-up Menu | Displayed when you right-click (or on a mobile device, touch) in the white space area below the tiles. |  |
| Visit tile Pop-up Menu | Displayed when you right-click (or on a mobile device, touch) a tile representing a visit in a monthly or weekly view. The display of some options is conditional. |  |
The options available for each of these menus are described below.
Week Pop-up Menu
Options available when you right-click on one of the boxes in the Weekly view of the Schedule Board containing a route name are described here:
| Screen Element | Description |
|---|---|
| Print Weekly Timesheet | This option generates a PDF file of the timesheet for the selected week and route. You can choose to print the displayed PDF. |
| Print Weekly Work Tickets | This option generates a PDF report summarizing each work ticket for the selected week and route. Information includes property, work ticket #, opportunity name, property address, service, crew members, estimated hours, actual hours, materials, and labor. you can choose to print the displayed PDF. |
Day Pop-up Menu
Options available when you right-click on a route/day in the area below all visit tiles in the Weekly view of the Schedule Board screen are described here:
| Screen Element | Description |
|---|---|
| Open Time Entry | This option displays the Time Entry screen for the selected day and route. |
| Print Daily Timesheet | This option generates a PDF file of the timesheet for the selected day and route. You can choose to print the displayed PDF. |
| Print Daily Work Tickets | This option generates a PDF report summarizing each work ticket for the selected day and route. Information includes property, work ticket #, opportunity name, property address, service, crew members, estimated hours, actual hours, materials, and labor. You can choose to print the displayed PDF. |
| Insert Blank Day(s) | Creates one or more blank days in a schedule by shifting visits forward from the selected day and route. The dialog lets you specify how many workdays to shift, how far into the future visits should move, and whether to exclude weekends. If you select the Exclude Weekends checkbox, visits will skip weekends and shift to the next available weekday instead. If property availability is set, Aspire checks visit times against working hours and shows a warning if any visits fall outside the allowed range. |
| Reschedule Visits | This feature allows you to reschedule all work tickets affected by a visit needing rescheduling simultaneously using a rescheduling wizard. It can be used with both sequenced and time-based visits. When using the tool, route assignments and visit duration are preserved. Additionally, you have the option to include or exclude Fridays and weekends. Select Rescheduling Visits in Bulk for more information.  |
Show Alerts | On the Schedule Board, Aspire displays an Alert Symbol in the lower left-hand corner of a grid cell for days on which the GPS device recognized and recorded one or more alerts (i.e., harsh braking, high speed, rapid acceleration, speeding, device tampering) associated with the primary vehicle on the route. If you right-click on that day, Aspire provides the Show Alerts option in the pop-up menu. Selecting this option displays a list of alerts for the vehicle assigned to the route.
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Insert Blank Days – Additional info
When you shift a schedule using the Insert Blank Day(s) option, a checkbox is available to Exclude Weekends. In the example below, checking this checkbox will cause the visits on Friday to shift to Monday instead of Saturday.
 |  |
Visit tile Pop-up Menu
Options available when you right-click on a visits tile in the Weekly view of the Schedule Board screen and have Full Access to Schedule Board permission are described here:
| Screen Element | Description |
|---|---|
| Open Time Entry | Displays the Time Entry screen for the selected day and route. |
| Edit Visit | Option not available for tiles representing quick tickets. Displays the Visit screen to view or edit the attributes of the visit. |
| Delete Visit | Option not available for tiles representing quick tickets. Removes the selected visit from the work ticket and from the Schedule Board. |
| Open Work Ticket | Option not available for tiles representing quick tickets. Displays the Work Ticket screen for the work ticket associated with the selected visit. |
| Edit recurring Schedule | This option is only available for work tickets having multiple occurrences as defined in the estimate. Initiates creating or updating a recurring schedule by displaying the Job Service Schedule screen. |
| View recurring Calendar | This option is only available if a recurring schedule has previously been defined for the selected visit tile. Displays the Work Ticket Schedule screen, providing a high-level (full-year) view of the schedule. |
| Skip this week’s visit | This option is only available for work tickets having multiple occurrences as defined in the estimate. The option is not displayed if the tile represents a monthly recurring schedule. |
| Insert Blank Day(s) | Shifts visits forward so that no visits are scheduled on the days being made blank beginning on the selected day and route. When this option is chosen, Aspire displays a dialog allowing you to specify how many workdays should be shifted forward or backward, how many days forward visits on the cleared days should be moved into the future, and whether shifted visits should be allowed to land on weekend days. |
| Reschedule Visits | This feature allows you to reschedule all work tickets affected by a visit needing rescheduling simultaneously using a rescheduling wizard. It can be used with both sequenced and time-based visits. When using the tool, route assignments and visit duration are preserved. Additionally, you have the option to include or exclude Fridays and weekends. Select Rescheduling Visits in Bulk for more information. |
| Show on Map | When chosen, it displays a Google map in a new browser tab showing the location of the property of the visit. |
| Create Receipt | Displays the Create Work Ticket Receipt screen, allowing you to create a purchase receipt for items on the work ticket. This option is only available if you have the Add Receipt permission. |
| Optimize Route | Select this option to reorder the visits for that day/route based on the route address inputted in the Routes screen for the most efficient navigation. Aspire removes duplicate addresses when optimizing routes via Google, ensuring up to 25 unique stops. Route optimization is available only if the Route Optimization Permission is enabled in Aspire. A green checkmark on the Schedule Board and a green halo element around the day indicate a route has been optimized. If any user reorders the visits, Aspire removes the indicator until you re-optimize the route. |
| Set as First Stop | Select this option to set the visit as the First Stop for the Route, even after Route Optimization. This option is only available in sequenced-based routes. When selected, an anchor icon displays in the top-left corner of the visit tile. |
| Set as Last Stop | Select this option to set the visit as the Last Stop for the Route, even after Route Optimization. This option is only available on sequenced-based routes and if you have selected a First Stop. When selected, an anchor icon displays in the top-left corner of the visit tile. |
| View Completed Form | If a Complete Work Ticket Form has been published for the service represented by the tile and the crew leader has provided form responses, this menu option will be available. Selecting this menu option displays the most recent form responses for the work ticket. |
| Schedule Equipment | Select this option to open the Equipment Scheduling Board and manage or schedule equipment for the visit. |
Bulk Move Work Ticket Visits
You can select more than one ticket to move on the Schedule Board. Select Bulk Move Work Tickets to view how this feature works.