Eleven typical roles of a dealership, service station or parts shop, with the weekly tasks of one full-time person and the part of that work MyChatBot agents can handle.
In a dealership or service station the work on the car, the test drive, the handover and the negotiation stay with your people, while AI agents take the repeated layer around them: the same questions about prices, availability and free slots on several channels, service bookings on the calendar, parts lookups from a catalog and follow-ups with customers who went quiet. Accounting, payroll, tax and legal work stay with people, the largest agent share sits in service booking, sales enquiries, customer care and social media, and a person connects each channel, calendar and catalog first. The hours are our estimates for one typical full-time person, and you can change them.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Revenue and margin against plan · Bay load and lead response across channels · Open decisions and team workload
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set weekly priorities, run the team meeting and plan bay and staff capacity | 5 | Person | — |
| Negotiate prices, terms and delivery with parts suppliers, importers and fleet customers | 7 | Person | — |
| Set prices, discounts and trade-in terms, and decide goodwill cases | 5 | Person | — |
| Handle escalated complaints and disputes about repairs, warranty and payments | 6 | Person | — |
| Decide on hires, equipment, contracts and tax matters with the accountant and lawyer | 6 | Person | — |
| Pull chat volume, recorded orders and AI cost by channel for the weekly reviewSales figures come only from recorded orders, so work booked elsewhere is not shown. | 3 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Read a short morning note on yesterday's account activity and market newsRuns on demand or on a schedule; the note stays in the routine's chat unless sent to Telegram. | 2.5 | MyChatBot does it | Write a short morning briefing on the account and market |
| Read the weekly summary of what customers asked and what went unansweredNeeds an agents balance and a person to run or schedule it; it only reads and reports. | 2.5 | MyChatBot does it | Summarise last week's chats and leads into a report |
What AI agents handle: The dashboard and agents gather the channel numbers, the morning note and the weekly picture of what customers asked and what went unanswered, so the owner starts from a short report instead of scattered tabs.
What stays with the person: The owner keeps supplier and importer negotiations, pricing and goodwill decisions, escalated customer disputes, hiring, contracts and everything to do with tax and money.
What a manager tracks: Cost per lead and per booking by channel · Share of leads that reach a test drive or a service visit · Campaign calendar delivered on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the campaign calendar, seasonal promos and budgets | 7 | Person | — |
| Set up, adjust and optimise ad campaigns, audiences and bidsAgents cannot edit campaigns, bids or budgets in ad platforms. | 11 | Person | — |
| Agree co-marketing terms with importers, brands and local partners | 4 | Person | — |
| Plan a model launch or seasonal promo: captions, hero images and a landing pageRuns on request in chat, not on a schedule; the manager writes the brief and reviews the result. | 4 | MyChatBot does it | Plan a launch: captions, hero images and a landing page |
| Create three ad image variants with matching captions for one car model or accessoryImage spend draws from the agents balance with no confirmation step; the manager picks and checks the variants. | 3 | MyChatBot does it | Create product images and ad variants with captions |
| Capture lead-ad form leads and send each an instant first messageNeeds the Meta Ads add-on and an outbound channel like email or SMS; a person enables each form. | 2.5 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Send a seasonal offer, such as a tyre-change slot, to a chosen customer segmentA person picks the segment and saves the campaign; only some channels reach people who never wrote. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Review which follow-up campaigns get replies and what to changeNeeds follow-up campaigns set up first; it only reports and a person decides the changes. | 2.5 | MyChatBot does it | Review which follow-up campaigns get replies |
What AI agents handle: Agents draft launch copy, hero images and ad variants, message customer segments once a person saves the campaign, open conversations with lead-ad leads and report which follow-up campaigns get replies.
What stays with the person: The manager keeps strategy, budgets, ad-platform work, creative approval and the relationships with importers, brands and partners.
What a manager tracks: Posting plan delivered on schedule · Share of comments and messages answered · Chats and bookings started from social
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the week of posts: formats, topics, hooks and captionsNeeds an agents budget; delivers a paste-ready plan and does not schedule or publish. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and variants for new arrivals, offers and service tipsNeeds an agents budget; attach your catalog or FAQ as knowledge so captions stay on brand. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Produce short vertical reels with captions, music and a posting planGenerated from a brief or photos and billed from the agents balance; your own footage is not edited. | 4 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Publish finished posts to the brand accounts on a scheduleNeeds connected accounts, a posting token and an eligible plan, set up once by a person. | 2.5 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Answer comments about price and availability and move buyers into direct messagesOn Instagram the private message arrives as a request the person must accept. | 4 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Answer Instagram messages about models, service prices and bookingNeeds a business or creator account linked to a Facebook page and authorized through Meta. | 5 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Film cars, deliveries and workshop work for the brand accounts | 9 | Person | — |
| Moderate sensitive public comments and agree collaborations with local creators | 6 | Person | — |
What AI agents handle: Agents draft the posting plan, captions and reels, answer routine comments and Instagram messages, and publish approved posts once a person has set up the connector.
What stays with the person: The SMM manager keeps filming, the brand voice, sensitive public replies and relationships with creators and partners.
What a manager tracks: Response time to new enquiries · Share of enquiries that reach a test drive · Deals closed from the pipeline
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Match a buyer's wishes to cars and accessories in stock by budget, body type and yearCatalog must carry those attributes and be indexed; answers come from the last sync, so confirm availability. | 4 | MyChatBot does it | Find and recommend products from your catalog or a photo |
| Answer first questions on WhatsApp about models, trims, indicative prices and listed availabilityOfficial channel needs a WhatsApp Business account and approved templates for business-initiated messages. | 5 | MyChatBot does it | Answer customer questions on WhatsApp |
| Collect budget, trade-in car and financing wishes, then set labels and funnel stageClient Context fields, labels and statuses must be created first; a new status overwrites the old one. | 3 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Book test drives into the calendarModel test-drive cars or managers as staff columns; the calendar has no vehicle fields. | 3 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Nudge buyers who stopped replying in chat after a quote or a booked test driveNeeds a status or label you define and a person to publish it; a reply stops it. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Write qualified leads and deals into the CRM with a link to the chatOne CRM per assistant, connected by a person with its API key or OAuth. | 3 | MyChatBot does it | Create or update leads, deals and orders in your CRM |
| Negotiate price, trade-in value, financing and insurance terms with the buyer | 9 | Person | — |
| Run test drives, vehicle handover and paperwork with the buyer in person | 9 | Person | — |
What AI agents handle: Agents answer first questions, match wishes to the stock list, collect the buyer's budget and trade-in details, book test drives, record leads in the CRM and nudge buyers who went quiet.
What stays with the person: The manager keeps negotiation, trade-in valuation, financing and insurance advice, the test drive and handover, paperwork and the final decision on every deal.
What a manager tracks: Share of enquiries answered quickly · Bay load and no-shows · Customer satisfaction at reception
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer routine questions about service prices, timings and what each service includesAnswers are grounded in the price list and FAQ you load; quotes after diagnosis stay with the advisor. | 5 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Answer service enquiries on WhatsApp, including voice notesOfficial channel needs a WhatsApp Business account and approved templates for business-initiated messages. | 6 | MyChatBot does it | Answer customer questions on WhatsApp |
| Book service visits by service and free slot; move or cancel them on requestModel bays or mechanics as staff columns; the calendar has no vehicle fields and staff edits are silent. | 6 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Answer inbound booking calls on the number connected to the assistantNeeds a SIP trunk or Twilio number; it starts switched off, and a person sets the transfer condition. | 2.5 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Collect car make, model, year and the fault, and set the lead's label and stageMake, model and plate are Client Context fields a person defines first. | 2 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Queue a reminder message in the chat where a customer booked a visitNeeds self-scheduling on and booking-time instructions; Meta channels may refuse it after the messaging window closes. | 1.5 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Check in cars at reception, agree the work and write the estimate and job card | 10 | Person | — |
| Take over handed-over chats and phone customers about delays, extra work and ready carsStaff-side calendar changes are silent and the assistant has no repair status, so a person tells the customer. | 7 | Person | — |
What AI agents handle: Agents answer routine service questions on the connected channels and by phone, book and move visits on the calendar, collect the car details and queue reminders in the chats they booked. They hand chats to the advisor only in the cases written in their instructions.
What stays with the person: Reception, estimates and approval of extra work, the chats the assistant hands over, and every call to a customer when a car is delayed or ready.
What a manager tracks: Share of questions answered quickly · Complaints resolved without escalation · Feedback collected after visits
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Reply to routine customer emails about opening hours, prices and how to bookNeeds a connected Gmail account and hand-over rules in the instructions for threads that need judgement. | 6 | MyChatBot does it | Reply to customer emails from a shared Gmail inbox |
| Answer routine questions in Messenger and TikTok direct messagesNeeds a Facebook page authorized through Meta and TikTok admin access; TikTok replies are text-only. | 5 | MyChatBot does it | Answer customer messages in Facebook Messenger and TikTok DMs |
| Ask customers who booked in chat for feedback after their visitNeeds self-scheduling on and booking-time instructions; after the window WhatsApp needs a template and Messenger may refuse. | 2 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Flag chats about complaints or warranty and hand them over to staffThe assistant hands over only in the cases its instructions describe, so write them down. | 2 | MyChatBot does it | Hand a chat to a human operator |
| Nudge customers who went quiet after a quote or an enquiryNeeds a status or label you define and a person to publish it; a reply stops it. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Draft and translate replies for chats in operator modeWorks only while the chat is in operator mode; the person edits and sends. | 3 | MyChatBot does it | Draft and translate replies for a human operator |
| Resolve complaints and warranty disputes: listen, check with the shop, agree the remedy | 11 | Person | — |
| Reply to public reviews and call back unhappy customersGoogle Business Profile messages are not covered. | 6 | Person | — |
What AI agents handle: Agents answer routine emails and Messenger or TikTok messages, queue a feedback request after a booked visit, nudge customers who went quiet and draft replies for the person who takes over. They hand complaint and warranty chats to staff in the cases written in their instructions.
What stays with the person: The manager keeps complaints, warranty disputes, the final word on remedies, public review replies and every conversation that needs empathy or a decision.
What a manager tracks: Quality of work and rework · Jobs completed on time · Accuracy of job card records
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Diagnose faults and agree the list of work with the service advisor | 7 | Person | — |
| Carry out repairs and scheduled maintenance on booked cars | 20 | Person | — |
| Road-test and quality-check finished work before handover | 2.5 | Person | — |
| Record work done, parts used and findings on the job card | 3 | Person | — |
| Explain findings to the customer and get approval for extra work | 2 | Person | — |
| Keep tools, lifts and the workstation in order; study manuals and training | 3 | Person | — |
| Take the day's booked jobs from the calendar, one column per mechanic or bayBookings the assistant made appear on the day grid; staff-side edits stay silent. | 2 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
What AI agents handle: Agents take the booking enquiries upstream, so booked jobs reach the calendar in the staff column your booking rules choose. They do not touch the repair itself.
What stays with the person: All diagnostics, repairs, quality checks and safety decisions, and the honest explanation to the customer of what the car needs, stay with the mechanic.
What a manager tracks: Share of parts requests answered the same day · Availability of parts for common jobs · Returns and wrong-part orders
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Find a matching part in the catalog by name, article number or customer photoNeeds a loaded catalog; fitment rests on your compatibility data; photos match by look and need image indexing. | 6 | MyChatBot does it | Find and recommend products from your catalog or a photo |
| Take parts orders in chat: items, quantities, contact details and deliveryNeeds the Orders integration with a currency; no carrier integration, and it never sets Collected. | 5 | MyChatBot does it | Take an order in chat and record it in Orders |
| Send a payment link for a parts order taken in chatNeeds your own Stripe account; cancelling a paid order never refunds it. | 2 | MyChatBot does it | Send a checkout or payment link to close the sale |
| Spot-check a sample of the parts catalog for missing prices, photos and descriptionsSamples 10-15 products and reports only; the manager applies the fixes. | 2 | MyChatBot does it | Audit the product catalog for missing prices and photos |
| Triage supplier emails and save draft replies for the ones that need an answerNeeds Gmail connected and a never-send rule in the instructions; it saves drafts only. | 3 | Possible with setup | Triage the inbox and draft replies |
| Order parts from suppliers, confirm delivery dates and chase backordersNo documented MyChatBot tool orders from suppliers or checks deliveries. | 8 | Person | — |
| Receive goods, check them against invoices and update stock | 6 | Person | — |
| Confirm fitment by VIN for uncertain cases and handle returns and supplier claims | 5 | Person | — |
What AI agents handle: Agents find parts in the catalog by text, article or photo, take orders in chat, send a Stripe payment link and spot-check a sample of the catalog for gaps. Once a person sets it up, a custom agent drafts replies to supplier emails.
What stays with the person: The manager keeps supplier orders and deliveries, goods receiving and stock, fitment checks for uncertain cases, returns and supplier claims.
What a manager tracks: Timely tax filings · Accuracy of the books · Month-end close on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Record income and expenses and reconcile bank and terminal statementsNo bookkeeping or accounting-system connector exists in MyChatBot. | 11 | Person | — |
| Prepare and file tax returns, VAT and mandatory reports | 6 | Person | — |
| Calculate payroll for mechanics, advisors and managers, including bonusesPayroll is not covered by MyChatBot. | 5 | Person | — |
| Match supplier invoices to goods received and keep payables on schedule | 5 | Person | — |
| Issue invoices and acts to fleet and corporate customers and chase paymentsIssuing or chasing invoices from an invoicing system is not covered. | 3 | Person | — |
| Log online checkout card payments into a revenue sheetNeeds Stripe and Sheets connected; at most 12 payments an hour; terminal and cash payments are not logged. | 2 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Log supplier invoice emails into an expenses sheetNeeds Gmail and Google Sheets connected; the accountant checks and posts each entry. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Prepare month-end figures and explain them to the owner | 5 | Person | — |
What AI agents handle: Routines can log online card payments and supplier invoice emails into sheets, which saves some typing. Bookkeeping, tax, payroll and legal work are not covered.
What stays with the person: All bookkeeping, tax returns, payroll, invoicing and contract checks stay with the accountant, who also reviews anything logged into sheets before it is posted.
What a manager tracks: Time to fill open roles · Quality of hires after the trial period · Staff turnover and training coverage
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Research candidate profiles for open roles into a sourced tableNeeds an agents balance; protected sites such as LinkedIn may block the browser; a person screens. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review the candidate pipeline and draft follow-ups to candidates who went quietNeeds the HR Recruiter (Work.ua) agent and candidates in your CRM; it drafts only, a person sends. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Triage applicant emails and draft repliesNeeds Gmail connected and a never-send rule in the instructions; it saves drafts only. | 2.5 | Possible with setup | Triage the inbox and draft replies |
| Interview candidates and test practical skills with the workshop foreman | 9 | Person | — |
| Decide on hires and make offers | 3 | Person | — |
| Onboard new hires: paperwork, tools, safety briefing and probation plan | 7 | Person | — |
| Keep timesheets, leave and training records; arrange certifications and coursesOnboarding, leave and timesheet administration are not covered. | 6 | Person | — |
| Coach staff, settle conflicts and keep the team motivated | 4 | Person | — |
What AI agents handle: Agents build a sourced table of candidate profiles and draft follow-ups to candidates who went quiet, so the recruiter spends the time on conversations.
What stays with the person: Interviews, practical tests, hiring decisions, onboarding, training records and everything to do with contracts and staff relations stay with people.
What a manager tracks: Weekly report delivered on time · Share of leads with a clear source and stage · Insights the team acted on
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Pull the weekly figures: chat volume, recorded orders and AI cost by channel and campaignSales figures come only from recorded orders; amounts in different currencies are added without conversion. | 3 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Read the weekly summary of what customers asked and what went unansweredNeeds an agents balance and a person to run or schedule it; it only reads. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Read each manager's quality score from finished hand-offs and the AI report's next stepsNeeds operators who take chats over; scores arrive in batches and show as a manager average. | 3 | MyChatBot does it | Review conversations and score human managers' replies |
| Sort recent chats into hot, warm and cold with a one-line reason eachRead-only: the tags appear in the report and are not written back to the leads. | 2 | MyChatBot does it | Sort recent chats into hot, warm and cold |
| Pull post analytics and engagement trends from the brand's social accountsNeeds the account key as a custom connector and a paid social plan; no ready-made report routine. | 3 | Possible with setup | Pull post analytics and engagement trends into a report |
| Email the owner a weekly digest of pipeline, chats and ordersNeeds Gmail, Schedule and delegate and a paid agents balance; it reports MyChatBot numbers, not accounting data. | 2 | Possible with setup | Email yourself a weekly digest of pipeline, chats and orders |
| Combine MyChatBot figures with workshop and dealer-system data and explain the changesWorkshop and dealer systems are not built-in connectors, so a person brings those numbers. | 13 | Person | — |
| Model service load and margins and forecast demand for the ownerForecasting pipeline revenue is not covered; sales figures come only from recorded orders. | 8 | Person | — |
What AI agents handle: The dashboard shows the channel numbers, and agents write the weekly chat summary, sort recent chats and score finished hand-offs. Once a person sets them up, connectors add social analytics and an emailed weekly digest.
What stays with the person: The analyst keeps joining data from outside MyChatBot, the interpretation, the forecasts and the recommendations to the owner.
Yes, on the built-in calendar: it offers only free slots for the staff member and service you define, and books, reschedules or cancels in chat. A person first adds mechanics or bays as staff columns, services with durations, the business timezone and the booking rules. The calendar has no vehicle fields, so make, model and plate are collected as client context data points a person defines first, and it sends no reminders by itself.
Not by itself. MyChatBot has no built-in connection to workshop or dealer management systems, so the assistant cannot look up a repair status unless you build and host a custom MCP connection for it. Once Task Manager is connected it can file a task for a manager, or it can hand the chat over, in the cases your instructions describe, and a person sends the update, because changes your team makes on the calendar are silent.
It searches the catalog you load, from a product feed, spreadsheet or the in-app catalog, by meaning, keywords, attributes or a customer's photo, and replies with matching items, images and links. Fitment is only as good as the compatibility data in your catalog, VIN decoding is not part of the search, and answers come from the last sync, so a person confirms fitment and availability when it matters. Photo search works only when image indexing is switched on and matches by how a part looks, so a similar-looking part can come back and a person should confirm the fit.
Not by date or mileage: the calendar sends no reminders and no built-in trigger is tied to a service date. With self-scheduled follow-ups switched on, the assistant can queue its own reminder in a chat where it booked a visit, and a person can build and save a one-time campaign, such as a seasonal tyre-change offer, for a group picked by status, label, custom field or last chat activity. Personal WhatsApp, a Telegram account, a personal Viber number, email, SMS and calls can reach people who never wrote (set a sending interval to limit ban risk), while Instagram, Messenger, TikTok and WhatsApp Business need the customer to write first.
Create an account, connect one channel and start with the roles where agents already cover the most hours.