Portal Guide
A complete guide to every section of the DealerAI management portal for dealership staff.
The DealerAI portal is the central management interface for your dealership's AI-powered communication system. From here you configure your AI agents, monitor live conversations, manage your vehicle inventory, track leads and appointments, and review performance analytics.
You can access the live portal at https://portal.dealerai.com.
What is DealerAI?
DealerAI is a conversational AI platform built for automotive dealerships. It automates customer communication across multiple channels — SMS, email, webchat, voice, Facebook, and Instagram — providing intelligent, context-aware responses on behalf of your dealership.
Key capabilities
| Capability | Description |
|---|---|
| Live conversations | Monitor and join AI-led chats in real time across all channels |
| Automated outreach | Follow up with leads and re-engage past customers automatically via SMS and email |
| AI agents | Specialist agents for Sales, Service, Test Drive, Parts, Lease Return, Trade-In, and Credit App |
| Lead & ADF processing | Automatically respond to leads from AutoTrader, Cars.com, and your website |
| Appointment booking | AI books Sales, Service, and Test Drive appointments and adds them to your calendar |
| Inventory awareness | The AI knows your current stock and answers detailed vehicle questions |
Channels
DealerAI handles inbound and outbound communication across:
| Channel | Direction |
|---|---|
| WebChat (embedded widget) | Inbound |
| SMS | Inbound & Outbound |
| Inbound & Outbound | |
| Voice (phone calls) | Inbound & Outbound |
| Facebook Messenger | Inbound & Outbound |
| Instagram DMs | Inbound |
Access and Roles
What you can see and do in the portal depends on your role. Roles come in two tiers — organization roles control access across stores, dealership roles control what you can do inside a single store.
| Role | Tier | Access level |
|---|---|---|
| Org Admin | Organization | Every store in the organization, including staff and capabilities |
| Org User | Organization | Works across stores without administering them |
| Dealer Admin | Dealership | Full configuration of one store, including its Capabilities tab |
| Dealer Manager | Dealership | Department and floor management within a store |
| Dealer User | Dealership | Day-to-day work: conversations, leads, inventory, appointments |
Beyond your role, each section can be switched on or off per role under Settings → Capabilities. If you can't see a section described in this guide, ask your administrator to check both your role and that section's capability.
Portal Sections
Getting Started
Configure settings and Reach to get up and running
Conversations
Monitor and join live AI-led chats
Analytics
Performance dashboards and reporting
AI Agents
Configure Sales, Service, Test Drive, and other agents
Reach
Automated follow-up and re-engagement campaigns
Appointments
Calendar and table views of booked appointments
Leads
Review and work incoming leads by date range
Contacts
Customer records, editing, and sequence enrollment
Inventory
Browse new and used vehicle inventory used by the AI
Knowledge Base
Maintain dealership facts and train updated knowledge
Promotions
Manage active offers and retrain promotional content
Services
Manage dealership service offerings used by the AI
Holidays
Closure dates so the AI knows when you're unavailable
Settings
Dealership profile, channels, hours, and feature toggles
Preview
Test your webchat widget before going live
Subscription
Billing and plan management
Organizations
Manage multiple locations, stores, and staff
Your Profile
Personal details, email signature, and password