Email and SMS Notification Overview

  • Updated on Nov 18, 2025
  • Published on Oct 10, 2025
  • 4 minute(s) read
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Overview

With notifications enabled, you can send instant notifications when a work ticket is marked complete in Aspire Mobile or receive an internal alert if a crew member doesn’t clock into a scheduled work ticket.

Email notifications are a good alternative to SMS for customers who manage multiple properties and prefer more detailed messages. You can also use email notifications to send equipment inspection alerts to internal teams responsible for maintenance.

Sometimes, you have customers who don't read emails or prefer a short text message to notify them about service. You can reach these customers with an SMS notification.

Things to know

Notification types

Email notifications

  • Uses HTML and can include logos.

  • You can use tokens to insert dynamic information.

SMS Notifications

  • Send messages from a toll-free number unique to your organization

Workflow triggers

Email triggers

  • Work ticket complete in:

    • Aspire Mobile

    • The Subcontractor Portal

    • Aspire Cloud

  • Equipment Inspection complete (internal):

    • Out of Service

    • Failed, warning, or passed

SMS triggers

  • Absentee Notification (internal):

    • Job not started in Aspire Mobile

  • Visit Reminders:

    • Work ticket visit Sscheduled

  • Work ticket complete in:

    • Aspire Mobile

    • The Subcontractor Portal

    • Aspire Cloud

Configuration options

  • You can configure notifications at the system and branch levels.

  • You can also configure them at the Division, Service Type, or Service level.

  • Copy existing notifications to create new ones quickly.

Delivery time options

  • Immediately – Sends the notification right away (email and SMS).

  • Daily Digest – Sends a daily summary (email only).

  • Weekly Digest – Sends a weekly summary (email only).

  • Day(s) before – For Visit Reminder notifications only. Choose to send the reminder 1–31 days before the scheduled visit (email and SMS).

Requirements

To set up notifications, you must have the following permissions:

  • The Manage Notification Settings permission is turned on for your user role at either the system or branch level.

  • The Edit All Contacts permission is turned on, which allows you to set up a contact to receive SMS notifications.

  • For Absentee Notifications, you must enable time-based scheduling for the relevant branches and routes.

To verify permissions, go to Profile > Administration > User Management > User Roles. Under Admin, select Manage Notification Settings (System) and Manage Notifications Settings (Branch).

Enable and configure notifications

Turn on notifications

  1. Go to Administration > Notifications, then select the Notifications Settings tab.

  2. Turn on Email Notifications Enabled or SMS Notifications Enabled.

  3. In the Reply To Email (System) field, enter a default reply-to email address.

  4. Optional: To override system settings for a specific branch, select a branch from the list and update its settings.

    Note: If you have multiple branches, enable notifications for each branch individually, or use Bulk actions to update multiple branches at once.

  5. Select Save.

Preparing contact records to accept notifications

For customers to receive notifications, you must allow notifications on the property's Contact record. You can specify notification contacts in the Contacts section of the Property Overview screen.

For internal notifications, your employees must opt-in to receive messages on their contact record.

Example of an email notification:

Instant and email digest notifications

When you turn on notifications, you can send them instantly when a work ticket is marked complete in Aspire Mobile. You can also receive an internal alert if a crew member doesn't clock into their scheduled work ticket.

For email notifications, you can use the digest approach to streamline communication about completed work. You can send a daily or weekly digest of all work tickets completed during that period. The digest includes all applicable work tickets completed since the last digest was sent.

Examples:

  • Daily digest:

    • A digest sent at 7:00 AM today includes all work tickets completed between 7:01 AM yesterday and 7:00 AM today.

    • A digest sent at 9:00 PM today includes all work tickets completed between 9:01 PM yesterday and 9:00 PM today.

  • Weekly digest:

    • A digest sent on Friday at 8:00 PM includes all work tickets completed between 8:01 PM the previous Friday and 8:00 PM on the day it is sent.

    • A digest sent on Monday at 6:00 AM includes all work tickets completed between 6:01 AM the previous Monday and 6:00 AM on the day it is sent.

Set up employee contacts for internal notifications

For your team to receive internal SMS notifications, you must send an invite to the employee's contact record.

  1. Go to the employee's Contact record.

  2. In the Mobile Phone section, find the SMS Notification Status field and select Send Invite.

    1. After the invite is sent, the field updates to Opt-in SMS Sent with the date.

  3. Your employee receives an SMS message asking them to opt-in. They must reply START to finish the process.

Once an employee opts in, their status shows as SMS Enabled with the date. You can also opt-in multiple employees at once using Bulk Actions in the Contacts module.

If you need to review the Opt-In status for any of your contacts, add the Display column of SMS Opt-In Status:

  • A hazard icon means that the contact has a pending Opt-In SMS invite.

  • A green checkmark means that the contact has accepted the Opt-In SMS invite.

    • More detail about Internal SMS Notification types is found here.

    • More detail about Internal Email Notification types is found here.

More detail about opting in to SMS Notification types is found here.

Review the notification log

The Notification Log allows you to view and filter information about sent notifications. You can find the log in three places:

  • Profile > Configuration > Notifications > Notification Log

  • On the Contact Details screen

  • On the Property Details screen

In the log, you can add the Status column to check if a delivery was Delivered or Failed. Selecting a recipient's name in the log takes you to their contact record in the Contacts module.

Learn more

After you configure user roles and turn on notifications for your system and branches, you're ready to create your email or SMS notification templates.