Purpose

The Custom Forms feature allows you to use forms and checklists that match your unique workflow needs when working in Aspire Mobile. Use forms to capture critical information and reduce paperwork.

Whether you want to use Clock-In, Clock-Out or Complete Ticket forms, this tool gives you the flexibility to build and use forms specific to your business.

With customized forms, you can gather consistent data, standardize processes, and elevate productivity!

📌Note: Custom Forms must be created and published in Administration in order for Crew Leaders to view and use.

✅To create Custom Forms, you need to have System Admin assigned to your user role.

✅To view reporting related to Custom Forms, you need to have View Mobile Forms Report added to your user role.

✅To see Custom Forms in the Time Entry screen or in the Work Tickets module, you need to have Full Access to Schedule Board added to your user role.

There are three types of Custom Forms that can be created and displayed in Aspire Mobile.

The types are:

You can create multiple forms of each form type. Aspire will only allow a company to publish one Clock In form and one Clock Out form at a time.

For Complete Ticket forms, you can publish multiple forms and associate them with different services. Once a Complete Ticket form has been published, it must be assigned to one or more services before it will become available for display on the mobile device.

When a crew leader marks a work ticket as complete in Aspire Mobile, if a service has a form assigned, Aspire displays the form and collects information from the crew leader.

To create a new form, head to your Administration Settings. Click on Application, and then Custom Forms.

In this example, we need to create a work ticket completion form to add to certain services we know will be performed onsite. We created a Form Name, and selected the Form Type of Complete Ticket. The Version Number will be grayed out, and that’s because this number automatically gets updated by Aspire when you are creating or updating a form.

After the name and type have been entered, it’s now time to make the form questions.

You can set up different response Field Types based on the following options. This tells Aspire to ask your Custom Form questions in a specific format to your Crew Leaders.

The different Field Types are:

📌 Note: *If one of the starred Field Types is selected, then these questions will automatically be filled with an answer based on the Crew Leader’s GPS location if services are enabled. Crew Leaders can override the data that is automatically added, if they choose.

Once your Custom Form has been created with all of your questions, you can Save.

You can assign Custom Forms to services individually on the Service screen or in Bulk Actions under the Service Catalog.

The Service then can be used on Opportunity Estimates. Once the Opportunity is In Production and the work ticket that has the service is marked as Complete, the Custom Form is shown to the Crew Leader in Aspire Mobile.

After setting up your Custom Forms, your Crew Leaders can begin using them with Aspire Mobile.

We will show examples of each form type in the next section! 👇

Once Custom Forms are published in Aspire Desktop, they will appear in Aspire Mobile and Crew Leaders can use them during their daily workflow. Their responses are synced to Aspire Desktop for your office staff to use.

Crew Leader Camille is starting her workday. When she opens Aspire Mobile and clicks Clock In, she sees a custom form that she needs to complete.

The form asks for things like:

Camille responds to each question on the form with a response. When she's done, she clicks Submit. Her clock in is complete and the form responses are saved.

Custom Forms also can be displayed for your Crew Leaders to complete before a work ticket is marked as completed. This makes sure that your team in office receives important information before the next work ticket is started.

In the example below, a Work Ticket Completion Form was set up and attached to the service that Camille and her crew services during their shift.

Camille and her team just finished installing plants at her clients’ property. Before completing the work ticket in Aspire Mobile, she sees a Complete Ticket form pop up.

The form asks two questions:

She enters 15 mph for the wind speed and 65 degrees for the temperature on the form.

Once she fills in the details, Camille clicks Submit. The form information gets saved with the rest of the completed work ticket information.

If a Clock Out Form is turned on, when Crew Leaders use the Clock Out button, the custom form that has been set up will appear.

Crew Leader Camille is finishing up her shift. She opens Aspire Mobile and selects Clock Out to end her day.

First, Camille confirms she wants to clock her and her crew out. Then a Clock Out Form appears.

The form asks:

Camille goes over her team's attendance, checking if anyone left early and enters in the requested information. Then, she clicks the Submit button.

📌Note: The form will not appear if the crew leader only clocks out another crew member.

All form responses captured by Aspire Mobile are synced to the Mobile Forms Report in Time Entry and also in the Reporting module.

Once crew leaders fill out custom forms in Aspire Mobile, office staff can review the responses in a few different places in Aspire Desktop.

In Time Entry, Custom Form responses will be attached to the associated time entry. Staff can look at Time Entry to see a single submission for a specific work ticket.

In the Reporting Module, all form submissions are displayed in the Mobile Forms report. The search list view automatically groups together responses by form.

To review Custom Form data for Clock In or Clock Out forms, you can view individual responses by day on the Time Entry Screen.

Let’s say we wanted to review the Clock-in Form that Crew Leader Camille submitted on Wednesday the 20th for her crew's job for the Install Spring Color work ticket.

The responses to the questions on the Custom Form are shown in the report details screen.

Here’s an example of when the Clock in Form for Crew Leader Camille is selected:

To view Complete Work Ticket Form responses, navigate to the work ticket that was completed.

Let’s now review the Complete Work Ticket form that Crew Leader Camille recorded for the Install Spring Color work ticket.

In the Reporting module, all form submissions are displayed in the Mobile Forms report.

Let's say we wanted to see the Work Ticket Completion Forms that have been submitted. We would need to review the Mobile Forms report in the Reporting module.

The search list view automatically groups responses by form. You can use the search list filters to review other Custom Forms, form types, or submissions by your Crew Leaders within this report.