Tag: job aides

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.

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.

Managing opportunities and estimate creation in Aspire is important for operational efficiency and client satisfaction. Our team ensures the total efficiency on client-provided opportunities by carefully filling in all necessary fields such as Opportunity Name, Division, OPS Manager, Start and End Date, and other relevant details. 

Inputs in various formats like PDFs, CSVs, and Excel files are reviewed and uploaded, including Opportunity Invoice Notes, Estimator Notes, and proposal descriptions. 

Based on client data, we create new estimates or revise existing ones, integrating services like Maintenance, Irrigation, and Seasonal Plantation, with pricing evenly distributed monthly within Aspire.

This guide will assist you in adding a new item estimate on the Aspire platform. Follow these straightforward steps to ensure your item estimate is correctly entered.

Steps to Add a New Item Estimate

1. Switch to the ‘Estimating’ tab

• Log in to your Aspire account.
• Navigate to the ‘Estimating’ tab on the dashboard.

2. Enter the name in ‘Item Name’ and ‘Alternate Item Name’

• Input the primary name of the item in the ‘Item Name’ field.
• Enter any alternative names for the item in the ‘Alternate Item Name’ field, if applicable.

3. Select the ‘Category Type’

• Choose the appropriate category type for the item from the dropdown menu.

4. Enter the number of ‘Unit’

• Specify the number of units for the item in the ‘Unit’ field.

5. Click ‘Save’

• After ensuring all details are correctly entered, click the ‘Save’ button to add the new item estimate.

By following these steps, you can quickly and accurately add a new item estimate on the Aspire platform. This process helps streamline your estimating tasks and keeps your records precise. If you have any questions or encounter any issues, please refer to the Aspire support resources for further assistance.

Download a PDF version of the job aide here.

Effective payment management and accurate estimating are essential components of successful project execution. By ensuring that payments are processed efficiently and estimates are calculated precisely, we build a foundation of trust and reliability with our clients. This approach enables us to manage financial transactions smoothly, forecast costs accurately, and deliver projects that meet both expectations and budgets. Through our commitment to these practices, we support the overall success and sustainability of our projects.

This guide will walk you through the process of adding a new service in the Aspire platform’s ‘Estimating’ section. Follow these straightforward steps to ensure your new service is correctly added.

Steps to Add a New Service

1. Go to ‘Estimating’

• Log in to your Aspire account.
• Navigate to the ‘Estimating’ section on the dashboard.

2. Enter ‘Service Name’, ‘Display Name’, and ‘Abbreviation’

• In the ‘Service Name’ field, enter the name of the new service you are adding.
• In the ‘Display Name’ field, enter how you want the service to appear in the system.
• In the ‘Abbreviation’ field, enter a short form of the service name.

3. Select the ‘Service Type’

• Choose the appropriate service type from the dropdown menu.

4. Click ‘Save’

• After entering all the required information, click the ‘Save’ button to add the new service.

Adding services in the Aspire is a simple yet crucial step for maintaining accurate project estimations. By following the outlined steps, you ensure your service offerings are correctly integrated, leading to more precise forecasting and smoother project execution. This helps uphold the trust and reliability your clients expect.

Download a PDF version of the job aide here.

Creating estimates by copying opportunities in Aspire is a quick and efficient way to generate new estimates using existing opportunity details. This method allows you to save time, maintain accuracy, and streamline your workflow within Aspire’s Accounts Receivable module. Follow the steps below to create an estimate by copying an opportunity.

Steps to Create an Estimate by Copying an Opportunity

1- Go to Aspire Dashboard and Navigate to Properties

• Log in to Aspire and access the main dashboard. Locate the “Properties” section.

2- Select the Property and Open Opportunities

• Choose the relevant property and scroll to the “Opportunities” section.

3- Copy the Previous Opportunity for 2024

• Click the three dots beside the “Save” option and select “Copy.”
• Check all required boxes in the pop-up and click “Save.”

4- Update Opportunity Details to 2025

• Modify the opportunity name, start date, and end date as needed.

5- Create an Estimate

• Click the three dots again and select “Create Estimate.”

6- Finalize the Estimate

• Add the required items and services.
• Click the three dots once more and select “Estimate Complete.”

Copying opportunities to create estimates in Aspire ensures efficiency and consistency while reducing manual data entry. By following these simple steps, you can quickly generate accurate estimates for your properties. This process helps streamline operations in the Accounts Receivable module, making it easier to manage and track estimates 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.

Conducting a site audit is a critical step in maintaining accurate records and ensuring the success of landscaping projects. This guide is designed to walk you through the process of performing a site audit using the desktop version of Aspire. Whether you’re working from your desktop after returning from the site or utilizing the desktop version on a mobile device, this guide provides clear and practical instructions to help you get the job done efficiently.

By following the outlined steps, you’ll not only streamline your site audit process but also enhance the overall efficiency of your accounts receivable workflow. Let’s get started!

Steps to Complete Landscaping Site Audits

1. Access Dashboard
Log in to Aspire and navigate to the dashboard.

2. Search for Property
Go to “Properties,and search for the relevant property in the search bar.

3. Open Site Audit
Click on “Previous Site Audit” and select “Landscaping Site Audit” in both the type and name fields.

4. Save and Confirm
Click “Save,” then “Confirm” to lock in the audit details.

5. Record Mowing Details
Go to the mowing section, select “5,” add an image, upload it, tag it, and click “Save.”

6. Record Trimming Details
In the trimming section, choose a number, add and upload an image, tag it, and save your entries.

7. Generate Site Audit Report
Click on the three dots, select “Print Site Audit Report,” choose the layout option, and click “Print.”

Completing a landscaping site audit in Aspire is a straightforward process when you follow the outlined steps. These summarized steps help you effectively perform and document site audits, ensuring smooth operations and accurate recordkeeping.

By mastering this process, you contribute to maintaining high standards in project management and improving overall efficiency in your accounts receivable workflows. With Aspire, you can confidently manage site audits, keeping your records up-to-date and your operations running seamlessly.

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.

Creating divisions in Aspire allows you to organize and track your company’s revenue and expenses effectively. Divisions serve as designated profit centers that can help break out hours, costs, and revenue in Aspire reports. Follow the steps below to set up a new division within Aspire’s Administration module.

Steps to Create a Division

1. Access the Administration Menu

• • Go to your Profile icon in the blue side menu.
  • Select Administration from the dropdown.

2. Navigate to Application Lists

• • Click the Application tab in the menu.
  • Select the Lists subsection.

3. Select Division

• • From the dropdown list, choose Division.

4. Create a New Division

• • Click the blue New button at the top of the Division list.

5. Enter Division Details

• • Division Name: Enter the name for your division (e.g., Maintenance, Enhancements, Irrigation).
  • Division Code (optional): Define the accounting code for this division if needed.
  • Worker’s Comp Name: Specify the worker’s comp Name.
  • Display Order: Assign a number (e.g., in increments of 10) to determine its order in reports. Lower numbers display higher.

6. Save the Division

• • Click Save to finalize your new division setup.

7. Verify the Division

• • Use the search bar to locate and verify the newly created division.

By setting up divisions in Aspire, you streamline your company’s financial tracking and reporting processes. Use these steps to organize your profit centers efficiently, ensuring that Aspire’s reporting features provide maximum insight into your business operations.

Download a PDF version of the job aide here.

This job aid provides a step-by-step guide on creating unit types in Aspire, a crucial process for streamlining client-specific requirements and enhancing service management. By setting up unit types, users can efficiently add materials and services to estimates tailored to specific tasks, such as lawn care or other property services. This ensures accurate estimates, seamless billing, and effective tracking of services, contributing to better management of accounts receivable and overall client satisfaction.

Steps to Create a Unit Type

1. Click on Profile at the Bottom and Select Administration

Access the administration settings through your profile.

2. Go to Application Then Select List

Navigate to the list section under the application menu.

3. Filter List to Unit Type

Use the filtering option to locate the unit type category.

4. Click on New on Your Right

Select the “New” button on the right-hand side of the screen.

5. Enter Unit Type Name
Input the desired name for the unit type you are creating.

5. Click Save
Finalize the process by saving the new unit type.

By following these simple steps, you can efficiently add unit types in Aspire, ensuring smooth estimation processes and better accounts receivable management. This feature helps streamline client-specific tasks, making property service management more effective and accurate.

Download a PDF version of the job aide here.