What it is
QualiFlow keeps Owner and Staff as account access levels. Staff also have a dealership role, department access, locations, page levels and action switches. A role is a starting point; the saved permissions decide what the person can do.
An Owner has every department at every location. A General Manager starts with all departments and locations, customer work, Aria approvals and exports. Billing, team administration and connections require separate Owner grants.
How to use it
- Open Settings → Team & roles → Members and choose the Staff member.
- Choose a dealership role under Starting point.
- Set each department to No access, View or View and change: Sales, Finance, Service and Parts.
- Choose Whole department or Assigned only. Assigned only limits customer work to that person’s assignments.
- Set the pages and action switches, and choose All locations or Only these locations. Under My Work, See team performance lets the person see completed tasks and performance for the whole team in My Work. It is on by default for General Manager, General Sales Manager, Sales Manager, BDC Manager, F&I Manager, Service Manager, Parts Manager and Manager (shown as On by default for managers) and off for everyone else. Switch it off for a manager, or on for anyone else; your choice wins over the role default. Only the Owner changes it; Owners always have it.
- Select Save access. A successful save confirms the person’s new access.
What the data means
Sales: General Sales Manager has Sales changes and Finance view. Sales Manager handles Sales and escalations. Salesperson works deals, proposals and appointments. BDC answers Sales inquiries and Intake; BDC Manager supervises that queue and approvals. Inventory Manager handles vehicles, stock, trade-ins and appraisals.
Service and Parts: Service Manager handles Service conversations, repairs, appointments and local resources. Advisors reply, confirm bookings and update repairs; Service BDC schedules. Technician sees assigned jobs and job notes, without chats or phone numbers. Parts Manager and Parts counter handle Parts conversations and repairs waiting on parts.
Other roles: General Manager covers all departments and locations. F&I handles Finance handovers, proposals and delivery. Receptionist watches undecided work and visits. Marketing builds campaigns, journeys and forms without chats; sending needs permission. Accountant sees billing and totals. Auditor has granted read-only pages; Aria Lab stays Owner-only.
Both means one shared Sales and Service conversation. Each team can open it. Not yet known is watched by the Owner, GM, BDC and Receptionist according to their saved Intake permission. Aria records a department with the customer’s quoted evidence. A booking supplies its type. A staff department choice overrides automation. Unknown historical conversations stay Not yet known until there is reliable evidence or a staff decision.
A customer keeps one shared identity. Name, contact details and basic owned-vehicle facts can appear on their card, while conversation text, notes and work records remain restricted to the reader’s departments and locations. The quiet Also a Service customer note does not reveal their service conversation.
Possible issues and fixes
Someone can open a page but not a particular record
Symptom: A page opens but a record is missing.
Why: Page access does not override department, location or assigned-only restrictions.
Fix: Ask the Owner to check all those choices on the member’s access page.
How to check: Only records within the saved scope appear, including through direct links and exports.
An advisor cannot confirm a booking
Symptom: The booking cannot be confirmed or moved.
Why: Booking changes need Visits and Service change access, the location and available resources.
Fix: Ask the Owner to check these permissions. A Service manager can check local bays and staff hours.
How to check: The advisor can confirm an eligible Service appointment; Sales appointments remain restricted.
A delegated manager cannot change a teammate
Symptom: A team change is refused.
Why: Delegates cannot change themselves or Owners, grant broader access or delegate administration onward.
Fix: Ask the Owner to make changes outside the manager’s authority.
How to check: The saved access and Activity entry name the actual person making the change.
