What it is
Set up your workspace opens by itself for a new Owner right after the sign-up email code. Without a plan yet it shows only About you, the six quick questions (Step 1 of 3 · About you); Continue to your plan then opens Choose your plan (step 2 of 3). The other setup steps open once the plan is paid (Payment received), and never before. Workspaces QualiFlow creates for you (Internal or demo) have no plan step and show every step at once. It collects who your dealership is, where it is, how Aria should behave, which channels come first, your existing data and your automation rules.
There are eight steps, shown as "Step N of 8": About you, Dealership, Locations, Aria, Channels, Existing data, Automation and Review. Each step has a Why this matters. note.
Setup is for Owners only. A Staff member who reaches it sees Setup is for workspace owners and Open your workspace.
How to use it
- About you: answer six quick questions, one per screen, with Next question: your role, team size, number of locations, what QualiFlow should help with first, where customers contact you, and whether you use a CRM or DMS.
- Dealership: enter the Dealership name, Country, optional Website, the address, at least one vehicle brand and at least one department.
- Locations: give each site a Location name, a Time zone and opening hours. Use Edit hours, then Done. Choose whether each site takes visits and test drives.
- Aria: pick her customer languages, a Voice (press play for a recorded preview), what she handles, her Staff owner and an optional Backup (recommended).
- Channels: choose What should Aria connect to first? and anything under Also plan to connect. Nothing is connected yet.
- Existing data: say whether to import contacts and where your inventory comes from. You can upload a .csv or .xlsx file up to 1 MB now, or import later.
- Automation: choose what Aria may do, the Approvals level, follow-up hours, and when to hand a conversation to a person.
- Review: check each summary (select Edit to go back), then select Finish setup.
What the data means
The save status at the top reads Saves as you go, Saving…, All changes saved or Not saved yet. If you reload, sign out or switch computers, you come back to the first unanswered question, then the plan, then the first unfinished setup step. Finishing setup creates your workspace defaults (such as booking resources) once.
There is no Skip. Back returns to earlier steps, and the workspace stays closed until Finish setup.
Opening hours in setup are one opening and one closing time per day. Split, overnight and 24-hour hours aren't supported. Each site must be open at least one day.
Under Approvals, Autopilot: Aria acts within the allowed actions without approval is chosen first. Reply to customers and Book appointments start ticked. Aria uses them only after you approve her rules in Aria setup.
Your answer to "What is your role at the dealership?" only shapes guidance; it never changes anyone's access. People you name as Aria's staff owner or backup are not invited. Invite them in Settings → Team & roles.
Possible issues and fixes
"A few answers need another look before you finish."
Symptom: Finish setup won't finish, and some steps say "This step needs your attention."
Why: A closing time isn't after its opening time, the backup is the same person as the staff owner, a required answer is empty, or a file is over 1 MB.
Fix: Select Edit on each marked step, fix the highlighted fields, select Continue, then Finish setup again.
How to check: Your workspace is ready opens.
The contacts or vehicles I uploaded are missing
Symptom: Your imported data isn't listed yet.
Why: Imports run in the background after Finish setup. Vehicles that match ones you already have wait for review.
Fix: Wait a few minutes and reload. If still missing, import again from Contacts or Inventory, and review held rows under Inventory › Imports.
How to check: The contacts or vehicles are listed.
I want to change an answer from setup
Symptom: Opening setup again shows only the finish screen.
Why: Setup can't be reopened after Finish setup.
Fix: Change it where it lives: Settings → Business profile, Region, Opening hours, Locations, Assignments or Connections, or Aria Lab.
How to check: The setting shows the new value.
