What you will accomplish

You will 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 you finish this guide, you will know how to:

• Write one clear message that covers several related tasks.
• Wait for the assistant to show draft cards instead of saving records immediately.
• Review each card before you select Confirm All.
• Fix spelling, times, or vehicle details on the cards themselves.

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) from Settings > Events & schedule.
• Read Review AI proposals so you know what to check on each card.

Step 1: Start a new chat

1. Open AI Assistant

   Go to AI Assistant from the dashboard sidebar.

   Why this matters: Each new customer or job should start in a fresh thread so the assistant does not mix up names from an earlier conversation.

2. Click New Chat

   In the left sidebar, click New Chat.

   Expected result: You return to the start screen with the microphone and suggested questions.

3. Choose Type instead

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

   Why this matters: Typed messages are easier to proofread before you send them.

Step 2: Write one combined message

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

Example you can adapt:

Create a new customer named Jordan Lee with email jordan.lee@example.com and phone 555-010-2000. Add a 2020 Ford Mustang in red. Book a vehicle drop-off tomorrow at 2pm. Do not confirm yet.

1. Type or paste your message

   Enter the full request in the text box at the bottom of the screen.

2. Press Enter or tap the send arrow

   Send the message when it reads correctly.

   Expected result: The assistant shows Thinking... while it prepares draft cards. This may take a few seconds.

Step 3: Wait for proposal cards

The assistant does not save records right away. Instead, it shows one or more white proposal cards in the chat.

You may see cards such as:

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

When your message includes a drop-off or pickup, expect a third card for the appointment after the customer and car cards. If you only see two cards, wait a few seconds or ask in the same chat: Also book the drop-off appointment.

When two or more cards appear together, look for a blue Confirm All button at the bottom of the group. The number in parentheses (for example Confirm All (2)) tells you how many drafts will save at once.

Expected result: You see editable fields on each card and a Confirm All button that shows how many drafts are ready (for example, Confirm All (2)).

Step 4: Fix details on the cards

Click inside any field to correct spelling, color, phone number, or vehicle trim before you confirm.

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.

   Why this matters: Fixing a card now is much faster than cleaning up duplicate or wrong records later.

3. Follow the review checklist

   Use the full checklist in Review AI proposals.

Step 5: Confirm only when everything is correct

1. Select Confirm All

   Click Confirm All only when every card matches your notes.

   Expected result: New or updated records appear in the dashboard.

2. Verify in the dashboard

   Open Contacts, Cars, or Schedule to confirm the customer, vehicle, and appointment look right.

   Expected result: New records match what you approved on the cards. If a drop-off was part of the request, the event appears on Schedule at the correct time.

3. Assign parking when the car arrives

   If the vehicle is on site today, continue with Assign a parking spot so Parking Spots stays accurate.

When the customer or car already exists

Do not ask the assistant to create a second record with the same name.

Instead, say something like:

Book a vehicle drop-off for Alex Morgan's 1995 Porsche 911 tomorrow at 2pm.

Why this matters: Duplicate customers make billing, messaging, and parking assignments confusing.

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 Add a customer, Add a car, and Create an appointment without the assistant.

Troubleshooting

The assistant keeps saying Thinking...

Wait up to a minute on slow connections. If nothing changes, refresh the page, open New Chat, and send a shorter message with fewer tasks.

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. Fields marked with a red asterisk (*) must be filled in.

The appointment time is wrong

Edit the field on the card if you can. Otherwise start New Chat and say the date in full words. Check your facility time zone in Settings > General.

I see “Failed” on a card

That usually means a step ran before an earlier step finished. Start New Chat and send the full request again, or create the customer first and then ask for the car and appointment in a follow-up message.

The assistant created a customer I did not want

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

I only see one card but expected three

Send a follow-up in the same chat: “Also add the car and drop-off appointment.” Or start New Chat with one complete sentence that lists every part of the job.

A speech recognition error appears

You can ignore it if you are typing instead of speaking. Click Type instead and continue with the keyboard. See Use the AI Assistant for microphone tips.

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.
• Assign a parking spot when the vehicle arrives on site.
• Create an appointment if you prefer to schedule directly on the calendar.