What it is
Aria's tools are small icons inside the reply box, beside the emoji button (hover one to see its name):
- ✦ Ask Aria to write: Aria reads the latest messages of this conversation and writes a draft of your next reply, usually in a few seconds (she uses the fast AI model). The draft goes into the reply box for you to check and change. Aria never sends it by herself: nothing goes to the customer until you select Send reply. Each draft uses a small amount of the workspace's AI credits.
- ✦ Refine: improves what you already wrote (see Refine your text with Aria).
- Insert template (the note icon; email conversations, Owners): puts one of your email templates into the reply, with the customer's name, your name (as the salesperson) and the dealership's name filled in.
How to use it
- Open Inbox and select the conversation.
- In the reply box, select the ✦ Ask Aria to write icon. While she works its name reads Aria is writing….
- Read the draft in the reply box, change anything you want, then select Send reply. If you had already typed something, Aria improves your text instead of starting over.
- On an email conversation, select the Insert template icon in the reply box, pick a template and select Insert. Check the filled-in names before you send.
- To start a new email thread, type a new Subject. The note "A new subject starts a new email thread for the customer." shows under it. Leave it empty (or keep the same words) to reply in the same thread.
What the data means
- Filled-in template fields: the customer's first or full name (from the contact, or the name the Inbox shows for the sender when the contact has none), the salesperson (the person signed in) and the dealership (the workspace name). A field QualiFlow cannot fill stays as it is, for example {{vehicle.make}}, so you can see what to type.
- A new subject: the email goes out without the old thread's headers, so the customer's mail app shows it as a new conversation.
Possible issues and fixes
"Aria took too long to write a draft"
Symptom: The draft doesn't appear and this message shows.
Why: Aria answers within about 8 seconds or stops, so you never wait long. Nothing was sent.
Fix: Select Ask Aria to write again, or write the reply yourself.
How to check: The draft appears in the reply box.
Aria can't write because of credits or AI settings
Symptom: A message says the workspace is out of AI credits, or AI is turned off or at its monthly limit.
Why: Each draft uses a few of the dealership's AI credits.
Fix: An Owner adds credits in Settings → Billing or turns AI on in Settings.
How to check: Ask Aria to write gives a draft.
No Ask Aria to write button
Symptom: The ✦ Ask Aria to write icon isn't in the reply box.
Why: It is hidden on internal notes, when the conversation has no messages yet, or when replies can't be sent from it.
Fix: Open a live customer conversation that has at least one message.
How to check: The icon shows in the reply box, beside the emoji button.
