Alert rules
Configure which checks Autopilot runs against your deals — built-in rules plus custom ones.
Alert rules are the configurable checks that produce action items on your dashboard. Out of the box, Autopilot ships with a sensible default set; you can edit them or add your own.
Settings → Dealership → Alert rules.
The built-in rules
| Rule | Default trigger | Audience |
|---|---|---|
| Cold deal | Open + written more than 4 weeks ago | Salesperson on own; managers on all |
| Awaiting customer signature | Customer signed = no, status not Cancelled | Salesperson on own |
| Awaiting manager signature | Manager signed = no, status not Cancelled | Managers, owners |
| Sent back | Status = sent back | Salesperson on own |
| Pending approval | Status = pending manager approval | Managers, owners |
| Missing VIN on delivered | Delivered + VIN empty | Salesperson on own; managers on all |
| Stale finance | Finance status = pending more than 14 days | Salesperson on own; managers on all |
| Missing rego on profiled | Profiled + rego empty | Salesperson on own; managers on all |
Toggle any of them off if they don't apply to your dealership. Edit thresholds (e.g. "cold" at 6 weeks instead of 4) in place.
Building a custom rule
Click New rule. A rule has four parts:
- Name — what shows up on the dashboard.
- Condition — what to look for. Build with column filters and AND/OR logic.
- Severity — info / warning / urgent (controls colour and ordering).
- Audience — who sees it.
Condition examples
VIN is empty AND delivery date is within 7 days— chasing missed VINs before delivery.Trade-in value > 30000 AND trade-in inspection signed = no— high-value trade-in risk control.Deal date > 14 days ago AND finance status = pending— chase the broker.Lead source = Website AND first contact > 2 days ago AND first response = no— lead response SLA.
Audience options
- Salesperson on own deals — the salesperson sees it for their own deals only.
- All salespeople — every salesperson sees every match.
- Managers and owners — the management team only.
- A specific role — pick a custom role.
Snoozing
Any alert can be snoozed by the user from the dashboard. Snoozes are per-user — when the manager snoozes "missing VIN on deal #1234", the salesperson still sees it.
How rules are evaluated
Rules run against the live database every time someone loads the dashboard. There's no batch job — what you see is real-time. If you fix a deal, the alert disappears on next refresh.
Heavy rules (those with 5+ conditions across many deals) can be slightly slower to load. If you're noticing dashboard lag, simplify the rule or split it into two.
Naming conventions
Rules show up as text on the dashboard. Lead with the action, not the cause. Good: "Customer hasn't signed yet — [customer name]". Bad: "Customer signature null on deal [deal number]".
The action-items panel renders the rule name as the loud, bold text and the customer name as muted secondary text. Lead with what you want the salesperson's eye to go to.
Testing a rule
Before saving a custom rule, click Preview — it runs the rule against current data and shows you the matching deals. Catch over-broad rules ("oh, that matches 200 deals") before they flood the dashboard.