Purpose

A user role contains a set of permissions and capabilities assigned to a user account. User roles are a fundamental aspect of access control and user management within Aspire.

By assigning specific user roles to employees, you can control and make sure that users can only perform the tasks and access the information that is relevant to their job responsibilities. This helps to maintain data security, and accountability within your organization.

User roles can be customized and tailored to the specific needs of your landscaping business, allowing for flexibility in how permissions are granted and responsibilities are distributed among your team.

✅In order to create contacts, you’ll need Add Contact added to your user role.

✅ In order to assign user roles, you must have System Admin assigned to your user role. You could also have Branch Admin added to your user role.

✅To access User Management and the User Role tab in Administration, you’ll need Manage User Roles added to your user role.

✅ In order to assign the role of Crew Leader to an employee contact, you would need Add Crew Leader Contact to your user role.

While User Roles and Permissions are related to each other, they have some key differences to know as you build out and assign levels of access in your system.

User Roles are typically broad job roles that group together related permissions and responsibilities. They determine the overall scope of what a user can or cannot do within your system or in Aspire’s mobile apps.

Aspire’s Default User Roles are: System Admin, Account Manager, Branch Admin, Branch Manager, Controller, Crew Leader, Executive, Operations Manager, and Sales Rep.

Permissions are specific actions within Aspire that can be granted or restricted. They define the individual operations that a user can perform.

Think of it like the below:

🧠 Permissions are assigned to User Roles, allowing you to control user access at a detailed level!!

User roles allow you to:

Create and Manage Contacts and Property Records

Users with this permission can add, edit, and maintain customer contact information, as well as property details (such as address, lot size, landscape features, etc.). This allows your organization to keep track of your client and property data.

Build Estimates

Users with this permission can create detailed estimates for your client's services, including labor, materials, equipment, and other associated costs.

Send Proposals

Users with this permission can generate and send formal proposals to customers, outlining the scope of work, pricing, and other terms and conditions.

Schedule Jobs

Users with this permission can manage the scheduling of landscaping projects and services, allocating resources, labor, and equipment as needed.

Send Invoices

Users with this permission can create and send invoices to customers for completed work, ensuring timely payment for services.

Process Purchase Receipts

Users with this permission can record and track purchases made for materials, equipment, and other expenses associated with landscaping jobs.

Manage Equipment

Users with this permission can maintain an inventory of landscaping equipment, track usage, and manage maintenance and repair schedules.

Reviewing and Approving Hours Worked by Other Employees

Users with the appropriate permissions can review and validate the time reported by other team members.

Access Reporting Data

Users with permissions relating to reports can view revenue, help with End of Month procedures, and use Pivot Tables to organize custom data relating to productivity, finances and sales commissions, plus more!

As you set up your system, it’s important to know what user roles allow you and your users to do within Aspire! All employees with a user account need to have user roles assigned to them. This includes Crew Leaders but not Crew Members, or Subcontractors.

Aspire has default roles created when your system is created. You can update your roles as needed and create new roles but here's a list so you understand what permissions are enabled when you assign a default role for your users!

The System Admin role has the least restrictive access out of all the default user roles.

Access to all permissions in:

Most restrictive out of all default roles:

📑To learn more about permissions you can assign to User Roles, read this article.

The Role Hierarchy Value determines the authority level within the organization relative to other users.

User roles can have hierarchies between 0 and 999. Role hierarchy values help to determine authority for:

📑If you’re interested in learning more about Approval Workflows in Aspire, read this article.

You have the ability to copy existing user roles, change them, and save them using the Save As function.

For this example, your team has just hired a junior estimator! Since they are still learning the system, you don't want them to have all of the permissions that the Account Manager Role has.

Instead, you'll create a new user role.

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