Understanding Your Reports
The CarBuddy portal shows live campaign performance across all your active campaigns. This guide explains each metric and how to act on it.
Campaign overview
The main dashboard shows a summary card for each active campaign. Each card displays:
| Metric | What it means |
|---|---|
| Enrolled | Total customers entered into this campaign |
| Contacted | Customers who received at least one message |
| Replied | Customers who replied to any outreach |
| Qualified leads | Customers identified by AI as having purchase intent — ready for your sales team |
| Unsubscribed | Customers who opted out — permanently suppressed |
Reply rate
Reply rate = replies ÷ contacted. A healthy Lost Sales reply rate is typically 3–8%. Lower rates may indicate the send window, subject line, or customer list quality needs review — raise a support ticket and we'll investigate.
Lead rate
Lead rate = qualified leads ÷ replied. This measures how well the AI is converting replies into sales-ready contacts. Rates vary by campaign type and customer quality, but 20–40% of replies typically become qualified leads.
Recipient view
Click any campaign to drill into individual recipients. For each customer you can see:
- Status — Active, Replied, Qualified, Unsubscribed, or Completed (finished all touchpoints without replying)
- Touchpoints sent — which emails/SMS have been sent and when
- Conversation — the full message thread if they replied
- AI summary — a one-line summary of the conversation outcome
Use the Do Not Contact button on any record to immediately suppress a customer without them having to unsubscribe.
Conversation detail
Clicking a recipient who has replied opens the full conversation transcript. You can see every message sent and received, the AI's classification, and the handover summary if the lead was qualified.
If you disagree with the AI's classification (e.g. it marked someone as qualified when they're not interested), use the Override button to correct it. This feedback helps improve future AI performance.
Upload history
The Upload History tab shows every data file received and processed:
| Column | Meaning |
|---|---|
| File | Filename as received via SFTP or portal upload |
| Received | When CarBuddy received the file |
| Rows | Total rows in the file |
| Valid | Rows successfully enrolled |
| Warnings | Rows with missing optional data (still enrolled, but with reduced personalisation) |
| Invalid | Rows skipped due to missing required fields (email, name) — download the error report to see which rows |
If valid rows are unexpectedly low, download the error report and check your column names against the CSV upload guide.
Exporting data
You can export any view as a CSV:
- Navigate to the campaign or upload you want to export
- Click the Export button (top right of the table)
- The CSV downloads immediately
Exports include all columns visible in the table plus additional fields (send timestamps, message content, AI classification scores).
Reading the handover notification
When a customer is qualified, your sales team receives an email like this:
Qualified lead: Sarah Jones Campaign: Lost Sales — Ford Anytown Vehicle interest: Ford Kuga 2.0 TDCi
Summary: Customer replied to day-3 SMS asking about PCP options on the Kuga. AI confirmed availability of 3 similar vehicles and offered a test drive. Customer asked to be contacted Friday afternoon.
[View full conversation →]
The email links directly to the conversation in the portal. Assign it to the right salesperson and follow up within the timeframe mentioned.
Reporting frequency
The dashboard updates in real time. There is no need to refresh — new enrollments, sends, replies, and qualifications appear automatically.
Weekly summary emails (optional) can be enabled in Settings → Notifications. These go to all admin users on your account by default.