Inbox & Intake
Work every conversation in one place, take over from Aria and capture new leads.
Guides in this topic
- Intake - new senders and messages that need a personNew leads go straight to the Inbox. Intake holds what still needs a person to decide - greetings on their own, spam and automated senders, wrong numbers, opt-outs and anything Aria finds unclear - and lets an Owner link the sender to a Contact.
- Why is a message waiting in Intake?Every chat in Intake shows the reason it is waiting. Match the reason here to see what it means and whether to move it to the Inbox.
- Record a manual inquiryManual inquiries & history in Intake is where an Owner records an inquiry by hand - a walk-in, a phone call, a note from an event - and keeps its review history.
- Who can do what in the InboxOwners can do everything in the Inbox. A Staff member's Inbox access - View, or View and change - and the separate Approve Aria replies switch decide which buttons they see.
- Inbox basicsThe Inbox is one list of every real customer conversation from every connected channel. Find a conversation, see who is handling it, and open it to reply.
- Tag conversations and filter by tagMark chats as Negative, Ignore, Acknowledged, Lead or your own tags, see the tags on each row, and show only the conversations with one tag.
- What are Aria's notes in a conversation?While Aria talks with a customer she writes short internal notes for your team at the key moments. Only your team sees them; they are never sent to the customer and never counted as messages.
- Approve Aria's reply drafts (Ask first)When Aria is on Ask first, she writes each reply as a draft and waits. An Owner, or a team member with Approve Aria replies, approves the exact text before anything is sent.
- Reply and add internal notesThe composer at the bottom of a conversation sends a reply to the customer on the conversation's channel, or saves a private internal note that is never sent.
- Read an open conversationOpen a conversation to read the whole history with the customer, see its status chips and what Aria did, follow each message's delivery mark and use the actions in the header.
- Take over, pause and hand back to AriaTake over stops Aria in one conversation and assigns it to you. Pause stops her without changing who it is assigned to. Hand back to Aria lets her answer the customer's next messages again.
- Ask Aria to write a reply, insert templates and change the subjectAria drafts your next reply from the latest messages in a few seconds for you to edit and send yourself; templates fill the customer, your name and the dealership; a new email subject starts a new thread.
- A customer is waiting for staffAwaiting staff means Aria passed the conversation to your team, or the customer asked for a person. Pick it up from Human attention, answer the customer and resolve the hand-off.
- The Context panel beside a conversationContext shows what QualiFlow knows about the customer and this conversation, beside the messages - who they are, what Aria remembers, what they asked for, open hand-offs and the next useful action.
- The Calls tab in the InboxThe Calls tab in the Inbox is a quick list of real phone calls handled by Aria or your team. Select a call to open it on the Calls page.
- Why didn't my message get through?When a reply from you or Aria doesn't reach the customer, or a customer's message doesn't reach the Inbox, the delivery mark and the words beside it say why. Match the reason here and fix it.
- Log and schedule callsLog each call you make from your own phone, and schedule calls so the right person is reminded when one is due. To call from the dealership number, use Call on the contact.
- The Calls pageCalls is one place for every phone call on record - calls Aria answers on your dealership numbers and their voicemails, Aria Campaign calls, calls your team logs from their own phones, and calls scheduled for someone to make.
- Calls aren't workingWhen calls don't reach QualiFlow, go to voicemail instead of Aria, or are missing from the list, work down these checks - the number, QualiFlow's routing, the Aria switch and the agent on the number.
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.
