How To Grade & Send — Phone Pop University

📞 The Daily Run Grade five calls, press one button

1

Open the Grader and set the date

Go to tsb.pp5.grader.virtualautomotiv.com. The date defaults to today. If you are grading yesterday's calls this morning, change it — the date decides which day the calls land on, and every report is built from that.

2

Grade each call

Pick the salesperson from the dropdown, then tap the checkpoints they actually hit:

The Name Game — introduced themselves, got and used the customer's name
Sell the Store — gave at least one real reason to come to TSB
Trade Talk — asked about the current vehicle / possible trade
The Finance Plan — asked about financing, cash or credit union
Set Appointment — actually asked for the appointment

4 of 5 is a pass. The row turns green or red as you tap, so you can see the call's verdict before you move on. Fill in customer name, phone, city and vehicle where you have them — they make the report far more useful to a manager reading it later.

No appointment = Manager Assist. Any call without Set Appointment is flagged for follow-up regardless of the other four, because that is the call you can still save.

Write the coaching note while the call is fresh. That note is the most valuable thing on the finished report — the checkboxes say what happened, the note says why it matters.

Need more than five rows? + Add Phone Pop at the bottom of the list.

3

Attach the recording

Drop the Car Wars audio file onto the upload strip on that call's row, or click it to browse. You can play it back right there while you grade.

If the file is too big, paste the Car Wars link into the recording field instead. That link still appears on the report, but only people with a Car Wars login can open it — an uploaded file is what lets a client just press play.

Nothing uploads until you press Build Report. Until then the audio lives only in this browser tab. Do not close the tab mid-grading.

4

Press Build Phone Pop Report

One button does everything, in order:

uploads any attached recordings
saves every graded call to Airtable
updates each rep's totals, pass rate and rank
reads the day back out and builds the report from what was actually stored

The green line underneath tells you exactly what happened — how many calls saved, how many recordings uploaded, how many profiles updated. Read it. That line is your receipt.

Safe to press twice. Each call carries a hidden id, so pressing Build Report again updates the same records instead of creating duplicates. If you fix a typo and press it again, the line will say "updated" rather than "saved".

📤 Sending It To The Client Three ways · pick by who is receiving

Method	How	Use it when
Link best option	Open Daily Report in the top nav, pick the day, press Copy Link. Paste it into your own email or text.	Almost always. The page is live, so it stays correct if you re-grade, and the recordings are playable.
PDF	Same page, press Print / Save PDF. The page furniture drops away and you get just the sheet.	They want an attachment for a file, or they will read it offline.
Text	Press Copy as Text and paste into a group chat or the body of an email.	Quick internal share where formatting does not matter.

Recording links expire after 24 hours. That is deliberate — these are real customer conversations, and a forwarded link should go dead. Whoever opens the report gets a fresh 24 hours from that moment, so send the link, not the PDF, if you want them to be able to listen tomorrow. A PDF keeps its numbers and notes forever; only playback expires.

The built-in email is not ready for clients yet. "Send Today's Report" only reaches ray@virtualautomotiv.com right now, because virtualautomotiv.com is not yet verified as a sending domain at resend.com/domains. Until that is done, send the link from your own inbox. Once verified, the button will reach anyone with no further changes.

🎯 The Targets What every screen measures against

Target	What it means
5 calls a day	Store-wide, not per person. The daily sheet shows today vs 5, and the Scorecard counts how many days this month actually hit it.
Every rep every 14 days	Nobody should go longer than two weeks without a call graded. The Team Report opens with whoever is overdue, worst first.
4 of 5 checkpoints	The pass standard for a single call.
3 calls minimum	A rep needs at least three graded calls before they get a letter grade or a rank — one lucky call should not outrank someone with real volume.

Month pacing uses calendar days, so August's goal is 5 × 31. If you only grade weekdays, say so and it can be switched to business days.

🗄 Where Everything Is Stored Nothing is thrown away

The important idea: reports are not filed away as documents — they are rebuilt from the data every time you open them. That means a report from three months ago is never stale, never a broken copy, and always matches what is actually in the system.

What	Where	How long
Every graded call	Phone Pop Grades in Airtable — one row per call with all five checkpoints, customer details and your coaching note	Permanent. This is the real archive; everything else is built from it.
Any past day's report	`/daily?date=YYYY-MM-DD` — or just use Prev/Next Day on the Daily Report page	Permanent, rebuilt live
Any month	Scorecard — pass rate, the Phone Pop 5 breakdown, day-by-day volume, a card per person. Use the month picker to go back.	Permanent, rebuilt live
Monthly accountability	Team Report — who is overdue, plus each rep's month and all-time numbers by department	Permanent, rebuilt live
Each rep's running record	Player Profiles in Airtable — Phone Calls Graded, Phone Calls Passed, Last Graded Date and Phone Rank, rewritten every time you save	Permanent, always current
Emailed reports	Daily Reports in Airtable — one row per send, including the exact report that went out and who received it	Permanent. Only fills when the email button is used.
Call recordings	Stored on the site's own file storage	The audio is kept indefinitely. Only the links expire, after 24 hours — open the report again and it mints new ones.

So for a month-end review: open the Scorecard, pick the month, print it. Then open the Team Report for the same month for the per-person accountability side. Both rebuild from the same data, so they can never disagree with each other.

🔧 Fixing Mistakes

Problem	Fix
Wrong checkpoint or typo, same session	Correct it on the row and press Build Report again. It updates the same records.
Graded on the wrong date	Fix the Date in Airtable on those rows, then visit `/.netlify/functions/save-grades?sync=1` once so the rep totals catch up.
Deleted or hand-edited rows in Airtable	Same `?sync=1` link. It recomputes every rep's totals and the whole rank board from scratch.
A rep shows "off roster · no target"	Their Position in Player Profiles is not a phone-facing one. Sales Associate, Salesperson, VIP Sales, Sales BDC, BDC and Service BDC count; Internet Manager, Management and Executive do not. Change the Position if they should be graded.
Closed the tab before pressing Build Report	The grading is gone and has to be redone — nothing is saved until that button is pressed.

Right now Tuan Lam is filed as Internet Manager, so his graded calls count in the store totals but he gets no target and no rank. If he takes phone-ups, change his Position in Player Profiles.

⚠ Limits Worth Knowing

Recordings cap at about 4.5MB. Bigger files are refused with a message — paste the Car Wars link instead.
Reloading the Grader page loses any grading you have not saved, and re-entering the same calls afterwards creates new rows rather than updating the old ones.
Recording links in a saved PDF stop working after 24 hours. The rest of the PDF is fine forever.
A recording link is unauthenticated while it lives — anyone you send it to can play it, and can forward it within that 24-hour window.