OktoRocket Dashboard

OktoRocket Dashboard

OktoRocket Dashboard – Step-by-Step User Guide

The OktoRocket dashboard is the central hub for managing customer interactions. It is accessible to all users, but advisor-level users have it set as their primary interface upon login.

1. Accessing the Dashboard

  • Log in to your OktoRocket instance.

  • Advisor-level users will land on the dashboard automatically as their default module.



2. Understanding the Dashboard Layout and Navigation

The dashboard includes three main task categories:

  • Messages – customer texts and campaign replies.



  • Calls – voicemails, call campaigns, user-specific voicemails (if enabled), and missed calls (if enabled).



  • Appointments – OktroRocket Scheduler appointments and leads.



2.1 Task Viewing Options

You can switch between task views using the following filters:

  • View My Tasks – Filters the dashboard to show only tasks currently assigned to you.



  • View All Tasks – If you're viewing a specific task, click "View All Tasks" at the top to return to the main task list for your location(s).




3. Identifying New Tasks

  • New tasks appear in bold.



  • A task marked with "NA" (Not Assigned) means no user has claimed it yet.

  • Clicking the task will automatically assign it to your user profile.

4. Viewing and Managing Tasks



4.1 Task Detail Panel (Right Side)

  • Task Owner – The task is automatically assigned when first opened.

    • This ownership cannot change unless you use the Transfer Task option in the Action Menu.



  • Site Info – Displays the phone number or entry point for the task.

  • Notes Section – Add internal comments and tag teammates as needed.



  • Assign to RO – Optionally link the task to an existing Repair Order.

5. Messages Task Interaction (SMS)

5.1 Viewing Message Threads

  • Click on a Message task to open its full conversation history.



  • The central panel shows:

    • The full message thread.

    • Which user responded last.

5.2 Responding to a Message

  • Use the text box to write your reply.



5.2.1 Response Tools

  • Canned Responses – Select from pre-built templates.

    • Click the edit icon to modify or create new templates.

  • Attachments – Add images (e.g., inspections) or files (e.g., estimates, PDFs).





  • Emojis – Optional, adds a personal tone.



  • AI Suggestions – Click to generate an auto-reply, and edit before sending.


  • Translate to Spanish – If enabled, translate messages to and from Spanish.




6. Calls Task Interaction (Including Voicemails)

6.1 Viewing and Responding to Call Tasks

  • Click a Call task (e.g., missed call or voicemail).



  • Use action buttons to:

    • Send an SMS



  • Click-to-Call Back



  • Your extension or phone will ring.

  • Answer your device and the system will place the outgoing call.

6.2 Handling Voicemails

  • Found under the Call Tasks section.

  • Click to:

    • View the transcription


  • Listen to the recording



  • Note: This is where you can access General Voicemail AND User Specific Voicemail (if enabled).  General Voicemail can be viewed by all.  Direct Voicemail can only be seen by the user it was left for.


7. Handling Appointment Tasks

7.1 Appointment Details



  • Click an Appointment task to view:

    • Appointment Time/Date

    • Customer Information (name, phone, email)

    • Vehicle and Service




  • Appointment Type – Waiter or Drop-off





7.2 Appointment Response Options

  • Respond using:

    • Send SMS

    • Click-to-Call Back

8. Creating a New Task

  • Click the “New” button at the top right of the dashboard.



  • Input the customer’s phone number or name or search across locations.


  • Select the profile to initiate a new message or call task.

9. Sending a Fax (If Enabled)



  • Click the dropdown arrow next to the “New” button, then select Fax.



  • Enter the fax number.



  • Attach files (PDF, Excel, etc.).


  • Click Send Fax – a confirmation receipt will be provided.



10. Exploring the Customer Profile

  • In any open task, click the blue arrow next to the customer's phone number or name.



  • The customer profile provides:

    • Contact details

    • Vehicle history

    • Task and call history



11. Using the Action Menu



Click the Action Menu (top right of any task) for advanced options:

Action

Description

Click-to-Call Back

Instantly place a call using your assigned extension.

Edit Contact

Update the customer’s name, contact info, and vehicle. View opt-out status.

Mark as Complete

Closes the task and removes it from your dashboard. It remains in the profile.

Block Contact

Use for spam or robocall numbers.

Transfer Task

Assign the task to a different user, OR to Mark as New.

Mark as New

Reverts the task to unassigned (“NA”), visible to the team again.

Mark as Unread

Flags the task as unread while retaining your ownership.


Closing a Task - Why it matters: Closing a task clearly signals that the issue has been addressed—whether through a call, message, or confirmation. It helps keep the dashboard clean, avoids duplication, and ensures no task is accidentally worked on twice, and no customer is forgotten.




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