Tag: job aides

This job aid guides you through the process of extracting reports in Aspire, enabling you to access, format, and analyze critical data for insightful decision-making. Aspire’s report extraction process is essential for obtaining valuable insights into landscaping services, including opportunities, work tickets, and property data. By following these steps, you can efficiently generate reports tailored to various divisions, such as Design and Build, Enhancement, Lighting, and Sound.

Step-by-Step Instructions for Report Extraction in Aspire

1. Login and Access the Report Tool

• First, log in to Aspire.
• Start by clicking on the work tickets.

2. Filter the Required Data

• In the filter bar, search for the report you want to extract.

3. Export Data to Excel

• Click on the three dots menu (typically in the top-right of the filtered results).
• Select “Export to Excel” to download the data in Excel format.
• Open the downloaded Excel file, copy all content, delete the existing data, and paste again to ensure data consistency.

4. Format the Excel Report

• Change the font of the data to “Calibri” and align all text to the center for a uniform appearance.
• Select the “All Other Sales” tab at the bottom to view various sales categories.

5. Analyze Using Pivot Tables

• Click on any sales type, then navigate to the “Pivot Table Analyze” option in the Excel header.
• Choose “Change Data Source” and confirm by clicking “OK.”
• Click “Refresh” to update all pivot tables with the latest data.

This job aid provides a structured approach to report extraction in Aspire, helping you obtain insights into properties, work tickets, and other landscaping service data. Following these steps ensures accurate and well-organized reports, assisting stakeholders in making data-driven decisions across various landscaping divisions.

Download a PDF version of the job aide here.

Creating and managing routes in Aspire’s scheduling module is essential for organizing crews and efficiently assigning tasks. Routes define which crew members will work on specific tasks for a given period and help visualize work on the Schedule Board. This guide will walk you through the steps needed to create a new route, assign crew members, and customize its settings to meet your team’s needs in Aspire.

Steps to Create a New Route:

1. Access the Scheduling Module: 

• • Begin by going to the Scheduling section within Aspire. In the top right, click on the three dots to open additional options.

2. Select Manage Route: 

• • From the dropdown, choose “Manage Route.” On this screen, click “New Route” to start setting up a new route.

3. Enter Route Details:

• • Route Name: Input a unique and recognizable name for the route.
  • Manager and Crew Leader: Choose the manager who will oversee the route and the crew leader responsible for supervising the work. Remember, only one crew leader can be assigned per route.
  • Man Hours: Specify the daily man hours each crew member is expected to work.
  • Crew Members: Select team members who will be part of this route.

4. Customize Display Settings:

• • Daily Plan: Untick the “Show Daily Plan” option if you prefer not to display the daily material plan to the crew leader.
  • Route Color: Choose a distinct color for the route to make it easily recognizable on the Schedule Board.

5. Save the Route:

• Once all details are entered, click “Save” in the upper right corner to create your new route.

Following these steps will help you efficiently set up and manage routes for your crews within Aspire’s scheduling system. Properly configured routes ensure organized crew assignments and optimized scheduling, enhancing your team’s productivity and making it easier to manage resources on the Schedule Board.

Download a PDF version of the job aide here.

This job aid provides a comprehensive guide for efficiently handling payroll-related tasks within Aspire. As a process-smart approach, these steps help you manage timekeeping, process payroll accurately, and support compliance with Aspire’s payroll standards. By following these instructions, you can streamline payroll management, address timekeeping discrepancies, and maintain accurate employee records.

Steps for Managing Contacts

1. Access Contacts

• • Begin by navigating to Contacts in Aspire.
  • Sort to Active Contacts and click Confirm.
  • Choose the desired contact from the active contacts list.

2. Apply Contact Type Filter

• • Click on Filters.
  • Under Field Name, select Contact Type and tick the relevant contact type.
  • Click Save.

3. Adjust Display Settings

• • Click on the Display icon (three vertical lines in a box).
  • Scroll down to find Select Options.
  • Choose Employee Number, then drag and drop it to the top of the list.

4. Export Contact Data

• • Click on the Three Dots icon.
  • Choose Export to Excel – Current View to download the contact data.

Steps for Scheduling and Time Review

1. Access Scheduling

• • Go to Scheduling in Aspire.
  • Select Weekly Time Review and choose the appropriate date.

2. Approve Schedule in Bulk

• • Tick the checkbox for the entries you want to approve.
  • Select Approve under Bulk Actions.

3. Set and Print Schedule

• • Select the schedule name, tick the box, and set the Layout of Report.
  • Click Print.

4. Export Employer Time Card

• • Go to Bulk Actions and select the Employer Time Card.
  • Select All and click Print.

Steps for Payroll Reporting

Navigate to Reports

• • Go to Reports and select Standard Reports.
  • Set Filter Type to Accepted Date/Time.
  • Change Filter Type to Custom Equals, then select the desired date.
  • Click Apply.

Steps for Updating Work Time Reviews

1. Open Work Time Reviews

• • Go to Scheduling and select Weekly Time Reviews.
  • Move to the desired day on the schedule.
  • Select Route and Crew Leader.
  • Click Save.

2. Update Schedule Status

• • Tick the schedule type you’re adjusting.
  • Go to Bulk Actions, set to Unapprove, and click Save.

Using Aspire’s payroll management features allows for accurate timekeeping, efficient payroll processing, and thorough reporting. By following these steps, you can help maintain payroll accuracy, address discrepancies, and support compliance with Aspire’s payroll policies, ensuring seamless payroll operations for all employees.

Download a PDF version of the job aide here.

This job aid provides step-by-step instructions for completing work tickets and generating invoices using the Aspire system. Following these steps will ensure that all necessary information is properly entered, and work tickets are accurately processed. This guide is essential for managing tasks, ensuring smooth workflow, and completing invoices efficiently.

Steps for Completing Work Tickets:

1. Access Work Tickets:

• • Click on the Work Tickets tab in the Aspire system.
  • Select the relevant tickets by checking the box next to each ticket that needs to be completed.

2. Complete Work Tickets:

• • On the right side, click on the Bulk Actions drop-down menu and select Complete.
  • A “Complete Work Ticket” window will pop up. Under the Crew Leader field, verify the property name that is shown.
  • Once verified, click Save.

3. Invoicing Setup:

• • In the sidebar, click on Invoicing.
  • On the top left of the screen, search for the ticket number (be sure to note this number for reference).
  • Once the ticket status appears, select Address Required.
  • A window will open, prompting you to fill in the address details:
    • Select the State.
    • Enter the Address, Zip Code, and City.
    • After entering the details, click Save.

4. Generating Invoices:

• • After saving the address, the ticket status will change to Ready from Action Required.
  • Select the ticket again and, from the Bulk Actions menu on the right side, click Generate Invoice and then click Save.
  • Next, click on the three dots next to Bulk Actions and select Complete Batch.
  • Confirm the completion by clicking Confirm.

5. Printing the Invoice:

• • The Report Setting window will pop up.
  • Under the report settings, select Invoice DI and click on Print.
  • This process will clear the ticket.

Steps for Payment Processing:

1. Locate and Copy Invoice Number:

• • Go back to Invoices at the top of the page.
  • Search for the invoice by its number or amount.
  • Click on the invoice number, and once it appears, copy it from the top of the page.

2. Apply the Payment:

• • Click on Payments, located next to Bulk Actions.
  • Select New and then choose New Payment.

• In the new payment window, paste the copied invoice number and click Apply.

• A payment window will open.
• Under the Regarding section, enter the invoice number and select the appropriate name.
• Fill in the Branch and set the Reference Number to “Test Payment”.
• Finally, click Save.

3. Finalizing the Ticket:

• • After saving, the ticket process will be complete.

By following these instructions, you can ensure that work tickets are properly completed, invoices are generated, and payments are applied within Aspire. Proper completion of these tasks is crucial for maintaining accuracy and ensuring efficient workflow management. Use this guide as a quick reference for handling work tickets and invoicing within the system.

Download a PDF version of the job aide here.

The Property Tab in Aspire serves as a central hub for registering properties and companies, ensuring that all necessary details are captured for efficient management. This includes key information such as property addresses, primary contacts, account owners, property types (residential or commercial), branch details, tax jurisdictions, and payment terms.

Accurate property entry is crucial for smooth operations, including the generation of precise estimates, invoices, and maintaining clear records. This job aid will guide you through the step-by-step process of creating a new property in Aspire, helping you streamline invoicing and payment management.

Steps to Enter a Property:

1. Navigate to ‘Properties’ & Select ‘New Properties’:

• • On your Aspire dashboard, locate and click on ‘Properties.’
  • From the ‘Properties’ section, click on ‘New Properties’ to begin entering details for a new property.

2. Enter ‘Property Name’ and ‘Property Status’:

• • Input the name of the property.
  • Opt for paperless invoices to streamline billing and reduce paper usage.
  • Choose the appropriate branch for the property from the drop-down menu.

3. Set ‘Payment Terms’ to Due on Receipt:

• • In the payment terms section, select ‘Due on Receipt’ to ensure prompt payment upon invoicing.

4. Update the ‘Address’:

• • Enter or update the full address of the property, ensuring accuracy for delivery and contact purposes.
  • Select Industry type.

5. Update ‘Account Owner’, Select ‘Property Status’ and ‘Lead Source’:

• • Enter  Account Owner.
  • Select the property status from the drop down.
  • Select lead source.

6. Update ‘Primary Contact’ & ‘Billing Contact’ and Click “Save”:

• • Input or update the details for both the primary contact and the billing contact for the property.
  • Click “Save” to store all the information in Aspire

7. Review all the details:

• • Review all the information.

Following these steps will ensure that the new property is set up correctly in Aspire, with all necessary details, such as billing preferences, contacts, and operations, properly assigned. Accurate data entry is essential for streamlining management and reporting, helping to make future tasks more efficient and organized. By ensuring all property information is correctly entered from the start, you can avoid potential errors and improve the overall workflow, ultimately contributing to smoother operations and better record-keeping.

Download a PDF version of the job aide here.

Contact in Aspire serves as a powerful tool for maintaining the details of customers, vendors, and employees. By capturing comprehensive information such as names, addresses, phone numbers, and email IDs, it facilitates easy access to essential contact details, contributing to seamless interactions and meaningful connections.

This job aid will walk you through the process of updating your personal, contact, and owner details on Aspire. Following these steps ensures your information is accurate and up to date for seamless communication.

Steps:

1. Navigate to Contacts

In Aspire, start by going to the ‘Contacts’ section and click on “New Contact.”

2. Enter Your Details

Fill in your first and last names, email address, and phone number. Ensure the email you provide is current and regularly used for communications, and update your mobile number for effective contact.

3. Enter Address and Select Contact Type

Input your complete address, including street, city, state, and zip code. Then, choose the appropriate contact type from the dropdown menu.

4. Enter Additional Details

If applicable, go to the ‘Additional Information’ section to update the ‘Owner Details’ or any other relevant information.

5. Save Your Changes

Review all the information, then click “Save” to apply your updates.

6. Search for the Contact

Finally, search for the contact in the list to confirm it has been successfully entered into Aspire.

Keeping your personal, contact, and owner details updated in Aspire is crucial for efficient communication and smooth operations. By following the outlined steps, you ensure that all essential information is accurate and easily accessible, helping to maintain strong connections with customers, vendors, and employees. Regularly updating your contact information supports better coordination and improves the overall user experience within Aspire.

Download a PDF version of the job aide here.

This job aid provides step-by-step guidance for conducting property take-offs and creating accurate estimates using Property-Intel and Aspire. 

The goal is to simplify the process of measuring large, organized properties by leveraging technology to reduce manual effort and increase precision. 

By following this guide, you can ensure consistency, high-quality results when managing property data.

Purpose-

To create take-off for large, organized properties and recording measurements using technology instead of Humanly trying to measure the turf, driveways & other details involving yard maintenance or enhancement.

Frequency-

We publish a report every time we finish creating a property on property-intel and finishing its estimation process.

Or could be a weekly basis once the flow of properties received is consistent.

Process Flow-

A Two Step-Process:

I. Take Off:

Assuming we already got the Property information from our client, the memo in which the estimates and different services are provided and a mock map of the property that we need to work on.

1. Log in to Property-Intel.

2. After logging in, go to the side panel and click on projects to view and create a new project or to work on an existing project.

3. Search for your property in the list or you can directly search for it by its name or location.

4. After finding your property you can either start a new project or work on an existing project to work as desired by your client’s needs 

5. You can start marking up the specified areas according to them being mentioned inside the memo created and provided by the client

6. Once finished it would look something like this

7. After getting all the marking done, we should note down all the measurements in their specific units.

II. Estimation: 

1. Log in to Aspire.

2. Go to the Properties tab and then find your given property. Simply by searching its name or the opportunity number.

3. After Selecting your property, Find the opportunity that has been already created by the client or create a new opportunity using a template provided by the client.4. Once the opportunity has been created, User should review the memo provided to ensure that they use the right services given to us by the client.

(Can include obscure and unclear instructions to add new services)

5. After finishing the estimation for the property, User would create a PDF file containing the snip of the final take-off, the memo by the client and the memo made by us to make sure and enlist the services we couldn’t add ourselves.

Front View Benefits-

• Helping to create and measure large properties using technology instead of manual labor of countless hours.

• Analyzing the right property and the different kinds of lands involved in the maintenance and enhancements.

• A faster and more convenient way to reduce manual hours.
• Cost-effective and more precise way than AI-generated tools with bloated sum prices.

By using Property-Intel for take-offs and Aspire for estimates, users can streamline the property measurement process, ensuring accurate data collection and analysis. 

This approach not only saves manual labor but also offers a cost-effective and reliable alternative to traditional methods. 

With the ability to provide precise measurements and reports, this system supports faster decision-making and improved service delivery for clients.

Download a PDF version of the job aide here.

Graphic design plays a crucial role in creating impactful visual content that communicates effectively and enhances brand identity. At Process-Smart, our approach to graphic design is both strategic and creative, ensuring that each design is tailored to meet specific business needs while maintaining a cohesive and engaging look.

This guide will take you through our graphic design process, focusing on how we create custom email templates for Aspire Marketing Pro. Whether you’re requesting a new template or refining an existing one, follow these steps to ensure a smooth and effective design workflow with us.

Steps to Create or Edit an Email Template:

1. Click on “Marketing Pro”

Start by navigating to the “Marketing Pro” section in Aspire.

2. Go to “Email Template”

Next, select the “Email Template” option where you will either create a new template or edit an existing one.

3. Choose a Blank Template

If you are designing a new template, select a blank template to start fresh.

4. Click on “Rows”

In the editor, click on “Rows” to add the structure for your email. Rows will help organize the layout of your content.

5. Drag and Drop the Row  & Choose the Color of the Row

Hold and drag the selected type of row to your template. Position it where you would like it to appear. Customize the row by selecting its color. This will allow you to match your email’s design with your brand’s theme.

6. Go to “Content” and Select Fonts, Colors, and Sizes

Once your row is set, go to the “Content” section where you can further customize your email. In the “Content” section, you can choose the font type, font color, and size. You can also make other adjustments to ensure your email looks professional and consistent with your brand.

7. Repeat for Each Section

Continue adding rows and customizing content until your template is complete. Once you have finished all the edits, click on “Preview” to view the graphics. Then, click “Save.

Graphic design is a powerful tool for enhancing brand visibility and creating meaningful connections with your audience. At Process-Smart, we are dedicated to delivering custom design solutions that not only meet your specific requirements but also drive engagement and success.

By following these simple steps, you can efficiently design a new email template or make changes to an existing one. Aspire’s intuitive system allows you to fully customize your email to suit your marketing needs. This flexibility ensures that your emails reflect your brand while staying visually appealing and well-organized.

Download a PDF version of the job aide here.

Kit creation in estimation is essential for organizing materials, labor, and resources in a project. By bundling everything needed into a single package, we help you streamline procurement, increase the consistency and reduce the chances of missing components. It helps forecast costs more accurately, ensuring you have a clear view of the project’s financial requirements.

This guide will walk you through the steps of kit creation in estimation with us. Whether you’re organizing items for a new project or fine-tuning an existing kit, follow these simple instructions to ensure efficiency and accuracy throughout the process.

Steps To Create A New Kit:

1.Access Estimating

• Go to the ‘Estimating’ Tab in Aspire and then the ‘Item Catalog’ Subtab right below it.
• Click on the New Button at the right hand side and choose ‘New Kit’ from the drop down menu.

2.Setting Up The New Kit

• Once on the New Kit page, ensure that it is in Active mode with the slider button enabled.
• Enter all the crucial details like Item Name , Alternate Name for identification of your newly created kit.
• Note that the Item Name will be displayed on your customer’s proposal

3.Categorizing and Assigning Values

• Categorize it with either a suggested or a customized category along with the Unit Type of your choice.
• Choose the Takeoff item from the dropdown menu
• Assign either a ‘Specific Branch’ or keep it at default option of available to ‘All Branches’
• The Available to Bid checkbox enables the kit to be considered during estimating a service that contains the new kit.
• Force Single Unit Pricing checkbox will allow calculation of unit price and its multiplication to determine the total price.

4.Entering Item Details

• Choose the item name from the dropdown menu by entering keywords that match the correct specifications.
• Enter Factor, or Production Factor, for each item assigned to the kit.

5.Confirm The Kit 

• After verifying all the values, click on the ‘Save’ button to finalize the changes.

By organizing items into kits, it becomes easier to manage inventory and plan resources effectively. It also simplifies communication between departments, as everyone has a shared understanding of the materials required. 

Overall, kit creation will help you improve efficiency, cost control, and project management to give you the desired results with transparency and accuracy.

Download a PDF version of the job aide here.

Work ticket scheduling plays a crucial role in maintaining efficient operations within Aspire. By managing client-provided property lists and adhering to specific date requirements, we ensure that all tickets are accurately scheduled and updated. With a focus on recurring services and customizable preferences, our streamlined approach helps keep everything organized and on track for timely completion.

This guide will walk you through the simple steps to work ticket scheduling for your tickets. Whether you’re setting new schedules or adjusting existing ones, follow these easy instructions to keep everything on track.

Steps to Edit Recurring Scheduling:

1. Access Scheduling:

• Go to the ‘Scheduling’ section in Aspire.
• Locate the ticket you want to adjust, then right-click on the ticket.
  

2. Edit Recurring Scheduling:

• From the options, select ‘Edit Recurring Scheduling’ to begin making changes.

3. Set Start Date:

• In the scheduling window, set the desired ‘Start on Date’ for the recurring schedule.
• Tick the box labeled ‘View Schedule’ to view the schedule details.
• Once set, click ‘Save’ to confirm the changes.

4. Confirm Changes:

• After saving, click ‘Confirm’ to finalize the changes.

5. Optional Ad-hoc Adjustments:

• If needed, you can Schedule or Unschedule specific visits on an ad-hoc basis.
• After making these adjustments, click ‘Save’ and then ‘Confirm’ to complete the process.

Effective work ticket scheduling is key to ensuring smooth operations and timely service delivery in Aspire. By staying organized, adhering to client requirements, and utilizing tools like recurring schedules and property preferences, we can maintain efficiency and keep every task on track for success.

Download a PDF version of the job aide here.