How to use the CRM assistant

The assistant drafts replies based on conversations, suggests lead details to fill in, and helps choose a vehicle. The client receives a message only after an operator sends it.

Workflow

1. Open the lead conversation with an incoming client message. In the “Assistant” panel, click “Suggest a reply” and wait for the draft. On a phone, expand the card by tapping its heading.
2. Check the text, dates, vehicle availability, and price. If you see “Needs a person”, read the reason; for example, the price in the text may not have been calculated.
3. Click “Edit” if needed. To continue in the regular reply field, choose “Insert into composer”. This moves the text but does not send it.
4. If the “Fill in” section contains suggested fields, select only the ones you need and click “Apply”. First name, last name, phone, and email are updated on the lead and linked client; dates, vehicle, and price are saved for selection during conversion.
5. Check the reply and click “Send”. You can discard an unsuitable draft with “Reject” and write your own reply.

Choosing a vehicle

After applying a suggestion, open booking conversion. If you have not started selecting a vehicle, the suggested dates are filled in and the vehicle is marked “Suggested by assistant”. Your existing selection is kept. Check availability and the recalculated price: applying a suggestion does not create a booking.

Who can use it

The company must have CRM enabled, the user must have CRM access, and RentProg must enable the assistant. Users with the “Partner” and “Agent” roles cannot use it. Drafts appear in “Suggestions” mode when replies can be sent through the lead's channel. There is no country restriction.

Only the “Main Administrator” and “Branch manager” can change the settings.

Assistant settings

In CRM settings, open the “Assistant” tab. It appears after RentProg enables the feature.

1. Choose the behavior in “Mode”:
   • “Off” — the assistant does not run;
   • “Shadow” — drafts are prepared silently for evaluation; operators do not see them;
   • “Suggestions” — drafts appear in conversations. RentProg enables this mode; if you switch to another mode, you cannot turn it back on yourself.
2. Set “Reply language” to a specific language or “Client's language”.
3. Enter “Instructions for the assistant”, such as rules about deposits, documents, pickup address, and tone. The limit is 4,000 characters.
4. Click “Save”.

The tab shows the number of runs and monthly budget usage in dollars. When the budget runs out, the assistant pauses until the next month; you cannot edit the budget on this tab.

Important

The assistant can make mistakes. A confidence score does not replace checking rental terms and prices. If a colleague changes the lead or linked client before you apply contact fields, the update may be rejected; check the current values and select the fields again. If the draft has already been handled, request a new one or send a reply yourself.