Your deal worklist, built by itself: one deal per customer, on a stage Board or a ranked List with Open, Sold and Lost tabs. Assign deals, set a follow-up, and mark deals sold or lost from the customer's Deal tab.
The Sales pipeline (left menu) is your deal worklist. AutoBook builds it by itself, one deal per customer, from real customers on every channel your store has turned on and from connected lead feeds. There is no "add a lead" step: a deal appears when someone engages, or when you add a walk-in on the Customers page. It is one page with two views: a Board of stage columns and a List ranked so you can start at the top.
Board or List
Board and List are tabs at the top left; the page remembers the one you used last. Every filter is shared between them, and the whole view lives in the address bar, so you can send a colleague the exact view you're looking at.
Board
Seven stage columns: New, Talking, Visit booked, Visited, Deal, Sold, Lost. The stage comes from what actually happened (a visit booked, a deal closed), never from dragging cards. The chip row above jumps straight to a column.
List
The same deals as one ranked list with Open, Sold and Lost tabs. Open deals come highest readiness first; Sold and Lost come most recently closed first.
How the List is ordered
Deals flagged for a rep
First. The customer asked for a rep, AutoBook Agent judged them a Ready buyer, or AutoBook Agent ran out of follow-ups and it is a rep's turn. These customers are also marked in the Inbox and on To do.
AutoBook Agent working
Scored deals AutoBook Agent is handling. It keeps the conversation going and re-scores as it learns more. Step in whenever you want.
Not scored
New deals with no readiness signal yet. They sit at the end until there is enough conversation to score.
Reading a deal: Hot, Warm or Cold
Each row and card shows how ready the customer is as one word, and its next action ("Follow-up in 3 days", or AutoBook Agent handling). Click it to open the customer preview on that deal; Deal desk at the top of the preview opens the full deal. The customer's Deal tab shows the stage, temperature, trade-in, payment, owner and follow-up, then Cars being worked, Outcome, Said vs on file, AutoBook Agent's read (the buying signals behind the score), Rep's notes, Deal history and, for managers, Economics.
| Temperature | What it means |
|---|
Hot | Concrete buying signals: financing, a timeline, a specific vehicle. Worth a rep now. |
Warm | Talking with intent, but no closing signals yet. |
Cold | Early browsing. AutoBook Agent keeps the conversation going until intent shows. |
Assigning a deal to a rep
1
Take an unassigned deal (reps)
Open the customer. When nobody owns them, the Sales line at the top of the record says Unassigned. Press Assign to me. You have a few seconds to Undo.
2
Give it to another rep (managers)
Click the owner's name on the Sales line (or Assign… when it's unassigned) and pick a rep. The deal always follows the customer's owner, and the customer's open follow-ups move to the new rep.
Setting a follow-up reminder on a deal
1
Open the Deal tab
On the customer's record, open Deal. An open deal shows Follow-up with Not set or a date.
2
Set or Change
Press Set (or Change), pick the day and save. It becomes a task on your To do that day, and the pipeline row reads "Follow-up in N days".
Marking a deal sold or lost
1
Open the Outcome section
On the customer's Deal tab, the Outcome section of an open deal shows Mark sold and Mark lost. They are for a manager or the customer's own rep.
2
Mark sold
Enter the Gross ($) if you have it (it powers the GM report and readiness scoring). Fill the optional Delivery record (Cash, Finance or Lease, plus delivery details and whether the customer is OK with reminder calls) or press Skip for now. Either way the deal closes.
3
Mark lost
Pick a Reason: Price, Timing, Competitor, No-show, Financing, Not buying or Other (the default). Press Mark lost.
4
Undo result
Closed by mistake? The same section shows Undo result. Confirm and the deal reopens.
Closed deals move to the Sold and Lost tabs. A sale your dealership system records closes the matching deal on its own, and a reversed sale reopens it.
Stepping into the conversation
To talk to the customer yourself, open their Conversation tab or the Inbox and reply from the box. AutoBook Agent stays on and keeps replying after you send. To see its messages before they go while you work the customer, set them to Approve first with the switch on the reply box; switch back to On when you're done. Approve first goes back to On by itself after 3 days with nothing from you.
Sending a customer to the Service desk
When a sales customer needs service, open their record and choose Hand to service in the deal's ⋯ menu and say what they need. The Service desk gets a service request for it (added to the customer's open one if they have one), which goes to the advisor on their open ticket, else their usual advisor, else the Service desk. Nothing is sent to the customer and the deal stays open; the deal history notes Handed to service. Service advisors who don't sell don't see the Sales pipeline or Deals.
Searching and filtering
| Control | What it does |
|---|
Search | Name, phone or email, over the full set on the server, not just what's loaded. |
Outcome window | How far back closed deals count: Last 30, 60 or 90 days, or All time. |
Viewing | Managers: Everyone, one rep, or Unassigned. Reps: Your book or Unassigned. |
Age / Source | How long the deal has been open, and where it came from (Organic, Winback, DMS pool). |
Readiness | Hot, Warm, Cold, or any temperature. |
Appointment | Only deals with a visit booked, or only those without. |
Reachability / Next step (Board) | Hide people you can't contact, or show only deals with No next step (no follow-up, no visit, nobody holding them). These narrow the cards already loaded, so a column count reads "shown". |
Sort (List) | Customer, Readiness, and Next action (Open) or Closed (Sold, Lost). Click again to flip. |
No CSV export, no drag and drop
The counts on screen are the counts. Stages change through real events and buttons (a booking, Mark sold, Mark lost), not by dragging cards.
What managers see that reps don't
Reps see their own deals plus the unassigned pool. Managers see the whole store, can pick any rep under Viewing, and see what AutoBook Agent has spent on each deal beside the row.
Who gets new deals is each person's Sales desk role at each store (Takes new work, Backup or By name only), set in their staff sheet under Stores & desks. If the right people aren't getting deals, start there.
When AutoBook Agent runs out of follow-ups
When AutoBook Agent has sent its full follow-up sequence and the customer never replied, it does not let the deal go quiet. The deal is flagged "AutoBook Agent ran out of follow-ups with no reply. Your turn." It moves into Deals flagged for a rep, shows on To do, and the customer's rep is told. With no rep, or a rep who is away, it goes to a rep working the Sales desk. If the customer replies, AutoBook Agent picks the conversation back up.
Why does a deal say "No conversation yet"?
It came in without a live conversation, for example from a lead feed. AutoBook Agent's first outreach opens one, and it shows in the Inbox once the customer replies.
A card has no name. Is that a bug?
No. The customer started anonymously, which is common on website chat. AutoBook Agent picks up a name as the conversation goes on.
How fresh is the pipeline?
The Board refreshes itself about once a minute. The List refreshes when you come back to it or reload, once what you have is a minute old. Scores update as AutoBook Agent learns more from each conversation.
I marked a deal sold or lost by mistake. Can I reopen it?
Yes. Open the customer's Deal tab and press Undo result in the Outcome section.
How do I move a deal to another rep?
Move the customer: a manager clicks the owner's name on the Sales line at the top of the customer's record and picks the rep. The deal follows.