What it is
When Aria follows up automatically is on for a form (it is on for new forms) and the visitor ticks the consent box, Aria writes to them using their answers. She texts them from your dealership's number within about a minute. With no number connected, or when they gave only an email, she emails them from your dealership's own mailbox or email domain, never from a QualiFlow address.
The person becomes a contact (or is linked to the one matching contact), and the conversation joins the Inbox, so their reply lands in the same thread. Surveys and job applications never get a follow-up.
Aria uses the vehicle or interest selected on the form, along with the visitor's question. She should ask for the next missing detail, such as a visit time, rather than ask them to repeat the vehicle they already selected.
If the person already has an open conversation, the form answers are added there as an internal note. Aria answers in that conversation when she is allowed to; if the team holds it or Aria cannot answer there, the assigned team member gets one task to reply. The form still links to the contact and appears in Activity.
How to use it
- Open Forms & QR, open the form, and go to Edit & preview.
- Under Consent statement, keep Show a consent checkbox on, with wording you are happy with.
- Under Aria follow-up, tick Aria follows up automatically.
- Select Save new revision, then Publish revision N.
- Connect a texting number or a dealership mailbox in Settings → Connections.
- When a response arrives, open the Responses tab and read the line under it.
- If Aria is set to Ask first, read her draft and select Approve and send or Dismiss within 24 hours.
- Select Open conversation to continue in the Inbox.
- If the line names a fix, select its button (for example Connect one, Turn Aria on or Open Intake).
What the data means
The line under each response starts with: "Aria will follow up in about a minute" or "Getting ready to follow up." (normal for the first minute); "Waiting for daytime to send."; "Aria's first text is waiting for your approval"; "Aria followed up by text" (or "by email"); or "Aria did not follow up" with the reason. A skipped follow-up is never retried, so a fix helps the next response.
Aria doesn't start a separate follow-up when: the follow-up is off for the form; no consent was ticked; there is no phone or email; she already followed up with this person about this form in the last 24 hours; a team member already replied; they opted out; Aria is off or not approved for the location; or the details match more than one contact. An existing conversation is handled as described above.
Possible issues and fixes
The response says "No consent ticked."
Symptom: The line reads "Aria did not follow up — No consent ticked."
Why: The visitor left the box empty, or the published version has no consent box. A phone number on a form is not consent, and QualiFlow never ticks the box for a visitor.
Fix: Contact this person yourself. For future responses, keep Show a consent checkbox on. To make every sender agree, turn on Visitors must tick it to send, then save and publish.
How to check: A new response shows "Box ticked" under Consent and a follow-up line.
The response says "Waiting for daytime to send."
Symptom: Aria hasn't written yet, and the line says she is waiting.
Why: Aria writes to form senders only between 9:00 AM and 8:00 PM in the location's time zone. This is not a fault.
Fix: Nothing; it goes at 9:00 AM. To answer sooner, select Open conversation and reply yourself. Aria then skips her follow-up so she doesn't double up.
How to check: Soon after 9:00 AM the line changes to "Aria followed up by text" (or "by email").
It says "Aria followed up by text", but the customer got nothing
Symptom: The customer says no text arrived.
Why: The line means Aria's text was queued. If your business isn't approved by US carriers for texting yet, the text is held and shows Not sent in the Inbox. Aria doesn't switch to email when a number is connected and they gave a phone.
Fix: Select Open conversation and hover over the mark on Aria's message. Finish texting approval in Settings → Connections → SMS & calls, and contact these customers yourself meanwhile.
How to check: After approval, a new response's text reaches Sent or Delivered.
The response says "No connected email or number — connect one."
Symptom: Aria didn't follow up and asks you to connect something.
Why: A text needs a connected, verified texting number; an email needs a connected Gmail, Outlook or other mailbox, or a verified email-domain sender set for Service or Marketing and service.
Fix: Select Connect one and connect a number, a mailbox or an email domain. Ask for both phone and email on the form so either route can work.
How to check: A new response shows "Aria followed up by text" or "by email".
Only my first test got a follow-up
Symptom: You sent the form several times from your own phone, and Aria followed up only once.
Why: Aria sends one follow-up per person per form per 24 hours, and skips someone who messaged you in the last 72 hours. A test is a real response, so these rules apply to you too.
Fix: Test with a different phone number and email each time, or wait 24 hours. Don't use the dealership's own texting number as the visitor's phone.
How to check: A test with new details shows "Aria followed up by text".
Aria's draft is waiting, or it expired
Symptom: The line says the first message is waiting for approval, or "Aria's draft was not approved within 24 hours, so it was not sent."
Why: Aria is on Ask first, so a person approves her first message within 24 hours.
Fix: On the Responses tab select Approve and send or Dismiss. If you see "This changed in the meantime. Refresh to see the latest.", select Refresh and try again. If drafts keep expiring, consider Autopilot.
How to check: The line changes to "Aria followed up by text", or to "Waiting for daytime to send." after hours.
