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Email and SMS Notification Overview
Email and SMS Notification Overview

Find out how to use notifications through email and SMS texting for a better customer experience!

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Written by Aspire Software
Updated this week

Table of Contents


With notifications enabled, you can send instant notifications when the work ticket is marked complete in Aspire's mobile app, or receive an internal alert if a crew member fails to clock into a work ticket on their schedule.

Email Notifications are helpful for information communication between your company and your customers. This notification type is an alternative to SMS notifications, and can be useful for client contacts that have many properties being serviced that need more information at once, rather than on a job by job basis.

Email Notifications can also be used to communicate equipment inspections to your internal teams and go to the user that is responsible for maintenance on equipment being used.

Sometimes, you have customers that don't read emails, or they prefer a short message to notify them directly about service without clogging their inboxes. Reach these customers with an SMS notification!

Overview of Functionality

  • Notification Types are Email and SMS Notifications

    • For Email Notifications

    • Uses HTML and can include logos

      • Can use Insert Tokens

    • For SMS Notifications

      • Send SMS messages to your customers to communicate key alerts about the delivery of your services from a toll-free number that is unique to your organization.

  • Email Triggers Available

    • For Work Ticket Completed in:

      • Aspire's mobile app

      • the Subcontractor Portal

      • Aspire Cloud

    • For Equipment Inspection Complete (Internal)

      • Equipment Inspection Out of Service

      • Failed, Warning, or Passed

  • SMS Triggers

    • For Absentee Notification (Internal):

      • Job Not Started in Aspire's mobile app

    • For Visit Reminders:

      • Work Ticket Visit Scheduled

    • For Work Ticket Complete in:

      • Aspire's mobile app

      • the Subcontractor Portal

      • Aspire Cloud

  • Configuration

    • Can be configured for System and Branch levels

    • Can be configured at Division, Service Type, or Service level

  • Delivery Time

    • Immediately (Email and SMS)

    • Daily Digest (Email only)

    • Weekly Digest (Email only)

    • Day Before

  • Notifications can be copied for quick and easy setup of multiple notifications


Instant Notifications

With notifications enabled, you can send instant notifications when the work ticket is marked complete in Aspire's mobile app, or receive an internal alert if a crew member fails to clock into a work ticket on their schedule.

For a Daily or Weekly Digest via the Email Notification Type

With the digest approach, clients can streamline the communication of work being completed. You can send a daily or weekly digest of all the work tickets completed for that given day or week.

The digest method will include all applicable Work Tickets completed from the time the last Digest was sent and when the new Digest is configured to be sent out.



  • 7:00 AM: A digest sent at 7:00 AM today would include all Work Tickets completed between 7:01 AM yesterday and 7:00 AM today.

  • 9:00 PM: A digest sent at 9:00 PM today would include all Work Tickets completed between 9:01 PM yesterday and 9:00 PM today.


  • Friday 8:00 PM: A digest sent at 8:00 PM on Friday would include all Work Tickets completed between 8:01 PM the previous Friday and 8:00 PM the day it is sent.

  • Monday 6:00 AM: A digest sent at 6:00 AM on Monday would include all Work Tickets completed between 6:01 AM the previous Monday and 6:00 AM the day it is sent.

Requirements to Access Notification Configuration

User Role Permissions

In order to setup Notifications, users must have the following permissions:

  • Manage Notification Settings is enabled for your user role so you can create Visit Reminder templates. This can be on either the system or the branch level.

  • Edit All Contacts is enabled; this allows you to turn on SMS notifications for a contact.

  • ✅ For Absentee Notifications, you must have time-based scheduling enabled under the branches and routes under which you will be using this notification type.

    • The designated employees who will be the recipients of the absentee notification(s) will need to enable SMS Notifications before opting into SMS message notifications.

Check the boxes for the appropriate system and branch permissions as shown below:

Enabling Notifications

Once your user roles have the correct permissions, you can configure your Notification Settings. To do this:

  • Click Settings, and then Administration in the blue side menu.

  • Select the Notifications tab ➡️ Notification Settings.

  • Toggle Email Notifications to the On position for Email. Toggle SMS notifications to the On position for SMS notifications.

  • Fill in the default Reply to Email (System).

  • Alter any branch settings if need be by drilling into the branches listed below the above mentioned fields.

    • Branch settings will override the System settings.

📌 Note: If you have more than one branch, Email or SMS Notifications must be enabled for each branch by either selecting the branch or using the Enable SMS Notifications option under the Bulk Action menu to enable this feature for multiple branches at once.

  • When complete, click Save.

Setting up your Employee Contacts to Receive Internal Notifications

For your team to receive internal notification types, employees must have the Opt-In Internal Notifications checkbox selected under the Mobile Phone number field on their contact record.

  • After enabling Opt-in Internal Notifications, employees receive an SMS message that states: Aspire would like to send you SMS Notifications for your company.

    • They must reply START to finish opting in.

🧠 You can also opt in multiple employees to Internal SMS notifications under Bulk Actions in the Contacts module.

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

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

Preparing Contact Records to Accept Notifications

Much like editing your employee contact records to accept Notifications, in order for notifications to be sent to your customers, notifications must be allowed on the property's contact record. Notification contacts are specified in the Contacts section of the Property Overview screen.

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

Reviewing the Notification Log

The notification log search list allows you to view and filter information about notifications that have been sent to your customers. There are three places that Notification Logs can be found:

  • In Configuration ➡️ Notifications ➡️ Notification Log

  • In Contacts module ➡️ Select a Contact ➡️ Notification Log section in Contact details

  • In the Properties module ➡️ Select a Property ➡️ Notification Log section in Property details

Reviewing the Notification Log in Configuration

To review the Notification Log details, click to Notifications in Configuration.

Clicking on the Recipient Name hyperlink will redirect you to the Contacts module to review the contact detail screen.

In the Contacts Module

On the Contact screen, in the Properties section, there is a display field that shows Notifications and their types. There is also a detailed Notification Log section which displays the contact specific notifications relating to your customer's properties.

In the Properties Module

On the Property Detail screen, there is a Notification Log section. This section displays a list of all notifications sent to your customer for their respective properties.

More References on Notifications

After you have configured your user roles and system and branch level access to Notifications, you should move forward with the creation of your Email or SMS Notification Templates.

📑 To learn how to set up an Email Notification, read here.

📑 To learn how to set up and SMS Notification, read here.

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