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Creating an Employee Contact in Aspire
Creating an Employee Contact in Aspire

Learn the workflow of creating an Employee Contact in Aspire!

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Written by Aspire Software
Updated over a week ago

Table of Contents


In order for your employees to be in the Aspire system, you will need to create a contact record and user account for new employees who are not crew members (this also includes Crew Leaders).

Employees require two pieces in order for their Aspire logins to work:

  1. A contact record must be created (In the Contacts module)

  2. A user record must be created (Administration ➡️ User Management ➡️ Users)

💡 Make sure to create an internal process of what additional information you would like to include in an employee's record. This could include Pay Rates, Certifications, or custom fields.

To create an employee contact specifically for a crew member, click here.


You must have either:

  • System Admin

  • Branch Admin (if enhanced security is checked in Administration's Configuration)

Creating an Employee

⚠️ Before creating a new employee contact, check that a contact has not already been created for the user! This can be done by going to the Contacts module and searching for their name.

To create an Employee Contact, follow the steps below:

1. Hover over the Quick Menu and press New Contact.

2. Fill in the employee’s First Name, Last Name, and Title.

3. Pick Employee for Contact Type.

4. Fill in the employee’s work email address.

📌 Note: The email address does not have to be an active or real email account. The email address will be used as a user name to log into Aspire.

5. Pick the employee’s branch. (You will select the branches they should have access to later)

6. Enter in the employee’s Primary Address, Office Phone, and Mobile Phone.

7. Once finished with the contact record, click the triple dot menu in the top right and select Create User.

8. The contact record will automatically save and open the user record. The information entered will carry over to the fields in the user record (besides PIN).

9. Enter in a PIN and Password. The PIN value will overwrite any PIN value in the Contact record.

  • The PIN must be unique to the employee as Aspire does not allow the same PIN numbers.

  • The PIN and password can be the same or different within a contact and the fields are alphanumeric.

  • There is not a minimum number of required characters.

  • Aspire recommends using a naming convention for developing a PIN and password.

    • Examples:

      • Use the employee’s ID #

      • Use first two letters of their first name and first four letters of their last name (Tom Smith – tosmit)

10. Type the branch the employee will need access to or select the All Branch Access checkbox. You can also select the branch(es) from the dropdown. Additional information about Branch Access in the next section of this article.

11. Add any attachments, if needed.

📌 Note: If attachments such as driver’s licenses are attached, then anyone with access to view the user can view the attachment.

12. Select the role the user will have. This gives them the rights in the system and defines the employee’s system access.

13. Press Save in the upper right.

14. This will take you back into the new Employee's contact and you will see new available employee fields appear.

15. Scroll down to find the Payroll section of the new Employee contact.

16. Pick the Employee’s Pay Schedule. (Pay Schedule is setup in Administration ➡️ Application ➡️ Lists ➡️ Choose Pay Schedule from dropdown)

17. Enter in the Employee’s Number from your company’s payroll system or internal records.

18. The Employee's PIN will show based on what was entered on the user record.

19. In the Pay Rates section, click on the blue New button.

20. Enter in the employee’s Effective Date, Base Rate, and Burden %. The Hourly Cost will calculate automatically.

📌 Note: Effective Date should be the Sunday before the start of the work week for a new hire.

21. Below, you can also add Certifications or Employee Incidents by clicking the blue New button for historical or HR purposes.

22. Select Save to complete the contact information.

More Information on Branch Assignment vs. User Branch Access

Branch Assignments on Contact Records

When you assign a Branch to a contact, this means you are associating the contact’s details with that branch. This further helps Filter and Display information by Branch throughout Aspire’s modules. You can assign branches for both users and non user contact records.

📌 Note: Not only do Branch assignments have an impact when adding to Contacts, but the branch field assignment in other drop downs of Aspire affects visibility for Properties, Items on Estimates, and much more.

Below, we will explain a scenario that include branch drop downs and their options when managing routes. 👇

Under Manage Route there is a Manager field to be entered with an employee contact name. This field is driven from the branch assigned on the contact record, not the branch access on the user details.

In this example, Camille’s Route is from the Main branch. When selecting a Manager for this route, this drop down will only provide managers that have contact records assigned to the Main branch.

Assigning a branch to a user related contact does not have impact on what that contact has access to inside of Aspire; this setting is more for visibility across modules of Aspire. If you are looking to assign branch related access, use the Branch Access features on the User Details screen.

Assigning Branch Access on User Contact Records

The branches a user is granted access to will determine module details they can view and interact with across the system.

User branch assignments impact security, visibility, and workflows in Aspire. Understanding this relationship allows properly structuring branch access for employees to maximize control!

In the example below, we have assigned account manager James, Main branch access. This is the only branch he needs access to, so we have limited his access to view Main branch data, only:

When you are working with a contact record of your employees, when you assign Branch Access, this controls a number of things.

Depending on the user role, it can control:

  • Viewing branch related contact information of your clients

  • Invoicing branch related contacts

  • Accessing branch related opportunities or properties

  • Editability of branch related information by the user

📑 Viewing Opportunities and Properties data can be further limited or available with additional user role permissions. To learn about those additional features, please read this article.

For Admin related contacts, branch access is especially powerful. Branch access also defines what content your admin can see in their Aspire account when working in Administration.

If you had Administrators like a Branch Admin that manages more than one branch, Super Admin or a System Admin, you could even assign All Branch access, which grants them visibility in Aspire of all data, regardless of Branch.

Branch access combined with other admin related user role permissions can control things like:

  • Access to HR and payroll related information,

  • Approval of time reporting for employees assigned to the branch,

  • Altering User Role settings and their capabilities specific to branch and branch data.

  • Budget visibility and more.

📑To learn more about user role permissions, please read this article.

📑To learn more about Branch Administrator visibility, read this article.

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