What it is
When a customer writes to your connected email (Gmail, Microsoft 365, an Other mailbox or your own domain), Aria answers with a proper email from that same address. She does not answer with a chat message.
Each email Aria sends has:
- A greeting with the customer's first name when it is known ("Hi Daniel,"), otherwise "Hello,".
- The answer first, in short paragraphs. Details such as the car, its price from your stock and the times she offers come as a short list.
- A car card for each car from your stock that she names (up to three). The card shows the car's photo when she sends one, its name, its price (only when her reply states it) and a View this car link when the listing has a web address.
- One button for the next step, for example Book a test drive. It opens a reply to your dealership's address.
- A polite closing ("Best regards,") and your signature. QualiFlow adds the signature, so it is always the same: "Aria for Riverton Motors" (or "Aria, on behalf of" the salesperson the conversation is assigned to), then your dealership's name, phone, address and website.
Emails use your brand colours and logo from Campaigns → Emails → Brand. They are built to read well on phones and in every common email app. A plain-text version always goes with them.
Aria uses current, checked inventory for vehicle options and prices. A large stock list is presented as a short selection; ask for more options or narrow the make, model or budget. She only refers to an earlier inquiry when matching customer messages are recorded. A new email thread is still treated as a fresh request, even when the same customer contacted you before.
Your staff replies don't change: you write them in the Inbox composer with your own signature.
How to use it
- Check your details in Settings → Business profile and Settings → Locations: the dealership name, phone, address and website. The signature uses the conversation's location first, then the business profile.
- Optional: set your logo and colours in Campaigns → Emails → Brand. The button and links use the primary colour.
- Optional: give each car a listing web address in Inventory so its card shows View this car.
- With Aria on Ask first, open the email conversation in the Inbox and select Preview email on her draft. You see the subject, the formatted email and its plain-text version. Nothing is sent from the preview.
- Select Approve reply to send it, or Dismiss draft.
What the data means
Subject: a reply keeps the customer's subject with "Re:" in front and stays in the same email thread. A new email Aria starts gets a subject that says what it is about, for example "Your test drive at Riverton Motors".
Signature lines: a fact you haven't filled in is simply left out. There are never empty lines or blank labels.
Plain text only: an Other mailbox (your own IMAP/SMTP server) sends plain text. The email still has the greeting, paragraphs, closing and signature, and the car links are written out.
The Inbox shows Aria's words: the conversation in the Inbox keeps the reply as Aria wrote it. The greeting, button, car cards and signature are added when the email is sent.
Possible issues and fixes
The signature has no phone, address or website
Symptom: Aria's emails end with only the dealership name.
Why: The phone, address or website is missing in Settings.
Fix: Fill them in under Settings → Business profile or the location under Settings → Locations.
How to check: Select Preview email on Aria's next draft. The signature shows the new details.
There is no logo at the top
Symptom: The email has no logo.
Why: No logo is set in Campaigns → Emails → Brand, or your workspace logo has no public email copy yet.
Fix: Add the logo in Campaigns → Emails → Brand.
How to check: Preview email shows the logo above the greeting.
A car has no card
Symptom: Aria names a car but no card shows.
Why: A card shows only for a car from your stock that Aria looked up for this reply. Its price shows only when her reply states it.
Fix: Nothing is needed. To add a View this car link, give the car a listing web address in Inventory.
How to check: Preview email on the next draft about that car shows the card.
