Demo package
80+ cars · scaling to 200 a month · ~$15,000/mo + media · guarantee 50 added sales a month
Start here · How it works · Highline Auto Group
How the Lead System Works
Everything that happens from the moment a lead comes in — to the moment they buy. What AIVARA handles automatically, what you do, and how to make sure your deal gets counted. The order you'll live them, plus how your data stays safe.
The one rule to remember
Where should I do this?
If you're working a lead, stay in AIVARA. Once the customer is buying and you're structuring or finalizing the deal, open Frazer.
Working the lead
Use AIVARA
- Lead notifications
- Buyer texts and emails
- Appointments and Calendar
- Pipeline stage and owner
- Automated follow-up
- Appointment recaps
Closing the deal
Use Frazer
- Desking the deal
- Credit and finance
- F&I products
- Contracting
- Funding and DMS work
Frazer is your DMS for the sale — desking, financing, and paperwork. Your leads and appointments live in AIVARA, not Frazer.
📱
Do this first
Get the app — phone and desktop
Install AIVARA on both — your phone (for instant push notifications when a lead comes in) and your computer (the desktop app you keep open on the floor). Same login on both.
1 · On your phone
iPhone
- Step 1Open your dashboard in Safari
- Step 2Tap the Share button (square with an up arrow)
- Step 3Scroll down and tap Add to Home Screen → Add
- Step 4Open AIVARA from your home screen
- Step 5Tap Allow when it asks about notifications
Android
- Step 1Open your dashboard in Chrome
- Step 2Tap the ⋮ menu (top-right corner)
- Step 3Tap Install app
- Step 4Open AIVARA from your home screen
- Step 5Tap Allow when it asks about notifications
On your phone, this walks you through it with pictures — Apple and Android.
2 · On your computer
Download the AIVARA Command Center desktop app
The dashboard as a real app on your computer — same login as the website. Install it once and keep it open on the floor.
- Step 1Click Download for Mac above, then open the downloaded file.
- Step 2Drag AIVARA Command Center into your Applications folder, then open it.
- Step 3Sign in with the same name and password you use on the website.
- Step 4Keep it open while you're on the floor — new leads and buyer replies pop up on your desktop too.
Know your dashboard
Two dashboards, two walkthroughs
Salespeople and managers see different screens. Watch the one that matches your role.
Salespeople
Your dashboard · My Day
Your work queue: who is coming in today, who is waiting on you, and what you still owe.
Managers
Manager view
Store performance against the goal, overnight lead flow, and what is DMS truth vs AIVARA attribution.
Know your tabs
A walkthrough for every tab
Short video per tab in the menu. Watch the one you need, when you need it.
Tab
Leads
Heat scores, tags, and who to call first.
Tab
Customers
Your book of business and returning buyers.
Tab
Pipeline
Stages, opportunities, and pausing Ava.
Tab
Conversations
Texts, emails, and internal comments.
Tab
Calendar
Test drives and follow-ups.
Optional referenceOpen the full written training guideAll topics ▾
Getting Started — walkthrough
Video coming soon — a short walkthrough will play here.
- 1Log inYou do thisGo to sunset.aivara.agency on your phone or computer. Tap your name from the list and enter your own password — each person has their own, so use yours (there's no shared password). Your manager gives you your password at setup; if it doesn't work, ask your manager or email dallas@aivara.agency.
- 2Install the app on your phoneYou do thisSee the Get the app on your phone card at the top of this page — it walks you through the iPhone and Android steps and links to the full installer. Do it once and every lead reaches you.
- 3Turn on alertsYou do thisOpen the app from your home screen, go to your My day dashboard, and tap the Turn on alerts button, then choose Allow — you'll get a test push right away so you know it's working. This is how you hear about new leads and buyer replies the moment they happen. (On a phone there's no sidebar — the button lives right on My day.)
- 4Clock in when you're taking upsYou do thisFlip the On the floor toggle on your My day dashboard — it's also pinned as a one-tap On the floor pill in the top-right corner of every screen. New leads only route to reps who are on the floor — flip it off for a day off, lunch, or a delivery run, and back on when you return.
- 5Give your manager your cell numberYou do thisHand your manager your mobile number so you also get text alerts on new leads and buyer replies, on top of the app's push notifications. That's the last piece — there's no calendar to wire up, you're already on the shared Test Drive calendar with the rest of the team.
- 6Know your two systemsAIVARA is the CRM you work out of — Conversations, Pipeline, and Calendar all live here, and this is where you spend your day. Frazer is your DMS for the sale — desking, financing, and paperwork. Your AIVARA leads live in AIVARA and don't flow into Frazer, so you don't open Frazer until someone is actually buying a car.
Your Day-1 setup — 5 things
Do these once at launch training and you're fully set up: 1. Log in — your name plus your own password (each person has their own — your manager gives you yours at setup). 2. Install the app on your phone — the Get the app on your phone card at the top of this page has the steps. 3. Turn on notifications — the Turn on alerts button on your My day dashboard. 4. Clock in once — flip the On the floor toggle so leads route to you. 5. Give your manager your cell number — so you also get text alerts. That's the whole per-rep setup — there's no calendar to wire up, you're already on the shared Test Drive calendar.
Ask AIVARA for anything
Move a deal, log a walk-in, add a note, mark a car sold, send a buyer a text, book an appointment, or pull up your pipeline, leads, and appointments — type it into the AIVARA chat and it's done. Example: "Book Mike Smith for a test drive tomorrow at 3 PM." If AIVARA needs the exact buyer or a different time, it asks one clear follow-up before changing anything.
Common questions
Does AIVARA replace Frazer?
For day-to-day selling, yes — AIVARA is the CRM you work out of. Every lead, conversation, and appointment lives in this dashboard — AIVARA leads stay in AIVARA and don't flow into Frazer. You open Frazer only when someone is buying: desking, credit, F&I, and funding stay there.
Part 2 · Built into every screen
Ask Ava: your assistant
Tap Ask Ava in the bottom-right corner and type what you need in plain English. It can handle 30 dealership tasks without making you hunt through the dashboard.
Work any lead
13 tasks ▾
1
Find a buyer
“Find Sarah Mitchell and show me her current stage.”
2
Search conversations
“What did Mike say about the Silverado?”
3
Send a text
“Text Mike that the truck is ready for his test drive.”
4
Add a note
“Add a note that Sarah wants a payment under $550.”
5
Move a stage
“Move Sarah to Appointment Booked.”
6
Reassign ownership
“Reassign Sarah to Brandon.”
7
Pause or resume follow-up
“Pause Ava for Sarah until Friday.”
8
Log a walk-in, phone-up, or referral
“Add a walk-in: Mike Smith, 717-555-0142, looking at the Silverado.”
9
Send a branded email
“Email Sarah the finance options.”
10
Update a phone or email
“Update Mike's number to 717-555-0199.”
11
Pull a lead's full info
“Tell me everything about Sarah Mitchell.”
12
Mark do-not-contact
“Mark this buyer do-not-contact — she asked us to stop.”
13
Delete a spam or duplicate lead
“Delete the duplicate lead for Mike Smith.”
Appointments and outcomes
5 tasks ▾
1
Check appointments
“What appointments do we have today?”
2
Book an appointment
“Book Mike for a test drive tomorrow at 3 PM.”
3
Reschedule an appointment
“Push Mike's test drive to Friday at 2.”
4
Set a follow-up reminder
“Remind me to call Sarah Friday at 10 AM.”
5
Mark a vehicle sold
“Mark Sarah's deal sold for $31,500.”
Pipeline and performance
7 tasks ▾
1
Read the pipeline
“Show me every lead in Contacted.”
2
Check inventory
“Do we still have the 2019 Silverado under $25k?”
3
Pull today's numbers
“How are we doing today?”
4
Compare lead sources
“Which lead sources are producing sales?”
5
Check the leaderboard
“Who are the top five reps this month?”
6
Check Marketplace
“Which Marketplace listing has the most buyer messages?”
7
List the sales team
“Who can receive or own a lead?”
Manager controls
Manager only5 tasks ▾
1
Review Ava's store knowledge
“What does Ava know about our hours and appointment rules?”
2
Update a store fact
“Update Saturday hours to 9 AM–5 PM.”
3
Train Ava with a correction
“Train Ava: never promise an appraisal amount by text.”
4
Run a health check
“Run a health check on the pipeline, users, and Ava settings.”
5
Submit a dashboard request
“Request a filter for leads with no reply in 48 hours.”
Before Ava changes anything: it finds the buyer first, asks one clear question if the name or instruction is ambiguous, and reports what it changed. Store-training and health-check controls are limited to managers and principals.
Questions? Ask AIVARA in the chat — or reach your manager.