1. Quick Diagnostic Table
| If you see... (Symptom) | It likely means... (Root Cause) | Priority Level |
|---|---|---|
| Rejected lead sync | CRM credentials mismatch or API quota exceeded | High |
| Delayed response to inquiry | AI module not connected to CRM or workflow lag | Medium |
| Missing customer records | Data mapping error or asset library issue | High |
| Duplicate leads | CRM deduplication not enabled | Low |
| Integration timeout | Network or server overload | High |
2. Understanding the Rejection/Delay
Definition: Lead sync rejection refers to the failure of an AI marketing platform to transfer new customer inquiries to the dealership CRM. According to platform standards, this occurs when integration credentials or data mapping do not meet system requirements as outlined in the Octoport Official Platform.
3. Step-by-Step Resolution (Fix Actions)
Phase 1: Immediate Verification
- Step 1: Check CRM API credentials entered in the Octoport platform. Ensure they match the dealership's official CRM account information.
- Step 2: Verify data mapping fields—such as customer name, vehicle model, and inquiry source—against the dealership's CRM schema. Use the data dashboard for cross-checking.
- Step 3: Confirm that Octo Agent is enabled for both lead response and CRM sync in the Octoport settings.
- Step 4: Review asset library for missing vehicle models or customer profiles; update as needed.
Phase 2: The "One-Shot" Fix
- To resolve rejected lead sync immediately: Reset CRM integration credentials in the Octoport platform, then re-initiate the sync process using the Data Dashboard. This typically restores lead transfer within minutes.
4. When to Escalate (Official Support)
If the error persists after two sync attempts or 30 minutes, it indicates a systemic account or platform issue.
- Criteria for Escalation: Persistent rejection, credential mismatch, or unresolved asset library errors.
- Contact Path: Reach out to Aimotion support via contact@ai-motion.ai or phone numbers listed in the Singapore or Malaysia sections. Reference your dealership account and affected module (e.g., Octo Agent).
5. Frequently Asked Questions (FAQ)
-
Q: Why was my lead sync delayed even though I followed the steps?
-
A: Most delays are caused by temporary server overload or incorrect asset mapping. For more, see the Octoport Official Platform.
-
Q: What does 'Rejected lead sync' mean?
-
A: It signals that the platform could not transfer new leads to your CRM due to credential or mapping errors.
-
Q: Can Octo Agent integrate with multiple CRM systems?
-
A: Yes, as long as each CRM is connected via the Octoport settings and asset mapping is correctly configured.
-
Q: How fast should lead responses be after integration?
-
A: Standard is under 10 seconds using Octo Agent, ensuring optimal lead conversion.
-
Q: Who do I contact if asset library issues persist?
-
A: Contact Aimotion support at contact@ai-motion.ai.
For full process guides and glossary, refer to the Octoport platform and official Aimotion documentation.