Automations - How To Create And Utilize Dealer Space Automations

Automations allow you to enhance customer follow-ups, improve team efficiency, and deliver a seamless experience without manual intervention.

Automations in SpaceAuto streamline repetitive tasks by executing a series of predefined actions based on specific triggering events. 

For example:

• Trigger: A customer submits a credit application.
• Action: Send a follow-up text thanking them and providing next steps.

Key Components of Automations

1. Audiences
   Audiences allow you to define who an automation applies to by segmenting customers based on their attributes.

   • Use Audience Builder (found in the Reports tab) to create custom segments.
   • Example: Create an audience for customers with a credit score below 700.

2. Triggers
   Triggers define the event that starts the automation.

   • Common triggers include:
     • Customer submits a lead (e.g., a vehicle inquiry or trade application).
     • Time left unread exceeds a certain limit.
     • Customer activity, like visiting the website or submitting a form.
   • Set time conditions: During office hours, after hours, or both.

3. Actions
   Actions are the tasks executed once a trigger event occurs. You can set delays between actions and customize responses.
   Available actions include:

   • Send a text
   • Send an email
   • Create a task (e.g., schedule follow-ups for salespeople)
   • Leave an internal note
   • Assign a customer to a specific salesperson
   • Create an appointment

4. Deactivators
   Deactivators stop an automation once specific criteria are met, preventing irrelevant or redundant actions.

   • Example: Turn off a credit app follow-up automation once the customer submits the application.

How to Create an Automation

Step 1: Start a New Automation

1. Navigate to Marketing > Automations.
2. Click + Create New Automation.
3. Name your automation for easy reference.

Step 2: Define the Audience

1. Load an existing audience or create a new one.
   • Example: Segment customers with a financial rating below 3 or a credit score less than 700.
2. Ensure the audience conditions are clear and readable (e.g., "Include any customer with…").

Step 3: Set Triggers

1. Choose a triggering event (e.g., submits a lead, time left unread = 30 minutes).
2. Define time conditions:
   • During office hours, after hours, or both.
3. Decide if the automation can run multiple times for the same customer. Leave this off unless necessary to prevent redundant actions.

Step 4: Add Actions

Add one or more actions that will execute automatically when the trigger occurs:

• Send a Text:
  • Write a personalized message or use AI tools to adjust the tone or translate it.
  • Example: "Hi, we offer financing options tailored for every credit situation. Let’s find the perfect vehicle for you!"
  • Enable Adaptive AI Responses to personalize texts based on customer data and history.
• Create a Task:
  • Set reminders for sales staff to follow up (e.g., phone calls, emails).
  • Add due dates and AI guidance for call strategies.
• Add Delays:
  • Schedule actions (e.g., "Send a follow-up text 1 day later during office hours").

Step 5: Add Deactivators

• Define criteria to stop the automation.
• Example: Deactivate the automation once a credit application is submitted.

Step 6: Save and Enable

1. Review the automation by reading it out loud to ensure clarity.
2. Save the automation.
3. Toggle it ON to make it live. You can turn it off temporarily for edits.

Example: Subprime Credit Application Follow-Up

Automation Overview:

1. Audience:
   • Customers with a financial rating < 3 or a credit score < 700.
   • Primary credit application not uploaded.
2. Trigger:
   • Customer submits a lead (vehicle inquiry, trade app, or contact).
3. Actions:
   • Immediately send a text: "Hi, we offer options for customers with thin credit. Talk to a specialist today!"
   • 15 minutes later, create a follow-up task for the salesperson to call.
   • 1 day later (during office hours), send a follow-up text.
4. Deactivator:
   • Cancel the automation when a primary credit app is uploaded.

Tips for Success with Automations

1. Start Simple: Begin with basic automations like autoresponders or task reminders.
2. Use Adaptive AI: Enable AI personalization for messages to maintain a human touch.
3. Avoid Spam: Be cautious with multiple runs to prevent over-messaging.
4. Regularly Review Automations: Update audiences and actions as your business evolves.
5. Combine with Audience Builder: Use advanced segmentation to target customers effectively.