AI Assistant
AI Assistant overview
Understand what the AI Assistant can help with, when to use it, and how your team stays in control.
What you will accomplish
You will understand how the AI Assistant helps your staff find records, answer everyday operational questions, and prepare draft work—while your team stays in control of what gets saved.
The AI Assistant is for staff using the dashboard. Customer portal users do not see it.
When to use the AI Assistant
Use it when you know what you need, but want a faster path to the answer or the right page.
Good moments include:
- A customer calls and you need their vehicles quickly.
- You want today's schedule without opening every calendar filter.
- You need to know how many parking spots are open or where a car is parked.
- You want to draft a new customer, car, and appointment from one spoken or typed request.
- You want help wording a text or email before you send it from Inbox.
What the assistant can help with
- Look up records — customers, cars, appointments, parking spots, inbox threads, invoices, and quotes (based on your permissions).
- Answer operational questions — what is scheduled today, where a car is parked, or how many spots are free.
- Prepare draft work — new customers, cars, drop-offs, pickups, moves, events, and related notes shown as review cards.
- Open the right page — navigate to Cars, Contacts, Schedule, Parking Spots, Inbox, or Payments when you are ready.
- Draft messages — professional wording you can edit before sending from Inbox.
What the assistant does not replace
The assistant speeds up work. It does not replace your team's judgment.
Treat answers as drafts whenever they affect customers, vehicles, money, appointments, or outbound messages. If something looks wrong, stop and check the record in the dashboard.
Use the normal pages—not the assistant—for sensitive work such as finalizing contracts, changing payment methods, or deleting important records.
How your team stays in control
- Lookups show information only
Questions like “Look up Alex Morgan's cars” display results for you to read. Nothing changes until you edit records yourself or confirm a proposal.
- Changes use proposal cards
When the assistant prepares new customers, cars, or appointments, you see proposal cards and a Confirm All button. Review every card first. Read Review AI proposals before your first save.
- Permissions still apply
Staff only see areas their role allows—such as Cars, Schedule, or Payments. If access is missing, the assistant will say so. A team admin can adjust access in Settings > Team.
- Navigation is optional
Sometimes the assistant offers to open a dashboard page with Go now or Cancel. You choose whether to leave the chat.
Recommended learning path
Follow these guides in order the first time your team tries the assistant.
- Learn the chat list
Start with Manage your assistant chats for New Chat, history, and deleting old threads.
- Practice everyday questions
Use Use the AI Assistant and Ask about schedule, parking, and records for lookups such as “Look up Alex Morgan's cars” or “What's on the schedule today?”
- Prepare draft work
When your team is ready to create records, follow Prepare work with the AI Assistant.
- Review before saving
Always finish with Review AI proposals before you select Confirm All.
- Manage your assistant chats — New Chat, chat history, and deleting old threads.
- Use the AI Assistant — voice and typing, clear questions, and follow-ups.
- Ask about schedule, parking, and records — today's work, parking, and customer or vehicle lookups.
- Prepare work with the AI Assistant — multi-step requests that create proposal cards.
- Review AI proposals — checklist before Confirm All.
Voice or keyboard?
Most staff use Type instead when they need exact spelling for customer names, email addresses, or VINs. Voice works well for quick questions such as “What's on the schedule today?” when your device allows the microphone.
If you see Speech recognition error: not-allowed, your browser blocked the microphone. That is common on shared computers. Click Type instead and continue with the keyboard—see Use the AI Assistant.
Important words in plain English
Chat means one conversation thread with the assistant.
Proposal or proposal card means a draft the assistant prepared for you to review before saving.
Confirm All saves every prepared card in that group at once—only use it after you check each card.
Lookup means searching existing records without creating new ones.
New Chat starts a fresh thread so the assistant does not mix up two different customers.
Who should read which guide
Front desk and phone staff — start with Use the AI Assistant and Ask about schedule, parking, and records.
Anyone creating new customers, cars, or appointments — read Prepare work with the AI Assistant and always finish with Review AI proposals.
Managers training the team — share Manage your assistant chats so each customer gets a fresh New Chat thread.
Quick links by job
| I need to… | Open this page | Step-by-step guide |
|---|---|---|
| Start a fresh conversation | AI Assistant → New Chat | Manage your assistant chats |
| Look up a customer or car on the phone | AI Assistant | Ask about schedule, parking, and records |
| Check today's appointments quickly | AI Assistant or Schedule | Ask about schedule, parking, and records |
| Find where a car is parked | AI Assistant or Parking Spots | Ask about schedule, parking, and records |
| Draft a new customer, car, and drop-off | AI Assistant | Prepare work with the AI Assistant |
| Save assistant drafts safely | Proposal cards in the chat | Review AI proposals |
| Word a text or email (without sending) | AI Assistant, then Inbox | Use the AI Assistant (draft section) |
Related dashboard areas
After you are comfortable with the assistant, these sections work hand-in-hand with it:
- Cars for vehicle records and activity
- Contacts for customers and leads
- Schedule for appointments and team planning
- Parking Spots for floor plans and assignments
- Inbox for customer messages
- Settings > Team for who can access each area
Common mistakes to avoid
- Do not use Confirm All without reading every proposal card—wrong names and times are hard to undo.
- Do not ask about a second customer in the same chat—click New Chat when the topic changes.
- Do not assume the assistant sent a message to a customer—sending always happens in Inbox.
- Do not trust invoice totals or contract details from the assistant alone—open Payments or the record page to verify.
- Do not skip the keyboard for exact spelling—use Type instead for names, email addresses, and VINs.
What success looks like
- Staff can open AI Assistant and complete a record lookup on the first try.
- Proposal cards are reviewed before Confirm All is used.
- Each new topic starts with New Chat so conversations stay easy to follow.
- Your team knows when to use the dashboard directly for sensitive billing or contract work.
What to do next
Start with Manage your assistant chats, then practice one lookup in Use the AI Assistant.