Notes, Mentions & Notifications
Notes on a vehicle
Section titled “Notes on a vehicle”Every vehicle has a Notes tab. Use it to leave anything the team needs to know — damage found, customer concerns, a parts delay, anything.
Type your message and tap Send. Notes show newest at the top. Everyone on the rooftop who has access to that car can see all notes. Nothing is private.
You can reply to an existing note or flag one as urgent. If you need someone to act, use a mention — see below.
Notes on a work item
Section titled “Notes on a work item”Every work item has its own comment thread. Open the Work tab, tap the item, and scroll to the notes area.
Use item notes for specifics: why a price came in high, a parts ETA, or why a manager declined. These notes stay on the item so anyone who opens it later gets the full story.
Item notes are separate from vehicle notes. Job-specific detail goes on the item. Car-level information goes on the vehicle.
@mentioning a person
Section titled “@mentioning a person”Type @ anywhere in a note and a picker appears. Start typing the person’s name and tap to select them.
- Start a note on any vehicle or work item.
- Type
@followed by the person’s name. - Tap their name in the list.
- Finish your note and tap Send.
The person you mentioned gets an in-app notification right away. If they have SMS turned on, they get a text too. Use mentions when you need someone to look at the car soon — not just for their information.
@mentioning a group
Section titled “@mentioning a group”You can mention a whole group at once. Three groups are set up for every rooftop by default.
| Group | Who’s in it | Use it for |
|---|---|---|
@service | Service advisors and writers | Customer updates, approval requests, RO questions |
@parts | Parts staff | Parts orders, ETAs, sourcing questions |
@detail | Detail technicians | Scheduling detail work, flagging special requests |
Type @service, @parts, or @detail in any note to notify everyone in that group at once.
Your manager controls who belongs to each group. To add or remove someone, they go to Admin → Team and edit the group membership. Managers can also create custom groups for your rooftop — for example, an @wholesale group or a @glass group for a body shop. See Admin & Help for how to configure groups.
Pinning a note
Section titled “Pinning a note”One note on a vehicle can be pinned to the top. Pin the note the whole team must see before touching that car — a known damage note, a customer special request, a hold reason.
- Open a note on a vehicle.
- Tap the three-dot menu on the note.
- Tap Pin.
The pinned note appears at the very top of the Notes tab, above new notes. Only one note can be pinned at a time. Pin a different note to replace the current pin. Unpin by going back to the three-dot menu.
AI note summary and translation
Section titled “AI note summary and translation”Long note threads are hard to scan fast. Two one-tap tools help.
Summary — Tap Summarize to collapse a thread into a few bullet points. You get the key facts without reading every message.
Translation — Tap Translate to swap the thread into your preferred language. Good for crews working in multiple languages. The original stays available — tap again to switch back.
Both tools work on vehicle notes and work item notes. Nothing runs automatically.
In-app notifications
Section titled “In-app notifications”The bell icon in the top header is your notification center. The number badge shows unread alerts. Tap the bell to open the list.
Notifications stay for different lengths of time depending on type:
| Notification type | Kept for |
|---|---|
| @mentions and approval requests | 90 days |
| Step changes and work item status updates | 30 days |
| Alerts generated by the AI agent | 14 days |
A nightly cleanup runs at 3 AM Central time. Anything past its window is removed.
What triggers a notification:
- Someone @mentions you in a note
- A manager requests your approval on a work item
- A car enters a step you’ve subscribed to
- A work item you submitted gets approved or declined
Tap any notification to mark it read. Tap Mark all read to clear the badge.
SMS notifications
Section titled “SMS notifications”Once SMS is on for your rooftop and you’ve opted in, you get a text when someone @mentions you, when a car enters a step you’ve subscribed to, and when a work item you submitted gets approved or declined. Your admin enables SMS for the rooftop first. You opt in from your profile — go to profile settings and turn on SMS notifications.
SMS delivers to the mobile number on your account. Keep it up to date so you don’t miss alerts. You do not need the app open to receive texts.
Step subscriptions
Section titled “Step subscriptions”You can choose which workflow steps send you notifications. Subscribe to the steps that matter for your job.
Common setups:
- Manager: subscribe to Frontline to know when cars are done.
- Tech: subscribe to Repair so you know when work lands on your step.
- Advisor: subscribe to Estimate Approval to act fast when approvals are needed.
- Parts staff: subscribe to the steps right before and after their parts work.
To manage your subscriptions:
- Open your profile settings.
- Go to Step Subscriptions.
- Toggle on any step you want alerts for.
- Save.
When a vehicle moves into a subscribed step, you get an in-app notification. If SMS is enabled for your rooftop and you’ve opted in, you get a text too.
See Workflow to learn how steps are set up and what each one means.
Morning Briefings
Section titled “Morning Briefings”Morning Briefings are a daily SMS sent to the advisor group. The message covers what happened overnight, which cars are overdue, and what to tackle first. It gives your team a running start before they reach the shop.
Three things must all be true for Morning Briefings to arrive:
- The feature must be enabled on your rooftop. Your admin turns this on in rooftop settings. If you’re not getting briefings, this is the first thing to check.
- An advisor group must be configured with a delivery time and timezone. Someone in Admin sets the time (for example, 6:30 AM) and the rooftop’s timezone. The briefing sends at that time every day. If no time is set, no briefing sends.
- The members of the advisor group must have phone numbers and SMS opt-in active. Each person in the group needs a valid mobile number on their account and SMS notifications turned on.
If any of these three things is missing, the briefing does not send. Start with your admin if briefings are not arriving.
The Morning Briefing covers high-level stats: total cars in recon, vehicles that exceeded their time goal, vehicles overdue for the next step, and any cars that moved to a terminal step overnight.
See Views & Reports for the daily briefing print version, which covers the same information in a format you can bring to a morning meeting.
Mobile vs desktop notifications
Section titled “Mobile vs desktop notifications”Mobile — Alerts appear as banners at the top of the screen. They disappear when you tap them. The bell badge shows your unread count.
Desktop — The bell icon shows a badge count. Click to open the list. No pop-up banners on desktop.
SMS works on both — it delivers to your phone number, not to the app or browser. You get the same texts whether you’re on mobile or desktop.