Teach AutoBook Agent about your dealership on Settings → Knowledge Base (How we sell, Documents, Websites, FAQ, Inventory, Service pricing), plus the Finance desk and Pricing desk on AutoBook Agent Sales & Finance, which decide payments and discounts.
Settings → Knowledge Base is where you teach AutoBook Agent about your store. Everything saved here feeds AutoBook Agent on every channel (chat, text, email and phone): the more you fill in, the more it answers on its own and the fewer questions reach a rep. The page is one scroll of collapsible sections: How we sell, Documents, Websites, FAQ, Inventory and Service pricing, with a sub-nav on the left to jump between them.
Per dealership, and who can edit
Each dealership keeps its own knowledge; the store selected in the dealership switcher is the one you are editing. How we sell, Documents, Websites and FAQ need the knowledge permission (administrators by default); without it you see only Inventory and Service pricing. Hours, prices, fees, staff and how service is booked are settings elsewhere, so they are not asked here: the setting is what AutoBook Agent quotes.
Answering the About your store questions
1
Open How we sell
On Settings → Knowledge Base, open How we sell and pick the About your store tab. There are nine plain questions about how your store sells and services cars, and a line at the top says how many are answered.
2
Answer each question
The questions are grouped into Sales, Service, Financing and General (your pitch, test drives, delivery, your used-vehicle promise, the service visit, bruised credit, buying a car outright, special orders, languages and access). Each has a hint saying what AutoBook Agent does with the answer. Two sentences is plenty. Next question → moves on; Clear empties an answer.
3
Save
Press Save in the save bar at the bottom of the page. AutoBook Agent uses the answers right away.
4
Tidy older answers
If you answered an older, longer version of these questions, those answers are under Answers to older questions at the bottom. AutoBook Agent still uses them; work each into the question that now covers it, then clear it.
The other tab, Rules AutoBook Agent follows, holds your selling rules in plain English. A rule always applies and wins over answers, documents and websites when they disagree. See How We Sell: your store's rules for AutoBook Agent.
Uploading a document (brochure, service menu, policy)
1
Drop the file
On Settings → Knowledge Base, open Documents and drop a PDF, DOCX or TXT file (up to 25 MB) on the upload box, or click it to browse.
2
Wait for Ready
The status moves from Pending to Parsing… to Ready. Once Ready, AutoBook Agent can quote from it. Error or Stuck means it needs Retry or Re-parse.
3
Check or replace it
Preview shows the pieces (chunks) AutoBook Agent took from the file. Upload a file with the same name to replace it; the old one shows as Replaced and stops being used. The delete button removes it.
Adding a page from your website
1
Add the address
On Settings → Knowledge Base, open Websites and press Add URL. Paste the page (About, Hours, Specials, Finance, Policies are good ones), add an optional Label, pick a Category and a Schedule (Daily, Weekly, Monthly or Manual).
2
Let it read the page
AutoBook reads the page into pieces AutoBook Agent can use; the row shows its status, when it was last read and how many pieces it found. Click the row to see them.
3
Refresh it
The schedule re-reads the page for you. Press Re-scrape to pull the latest now. Editing a row does not re-read it.
Answering questions AutoBook Agent couldn't (FAQ)
1
Open the FAQ
On Settings → Knowledge Base, open FAQ. The Open tab lists real customer questions AutoBook Agent couldn't answer confidently, with how often each was asked.
2
See the conversations
View conversations shows where customers asked it.
3
Answer or dismiss
Press Add Answer, type a short answer and press Save Answer. AutoBook Agent uses it from then on, and the question moves to Answered (where Edit changes it). Dismiss anything not worth answering; it moves to Dismissed, where Restore brings it back.
4
Add your own
Add question writes a question and answer yourself, for the ones you get over and over.
Keep it current, and don't repeat yourself
You don't need the same fact in every section. How we sell covers what every store should state, Documents and Websites hold the long detail, and FAQ fills the holes customers actually hit. When prices, hours or policies change, update the source: a stale answer is worse than none.
Connecting your inventory and checking what AutoBook Agent sees
The Inventory section on Settings → Knowledge Base shows the vehicles AutoBook Agent can search and quote, on New and Used tabs (new grouped by model), with stock numbers, prices and photos. A line on top says how many vehicles there are and when they were last refreshed; Refresh now pulls the latest. A store reading its lot from PBS shows Live from PBS DMS. The list is read-only.
1
Connect the feed
Where the vehicles come from is set in Inventory feed on Settings → Connections (the Inventory section links there). Under Connect your inventory, type your dealership website's address and press Connect. AutoBook recognizes your website platform and pulls your stock, usually within a minute.
2
Or use PBS
A store connected to PBS can turn on Inventory from PBS in the Dealer system (PBS) section of the same page; photos still come from your website.
3
If it isn't recognized
Nothing is saved and our team is told automatically. Contact support@auto-book.ca and we'll connect the feed for you. Once connected, the lot refreshes twice a day on its own.
Letting AutoBook Agent quote service prices
The Service pricing section lists the service and parts prices from your PBS rate book. At the top, Quote service prices is the one on/off for whether AutoBook Agent quotes service prices at all; it starts off and needs PBS connected on Settings → Connections. Below it, each item has a Quotable switch and an optional Custom line of your own wording. Every quote says exact pricing is confirmed at the dealership. The on/off needs the integrations permission and the per-item switches the pricing permission (administrators have both by default). Which services customers can book online is the Service menu on Settings → Booking.
Payments, trade-ins and discounts (AutoBook Agent Sales & Finance)
What AutoBook Agent may quote, estimate and discount is on Settings → AutoBook Agent Sales & Finance, not the Knowledge Base. It has four sections, each per dealership: Finance desk (payments), Trade-in desk (AutoBook Agent may give a rough trade estimate from live market listings, with your disclosure; the real number is still set in person), Pricing desk (discounts), and Inventory steering (Prioritize aged / priority units nudges AutoBook Agent toward units you name among cars that already fit the customer). Saved settings stay put when a desk is off; AutoBook Agent just doesn't use them.
Setting up the Finance desk (payments)
1
Switch it on
In Finance desk, turn on AutoBook Agent may discuss payments. Until then AutoBook Agent never quotes a payment; it passes payment questions to your team.
2
Choose where the rates come from
Automatic quotes the manufacturer's own published program for your store's brand (the make picked when the store was set up): rates, residuals and credits, refreshed every month with nothing to type. Manual quotes rates you type in. Once you save, your choice stands; switching to Manual keeps your typed rates.
3
Say which payments it may quote
Lease payments and Finance payments both start on. Turn one off and AutoBook Agent says your finance team handles those numbers and offers to pass the question on. On Manual, lease also needs at least one term in your lease table.
4
Set fees, tax and disclosure
Your Doc / admin fees (blank for none) and Required disclosure apply either way; the disclosure is added word for word to every payment quoted. In Ontario AutoBook sets the tax (13% HST on the price after the trade) and the page says so; elsewhere you set the Sales tax rate and Tax basis, and until you do, payment questions go to your team. Payments are always rounded to the cent.
Setting up the Pricing desk (discounts)
1
Switch it on
In Pricing desk, turn the desk on for this dealership. It needs the pricing permission (administrators by default); others can read it.
2
Set the ceiling
Most AutoBook Agent may take off on its own is the hard stop, in dollars or as a percent of the listed price. It is always enforced: if a reply would go past it, AutoBook Agent rewrites it within your limit or says a manager will confirm the price, and your managers are told. A store that has never set one is capped at 5% of the listed price. The ceiling applies to the whole dealership.
3
Choose where the room comes from
Ladder only prices from the discount ladder alone. Ladder + cost floor also never goes below your cost plus a Minimum profit (front gross only), which starts at $500 new and $1,000 used. The cost floor needs cost from your DMS; until it has loaded, the hint says so and the option can't be picked.
4
Edit the discount ladder
Open Advanced for the Discount ladder: rungs such as a base amount, days on the lot, A newer year of the same model is in stock, Overstocked, Its price was cut recently, Returning customer (off to start) and Demand. They add up, then the ceiling caps the total. By how they are paying adds a little more on a finance deal.
5
Say how AutoBook Agent gives it
In How AutoBook Agent gives it, One price hands your number over and holds it. Step down opens higher and gives ground in shrinking moves (two to start, three at most), the last landing exactly on your floor. AutoBook Agent never volunteers a discount, names the manufacturer's public offers first, and ties each move to something real like a visit this weekend.
6
Work it car by car
On the Inventory page, each car shows AutoBook Agent may offer up to. Its drawer has Hold at list for a car you won't discount, a cap of your own on that car, and the offers made on it in the last 30 days.
7
Answer the ones that come to you
When a customer pushes past the floor, AutoBook Agent stops and asks a person. You see what they asked for, what AutoBook Agent may offer and how long the car has been on the lot; Approve at $ gives AutoBook Agent the exact figure it may then quote.
AutoBook Agent quotes a path, never your numbers
AutoBook Agent quotes only the move it is on. It never mentions your floor, cost, ceiling or the ladder behind the number. Past the floor, the conversation comes to a person automatically.
How fast do my changes reach AutoBook Agent?
How we sell and FAQ answers, and every Finance and Pricing desk setting, apply as soon as they are saved. Documents and website pages apply once they show Ready (or the page has been read).
Which channels use this knowledge?
Every channel AutoBook Agent answers on (chat, text, email and phone) uses the same knowledge. You never enter anything twice.
What if AutoBook Agent still doesn't know something?
It asks a person or tells the customer it will find out, rather than guessing, and the question shows up on the FAQ → Open tab. Answer it there and AutoBook Agent handles it next time.
Can I see exactly what AutoBook Agent took from a file or page?
Yes. Preview on a document, or click a website row, to see the pieces it extracted. The Inventory section shows the vehicles exactly as AutoBook Agent sees them.
I can only see Inventory and Service pricing.
The other sections need the knowledge permission, which administrators have by default. Ask your account owner.