Overview
The General Settings section is where you manage your dealership’s profile, team access, integrations, and account-wide preferences. These settings form the foundation of your Vaile experience.Dealership Profile
Basic Information
Keep your dealership details current:1
Dealership Name
Your official business name as it should appear in:
- Chat conversations
- Email communications
- Reports and exports
- Customer-facing materials
2
Contact Information
Primary contact details:
- Main phone number
- Sales phone
- Service phone
- General email
- Physical address
- Website URL
3
Business Hours
Set hours for each department:
- Sales hours (by day)
- Service hours
- Parts hours
- Holiday schedules
These hours are used by the AI to inform customers
4
About Your Dealership
Brief description including:
- Years in business
- Brands carried
- Unique selling points
- Awards or certifications
- Community involvement
Location Settings
Configure location-specific settings:- Time Zone
- Language
- Currency
Select your local time zone:
- Affects all timestamps
- Scheduling features
- Analytics reports
- Follow-up reminders
Team Management
Adding Team Members
Invite your team to Vaile:1
Click 'Add Team Member'
Located in Team section
2
Enter Details
- Full name
- Email address
- Phone (optional)
- Department
- Role/title
3
Assign Permissions
Select appropriate access level
4
Send Invitation
Email sent with setup instructions
User Roles and Permissions
Managing Existing Users
For each team member, you can:Edit Profile
- Update contact info
- Change department
- Modify role/title
- Adjust permissions
Monitor Activity
- Last login time
- Leads handled
- Response times
- Performance metrics
Deactivating Users
Deactivating Users
To remove access:
- Click on user profile
- Select “Deactivate User”
- Choose data retention option:
- Transfer leads to another user
- Keep historical data
- Remove from active assignments
- Confirm deactivation
Deactivated users can be reactivated later if needed
Notification Preferences
Email Notifications
Configure when to receive emails:- Lead Notifications
- Chat Notifications
- System Notifications
- New Hot Lead: Immediate email
- New Lead: Daily digest
- Lead Status Change: Real-time
- Overdue Follow-ups: Daily reminder
- Lost Opportunities: Weekly summary
In-App Notifications
Customize dashboard alerts:- Desktop notifications (requires permission)
- Sound alerts for new leads
- Visual indicators for urgency
- Notification grouping preferences
Security Settings
Password Requirements
Enforce security standards:Two-Factor Authentication
1
Enable 2FA
Toggle on for enhanced security
2
Choose Method
- SMS to mobile phone
- Authenticator app (recommended)
- Email backup codes
3
Configure Backup
Download recovery codes
4
Test Login
Verify 2FA works correctly
Session Management
Control login sessions:- Auto-logout after inactivity
- Maximum concurrent sessions
- Trusted device management
- Login history viewing
Integration Settings
Available Integrations
CRM Integration
CRM Integration
Connect your existing CRM:
- Salesforce
- HubSpot
- DealerSocket
- VinSolutions
- One-way (Vaile → CRM)
- Two-way sync
- Custom field mapping
- Duplicate prevention
Email Providers
Email Providers
Integrate email services:
- Gmail/G Suite
- Outlook/Office 365
- SMTP settings
- Send from your domain
- Track opens/clicks
- Sync email history
Calendar Systems
Calendar Systems
Connect calendars for:
- Test drive scheduling
- Follow-up reminders
- Team availability
- Appointment booking
- Google Calendar
- Outlook Calendar
- Apple Calendar
Analytics Tools
Analytics Tools
Send data to:
- Google Analytics
- Facebook Pixel
- Custom webhooks
- Lead sources
- Conversion events
- ROI attribution
API Access
For custom integrations:1
Generate API Key
Create secure access tokens
2
Set Permissions
Limit key access scope
3
Configure Webhooks
Real-time event notifications
4
Monitor Usage
Track API calls and limits
Billing and Subscription
Current Plan
View your subscription details:- Plan type and features
- User limit and usage
- Chat conversation limits
- Storage allocation
- Billing cycle
Payment Management
- Payment Method
- Billing Info
- Invoices
Update credit card:
- Click “Update Payment”
- Enter new card details
- Verify with small charge
- Set as default
- Credit/debit cards
- ACH bank transfer
- Wire transfer (Enterprise)
Plan Management
Upgrade Plan
- Compare features
- Calculate pricing
- Instant upgrade
- Prorated billing
Add-Ons
- Extra users
- Additional storage
- Premium support
- Custom features
Data Management
Export Options
Export your data anytime:1
Select Data Type
- Leads
- Contacts
- Chat transcripts
- Analytics
2
Choose Format
- CSV
- Excel
- JSON
- PDF reports
3
Set Parameters
- Date range
- Filters
- Fields to include
4
Download
Secure download link sent
Data Retention
Configure how long to keep:- Chat transcripts: 30/60/90 days or forever
- Lead history: 6/12/24 months or forever
- Analytics data: 3/6/12 months
- Deleted items: 30 days recovery
Longer retention may affect performance and costs
Privacy Compliance
Tools for compliance:Account Actions
Dangerous Zone
Reset Account
Reset Account
Clear all data and start fresh:
- Removes all leads/contacts
- Clears chat history
- Resets configuration
- Keeps team members
Export Everything
Export Everything
Complete data backup:
- All database records
- Configuration settings
- Chat transcripts
- Analytics history
Close Account
Close Account
Cancel Vaile subscription:
- Export data first
- Cancel at period end
- Immediate termination option
- Refund policy applies
Best Practices
Regular Reviews
- Monthly team audit
- Quarterly integration check
- Annual security review
- Ongoing permission updates
Documentation
- Document custom settings
- Train team on features
- Create process guides
- Maintain access logs
Getting Help
Need assistance with settings?- Help Articles: Searchable documentation
- Video Guides: Step-by-step tutorials
- Support Chat: Live assistance
- Email Support: [email protected]
- Account Manager: Enterprise customers