Channels & connections
Connect texting, calls, email, Facebook and Instagram messages and your website chat.
Guides in this topic
- Form analytics, answers by question and Excel exportEach form's Analytics tab shows views, submissions and conversion over time, where responses came from (QR code, website or link), a summary of every question like Google Forms, a table of all responses and an Excel export.
- Aria's follow-up on form responsesWhen someone sends a form and ticks the consent box, Aria texts them from your number within about a minute, or emails them from your own mailbox. Each response says whether she followed up, and why not when she didn't.
- Read form responses and find them in IntakeEvery form and survey response shows on the form's Responses tab with its answers, consent, source and where it went in Intake. Most responses enter Intake as a web form message; job applications stay on the form.
- Create a form or survey and share it with a link or QR codeForms & QR builds inquiry forms and surveys. Publish one to get a hosted link, a QR code and embed code for your website; every response goes into Intake with where it came from.
- Chatbot analyticsSee how your website chat is doing over the last 7, 30 or 90 days. Visitors, chats started, leads, bookings, hand-offs, response time, busiest hours, websites and top questions.
- Design your website chatMake the website chat look like your dealership. Choose every colour, the chat button, the header, quick replies, a pre-chat form, office hours and the theme. The Live preview shows each change before you save.
- Website chat isn't showing or answeringThe chat bubble only shows when Live on your website says Yes for that exact website. Here is what each Not yet reason means, how visitor chats arrive in QualiFlow, and how to fix a chat that doesn't show or answer.
- Website chat settings, languages and lookChoose what the website chat says, which languages it speaks, how it looks and which location it answers for. Every setting shows in the Live preview as you edit.
- Put Aria's chat on your websiteBuild a website chat widget in Chatbot, publish it, and paste one line of embed code into your website. Visitors chat with Aria, and their conversations arrive in Intake.
- Connect Gmail or Outlook mailConnect your dealership's Gmail, Google Workspace, Outlook or Microsoft 365 mailbox so customer email comes into the Inbox and replies go out from your own address.
- Gmail or Outlook says Needs reconnectWhen Google or Microsoft access can't be renewed, the mailbox tile shows Needs reconnect or Renew access and email replies stop. Sign in again with the same mailbox.
- Meta's 24-hour reply window and WhatsApp templatesFacebook Messenger, Instagram and WhatsApp let a business reply only within 24 hours of the customer's last message. After that, WhatsApp needs a template Meta approved; Messenger and Instagram wait for the customer.
- Connect Facebook Messenger and InstagramConnect your Facebook Page and its linked Instagram account with one Meta login, and choose which location's Inbox gets the messages.
- Reconnect Facebook, Instagram or WhatsAppWhen a Meta channel says Reconnect needed or Access removed in Meta, reconnect it with the same Page or account. Conversations, notes and history are kept.
- Connect WhatsAppConnect your WhatsApp Business number through Meta's sign-up window so customers' WhatsApp messages come into the Inbox and your team and Aria can reply.
- Settings → ConnectionsConnections is where an Owner connects Facebook Messenger, Instagram, WhatsApp, texting and calls, email and calendars. Each connection has its own tile and its own page.
- Forward your calls to QualiFlowKeep your number with your phone company and forward its calls to your QualiFlow number, so Aria answers the ones you miss. The guide shows exactly what to dial for your carrier, then tests it with a real call.
- Choose how to set up a number, and add texting to your existing numberAdd a phone number offers three choices - a new number, your existing number, or moving your whole number to QualiFlow. Keep your number with your phone company and add texting to it, forward its calls, or both.
- Give each team member their own numberOwners and Managers say who each dealership number is for. Aria answers every number and can put a caller who asks for someone by name, or for their salesperson, through to that person's own phone.
- Move your whole number to QualiFlowMove your US business number from your phone company to QualiFlow, so its calls and texts come to QualiFlow and Aria answers them. You keep the same number. Toll-free numbers can't be moved this way.
- Buy a new number and manage your phone numbersPhone numbers in SMS & calls lists every number your dealership texts and takes calls on, and which location's Inbox each one feeds. Buy a new local or toll-free number, verify, edit, disable or enable numbers.
- Set up SMS & callsSMS & calls lets your dealership text and take calls on its own numbers. Turn it on, add a number, register your business for texting, then check each number on Overview.
- Register your business for texting (A2P 10DLC)US carriers carry your texts only after your business is registered. Business registration in SMS & calls collects your details once, files them under your workspace's own account, and shows each carrier step's result.
- Customer email goes only from your dealership's addressQualiFlow sends customer email only from your dealership's own address, never from a QualiFlow address. Until you connect one, customer email isn't sent; texts and other channels still work.
- Send email from your own domainAdd your dealership's domain, copy a few DNS records to your domain provider, verify them, and add senders such as marketing@yourdealership.com. No mailbox is needed.
- Why isn't my email domain verifying?A domain stays Pending until every Sending record is found exactly as shown, and shows Failed when one is missing or doesn't match. Fix the rows marked Failed at your domain provider, then select Verify DNS.
- Receive replies and track clicks on your email domainControl sending and receiving separately on your own email domain. Aria replies only when sending, receiving and live replies are on; receive-only messages stay in Inbox for your team.
- Connect another mailbox with an app passwordConnect a mailbox that isn't Gmail or Outlook with its sending (SMTP) and receiving (IMAP) servers and an app password, so customer email comes into QualiFlow and Inbox replies go out from it.
- Call transcripts and recordings: what Aria's calls keepIn Settings → Calls an Owner decides what every Aria call keeps - nothing, a short summary (the default) or a full transcript, and whether the audio is recorded (off by default). Open a call in Calls to read, play and copy what it kept.
Every lead gets a reply
Never leave a lead waiting until morning.
Aria answers, qualifies and books test drives around the clock, in English, Spanish and French, inside the rules you set.
Smart Flow · Card required. Subscription charges automatically after seven days unless cancelled; optional guided onboarding is charged upfront. Nothing goes out to customers until you connect your channels and approve Aria’s go-live checklist.
