What you will accomplish

You will learn how to describe real facility work in one message—such as a new customer, a vehicle, and a drop-off time—and let the AI Assistant prepare proposal cards for you to check before anything is saved.

When to use this guide

Use this guide when:

• A customer calls or emails with several details at once.
• You want to save time typing the same information into Contacts, Cars, and Schedule.
• You are comfortable reviewing drafts before they become live records.

Do not skip the review step. The assistant is helpful, but your team still confirms names, times, and vehicles.

Before you start

• Collect the facts first: customer name, phone or email, vehicle year/make/model, date and time, and parking spot if known.
• Check whether the customer or car already exists in Contacts or Cars.
• Know your facility's appointment types (drop-off, pickup, service, and so on) from Settings > Events & schedule.
• Read Review AI proposals so you know what to check on each card.

Describe the work in one clear message

Good messages include who, what vehicle, and what should happen next.

Example:

Set up a new customer named Jordan Lee with email jordan.lee@example.com and a 2020 Ford Mustang in Guards Red, and book a drop-off appointment for tomorrow at 2pm.

1. Open a new chat

   Go to AI Assistant and click New Chat so the topic starts fresh.

2. Choose Type instead

   Click Type instead if you are entering exact spelling for names and email addresses.

3. Send one combined request

   Paste or type your message, then send it.

Expected result: The assistant replies with one or more proposal cards instead of saving records immediately.

Review the proposal cards

The assistant may show cards such as:

• New Customer — name, email, phone, and company.
• New Car — year, make, model, color, VIN, and plate.
• Appointment or Drop-off — date, time, customer, and vehicle.
• Move car or Event — when your request includes parking or custom event work.

1. Read the summary above the cards

   The assistant usually explains what it understood. Compare that summary to the customer's request.

2. Edit fields on the cards

   Click inside a field to fix spelling, time, or color before you confirm.

3. Follow the review checklist

   Use the full checklist in Review AI proposals.

4. Select Confirm All

   Only select Confirm All when every card is correct.

Expected result: New or updated records appear in the dashboard. Open Contacts, Cars, or Schedule to verify.

Other work you can prepare

You can ask the assistant to propose (not instantly save) many common tasks, including:

• Drop-off or pickup for a stored vehicle
• Move a car to a parking spot
• Photo session or custom event on a vehicle
• Internal notes tied to a customer or car

Use the same pattern: one clear sentence, then review every card.

If you are not ready to confirm

1. Leave the chat open

   You can return later from the chat list (see Manage your assistant chats).

2. Start over with New Chat

   If the proposals are wrong, open New Chat and send a clearer message with full names, VIN, or exact date and time.

3. Enter records manually

   You can always use Contacts, Cars, and Schedule without the assistant.

Troubleshooting

Confirm All is disabled

A required field may be empty on one of the cards. Look for missing first name, last name, vehicle year, make, or model.

The appointment time is wrong

Say the date in full words: Thursday, May 22 at 2:00 pm. Check your facility time zone in Settings > General.

The assistant created a customer you did not want

Open the customer in Contacts and correct or merge records according to your facility process. Prevention is easier—always review cards before confirming.

What to do next

• Review AI proposals for a step-by-step confirmation checklist.
• Ask about schedule, parking, and records for quick lookups without creating new data.