Smart Tickets

Overview

Spiro's Smart Tickets module facilitates efficient management of customer issues, feedback, and support questions while providing greater visibility into customer account health for your overall organization. Tickets can be created manually within Spiro or created automatically from a support email or a form on your website. Support agents can easily review, manage, and respond to customers via Spiro's built-in communications channels (calling, text, and email) directly from a ticket. Smart Tickets will also be accessible when configuring Smart Assistant Rules, allowing support teams to build powerful workflows to ensure customer issues are always addressed promptly.

If you are interested in enabling Smart Tickets for your organization, please contact your CSM or email support@spiro.ai.

Configuring Smart Tickets

Once your CSM has enabled Smart Tickets for your organization, you can begin the setup process under Settings > Support Desks, and clicking on the NEW+ button in the top right. You can name your support desk, as well as set a default user. All new tickets will be automatically assigned to the default user who can then assign the ticket to the appropriate support agent. You can also set up an autoreply so that if you connect your support email, a customer will receive a reply to their inquiry.

If you have multiple support emails, for example, to serve different geographies or product lines, you can set up multiple support desks.

Managing your ticket queue

When you enable Smart Tickets, you'll see a new tab on the left-hand toolbar called Tickets. This is where you can manage your queue.

You will be able to search, sort, and filter your tickets, and there will be some out-of-the-box filters for you to use: All Open Tickets and My Open Tickets. To see ticket details and edit a ticket, click on the subject of the ticket to open the drawer.

There are a few important fields to pay attention to:

  • Ticket Number: this is automatically generated by Spiro and will increase sequentially for each new ticket
  • Owner: the person who is in charge of the ticket. The ticket owner can be reassigned if someone else needs to step in for assistance.
  • Priority: how important is this ticket?
  • Status: This field tells you whether a ticket is Active, Pending, Closed, or Spam
  • Ticket Age: How many days has the ticket been open? Most companies use this to make sure they are adhering to their predefined support SLA

You can also add custom fields and entities to Tickets if you need to configure Spiro to fit your processes. Clicking on the Details button will take you to the full Ticket record.

Responding to Tickets

Support agents can leverage Spiro's existing infrastructure to respond to tickets, either via Email, Call, or Text, while on the main ticket screen. If the user responds via email and a support email has been connected to the Support Desk, the reply will come from the support email. Spiro also knows to "thread" these emails so that when you go pull up the Contact Activities, there is only one activity for the whole ticket conversation.

The difference between Ticket Activities and Contact Activities

When you open the main ticket record, you'll see that there are two buckets for activities: Ticket Activities and Contact Activities. It's important to understand the distinction.

Ticket Activities: The Ticket Activities tab holds activities that are specific to the ticket. For example, you might want to create an internal note and @mention a colleague to give them some context about the ticket. Or if you use the call and email buttons at the top of the Ticket page, Spiro will know that you are calling or emailing the customer about this ticket, and will store those activities under the Ticket Activities tab. 

Contact Activities: Every ticket is associated with a contact, so the Contact Activities tab will have all of the activities associated with that contact, even if they're not about the Ticket. This is so that when a support agent is responding to a ticket, they have full visibility into what other conversations the customer is having. For example, the support agent might notice that there are some sales conversations going on that they should know about. The whole idea behind Spiro's Smart Tickets is to increase the visibility between different teams using Spiro.

Viewing Smart Tickets in other parts of Spiro

Since the Smart Tickets are always associated with a contact in Spiro, it is very easy to view all the tickets that have been submitted by a contact and company. At both the contact and company level, there will be a new tab to store all the tickets that have been submitted by a contact. This means that before a sales rep goes to call on a customer, they will quickly be able to see If there are any outstanding support tickets they need to be aware of without having to go chase down the support team.

Reporting on Smart Tickets

All Smart Ticket data will be sent to Spiro's Analytics platform, just like every other type of record in Spiro, for you to use in your reports and dashboards.

Smart Ticket Email Workflows

Spiro's Smart Tickets come with pre-configured email workflows so that key users will always be alerted when their attention is needed on a particular ticket. A user will get an email notification with a link to the ticket when:

  • A ticket is assigned to them (unless you are assigning the ticket to yourself)
  • A customer responds to a ticket that was previously closed. This will also change the ticket status to "Open"
  • Another user tags them in a note using the @mention functionality (described above)
  • Another user creates a reminder for them
  • A customer responds to the ticket