17 Customer Service Interview Questions to Help Build Your Dream Customer Support Team
17 Customer Service Interview Questions to Help Build Your Dream Customer Support Team
Building an incredible customer support team at your company starts with finding the right people. But once you attract a pool of applicants, distinguishing between an excellent candidate and a so-so one isn’t always simple.
Why does this matter? Research from Harvard Business Review concluded that positive customer experiences can create as much as a 140% spread in how much customers spend at transactional businesses. And a massive part of that customer experience rides on your customer service team.
And for subscription-based businesses, that same study found a 31% spread in churn: quality of the experience was a significant driver of recurring membership and revenue.
This adds up over time, as well. Forbes found a cumulative loss of $75 billion yearly across all businesses pegged to a single source: poor customer service.
So, in the big picture, a great hire in customer service or support makes you more money. A bad one hurts the bottom line, and so much more.
As a hiring manager, it’s never been more important to get the most out of your interviews. The needs of customer service teams are more technically complex than before, with numerous channels for meeting customer needs. Working with an ecommerce helpdesk support partner like Gorgias can ease some of the pressure, but the interview itself remains highly strategic.
Major Traits and Characteristics to Look for in Customer Service Job Interviews
Before we get into specific questions, it’s worth noting that not every candidate has the right disposition for customer service work. Many customer service skills are crucial, and these traits and characteristics rise to the top of the list. As you work through the selection and interview process, look for these elements.
The Interviewee Is Familiar with Your Brand and Tone of Voice
This isn’t an all-out dealbreaker, but interviewees that are already familiar with your brand and tone of voice will assimilate much more quickly into your organization. This is true whether this familiarity is natural (because the candidate is already a fan of your brand) or learned (because the candidate took the time to prepare before the interview).
The Interviewee Has Strong Communication Skills
Your customer service representatives spend all day communicating directly with customers, so you want to hire people with great communication skills for customer service roles. Your customer service team forms the face of your company for many customers, so the ability to communicate clearly about a customer’s problem is essential
Customer service reps will inevitably deal with angry customers as well as difficult customers, so hiring managers should look for candidates that can keep those communication skills up even under pressure.
The best candidates for customer service roles will pair strong communication skills with superior problem-solving ability, as well.
The Interviewee Has the Ability to Communicate Via Specific Service Channels
The days of single-channel customer service departments that existed solely as phone-based call centers are long gone. Most businesses rely on a multichannel customer service strategy that could involve face-to-face assistance, phone communication, or any of a wide range of web-based platforms. Today's agents need to apply customer service best practices to many channels.
A customer service candidate that can speak empathetically and clearly but cannot navigate social media or a customer service platform may not be a good fit for your current needs.
Conversely, you may find candidates that struggle with over-the-phone communication but can tirelessly plow through online tickets with superior skill.
If your team is large enough to differentiate, both types of candidates could succeed in clearly defined roles.
Still, it’s a good idea to get a sense of which service channels a candidate is likely to succeed in. Do this during the interview if you don’t do it earlier in the process.
17 Customer Support Interview Questions and Answers
If you’re a hiring manager in customer service or customer support, you already know that crafting the perfect customer service job interview questions is difficult. And if you’re an aspiring or current customer service representative, you may be looking for advice on how to answer customer service interview questions.
No matter your role, this list of 17 customer service interview questions and answers will give you some new approaches to the customer service job interview. Consider adding several of these questions to your interview process so you can hone your interview process and get better results.
(And if you’re a job seeker, these sample answers should give you insight into what interviewers might be expecting to hear. Adapt them to fit your situation, of course! You might also benefit from 5 Tips to Find Your Next Job in Support.)
1) How Familiar Are You with Our Brand, Products, and Services?
You don’t have to hire someone with prior knowledge of your brand, but it sure helps. The more the prospect knows about you, the less you have to teach them. So it’s worth asking how familiar the prospective hire is with your brand and what they think about it.
If your interviewee is familiar with your brand, go ahead and ask if they’ve ever interacted with your customer service team. If they have, their answers could be illuminating — about the candidate and about the customer service experience.
Listen for an honest, enthusiastic response. It’s OK if a candidate doesn’t know much about the brand, but finding someone with the skills AND who is a big fan of your brand can lead to the ultimate customer service prospect.
Pro Tip: Watch out for a response in which a candidate wants to change too much: some constructive criticism is healthy, but customer service is not the place from which to spearhead major company-wide change.
Sample Answer
“I’ve been using your [specific product/service] for some time now. I use it to [use case], and my appreciation for your [brand/culture/products] is a big part of why I applied for this job!”
Or
“I hadn’t heard of your company before I saw this job post, but as I began to research the company, I resonated with [product or aspect of mission]. I believe it’s something I can get behind and contribute to!”
2) Have You Ever Worked with the Software We Use?
Customer service is more software-oriented than ever before, and this question does double (maybe triple) duty: first, it tells you the obvious (whether the interviewee is familiar with your software). Second, it also often reveals a candidate’s overall comfort level with software. You’ll usually get a sense in their answer of whether they’re worried about the prospect of learning new software.
Third, assuming your job listing indicated which software solutions you use, this question will reveal how closely the applicant studied the job listing. If they seem confused by the question or don’t know which software solution you’re asking about, that might be a red flag.
As you listen to the applicant’s answer, don’t settle for a blunt “yes.” Follow up with a question or two that will reveal whether the person has actual knowledge of the software. And if the applicant isn’t familiar with your chosen software, listen for confidence about the ability to learn.
Sample Answer
“At my previous company, we used [competitor software solution], and I can tell based on my own research that the two are pretty similar. I’m sure there may be some slight gaps, but I’m eager to learn those differences and get up to speed in [your software solution].”
3) How Long Were You with Your Last Company and Why Did You Leave?
Behavioral interview questions can be powerful because they give you insight into an interviewee’s thought processes and ways of engaging with the world. Length of employment at the previous company is merely factual, but the “why did you leave” portion is deeply behavioral.
Tenure at a previous employer isn’t always important, though a resume filled with a series of three- to six-month gigs could be a red flag. More important is the stated reason for leaving. Did the candidate struggle with a previous manager? Did they leave over scheduling issues (that are likely to be an issue at your company as well)?
To be clear, leaving a previous company isn’t always a bad thing. But the reasons why — and the way the candidate explains those reasons — can teach you a lot about the person’s approach to working on a team.
Sample Answer
“I’m still employed at [current employer], but I see a better future for myself with your company. I’m happy enough at [current employer], but I’m more passionate about your company for [give a reason or two].”
Or
“I worked at [previous employer] for [time period] but had to leave due to [reason]. That said, I know [reason] won’t be an issue here because [explanation].”
4) What Were the Most Common Problems with the Products and Services You Supported in the Past and How Did You Help Solve Them?
This question helps you keep developing a profile of the candidate’s experience. At the most basic level, you want to learn whether they are familiar with the most common customer service questions that your team deals with.
While the key to delivering great customer service is the ability to use problem-solving skills to navigate especially difficult situations, those everyday types of questions make up the bulk of the actual work. Finding an employee that’s already well-versed in your most common customer issues (and who already has good responses to those issues) makes your job a lot easier.
Also, this is another behavioral interview question that can give you deeper insight into what makes a candidate tick. Listen carefully to how the person describes their activity helping various types of customers. You’ll learn at least as much about how the person thinks as how they solved a specific problem.
Sample Answer
“Issues with account logins made up around 15 percent of my customer service interactions at my last job. We had a script to follow for this kind of issue, and I used it when I could. But over time I noticed that many users were getting tripped up on the same problem that wasn’t covered by the script. I helped them resolve it by [x] and recommended we add this step to the script.”
5) Describe a Previous Situation at Work When You Recognized an Emotionally Tense Situation and Were Able to Turn it Around to Delight the Customer.
This is the first of several classic behavior-based questions. You’re listening for soft skills here, those intangibles that differentiate truly excellent customer service reps from the rest.
With this question, you’re looking at conflict resolution skills surrounding customer issues like public complaints or angry customer emails. Does the candidate have a handy example of being able to
- Recognize that tensions were high
- Defuse the situation enough that the customer left the interaction delighted?
You’re also looking at the ability to follow instructions and think outside the box. You don’t want renegades and mavericks, but you do want folks that can think beyond provided customer support scripts.
Push the interviewee to be specific with their answer to questions like these.
Sample Answer
“Once I dealt with a customer with [stated problem]. I could tell the customer was upset before we ever started talking because of [verbal/written cues]. I kept my cool, sidestepped that anger, and determined that the customer’s core problem was [actual problem]. Once I identified that I made sure to empathize with the customer as I guided them to a solution to [actual problem.”
[Image source: Me.me]
6) Can You Give Examples of Methods You Have Used in the Past to Increase Revenue, Save Time, or Increase Procedural Efficiency at Work?
Hiring for customer service is a delicate balance. You don’t want a cadre of people constantly trying to reinvent the wheel (or, worse, the company itself). And you also don’t want mindless followers. This question helps you gauge a candidate’s ownership mindset.
If they don’t have an answer at all, they might not be thinking enough about the big picture. Conversely, if their answer sounds a little too revolutionary, you’ll be aware that this candidate might need guidance in what’s appropriate.
As the candidate responds, listen for actionable ideas and methods that seem genuinely useful. Vague feedback with no clear outcomes isn’t what you’re looking for here.
Sample Answer
“I noticed we were getting tons of customer support calls about one of the company’s products. The product was fine, but the included instructions left out a crucial step that was leading to the calls. I was able to point this out and escalate it to the proper team, who corrected the instructions for the next printing. In the meantime, I created an email template to help agents respond to customer questions about the issue faster. By getting the instructions fixed, I reduced these calls so the team could focus on more important customer issues.”
7) Aside from Customer Service Positions, Have You Had Any Other Professional Roles That Helped You Build Relevant Skills for the Position You Are Applying For?
Sometimes, the best agents have experience from other roles with complementary skillsets. For example, wait staff at restaurants have a ton of insights about human interactions and communication since they serve people in person for hours on end.
Or, if the company products are highly technical or industry-specific, you’ll benefit from finding customer service reps with relevant tech or industry backgrounds as well.
Find out if your prospect has other experience they can bring to the table. Maybe they can even teach your team a thing or two.
Sample Answer
“I’ve worked for ‘x’ years in foodservice, including ‘y’ years as a server. In those years I developed the ability to read verbal and nonverbal cues. And have found creative ways to meet customer needs. My time in restaurants has prepared me to excel in customer service by giving me a keen sense of customers’ needs, proactive tactics to keep them happy, and multiple strategies for resolving their complaints.”
8) Do You Have Any Formal Education That Pertains to Communication or Communication Technology?
You already know a candidate’s formal education as it is listed on their resume, but this question gives them a chance to expand upon that. Perhaps they took a specific course that’s relevant to this job or additional training certifications that didn’t make it on the resume.
Give them a chance to explain how some of their formal education enhances their abilities for this job.
This is also a great place to explore whether a candidate has experience in the systems you use, such as these:
- Online helpdesk software
- Email platform
- CRM
- Social media
- Relevant discount and rewards software
- eCommerce platform or CMS
Of course, reliance on formal training varies from company to company. Some brands focus more exclusively on skills and traits. Use your judgment with this question (but make sure you don’t imply that a degree is required unless it is).
Sample Answer
“My degree was in [field], and as a part of my coursework, I took several courses in communication as well as a technology course. In these courses, I learned [two or three high-level lessons], which will help me in this role [explain how].”
9) At Work, What Are Your Three Core Values? For Example Honesty, Trust, Patience, Etc.
You want agents that are hard-working and have excellent time management skills. But you also want a support team filled with healthy people. Learning about workplace morals and values will indicate to you how much of a team player the candidate is or what their ethical point of view looks like.
Sample Answer
“My top three core values in the workplace are [list three]. These core values permeate every aspect of my work: how I interact with customers, how I work with other team members, and more. If you ask [reference at previous employer] about this, I believe you’ll hear that I lived this out there, and I’ll do the same here.”
10) Can You Provide an Example of a Time When You Had to Deny a Customer’s Request? How Did You Handle It?
You want customer service agents that can, in most cases, get your customer what they want. But sometimes customers are wrong, demanding things that can’t be done. An experienced customer service rep will certainly have run into this scenario and learning how they handled it will give you great insight into their abilities.
Were they able to salvage a customer relationship? Show the customer a better way? Or did they just blow up the situation and provide no alternatives?
Sample Answer
“I always do my best to meet customer requests, but of course this isn’t always possible. One time, a customer [describe illegitimate request scenario]. He was convinced I could do this for him, but it was out of scope. However, instead of just flat-out denying him, I was able to guide him to an alternative that was in scope. He didn’t get everything he wanted, but I did keep him as a customer.”
11) As an Agent, What Was the Most Difficult Customer Service Situation You Have Ever Experienced?
For interviewees with previous customer service experience, this question gives you insight into how far they’ve been stretched — as well as their emotional intelligence after the fact.
Look for how serious or difficult the described situation is (compared to what’s typical in your organization), and pay attention to how calmly — or not — the candidate can recount the scenario.
Sample Answer
“In my current/previous position, I’ve had a few encounters in a class all their own. Probably the most challenging one was [describe the scenario]. It was challenging for sure, but I’m glad I went through it because I learned [lesson/insight]. I also really appreciated the support I got from my leadership team throughout the situation.”
12) As a Representative, What Was the Best Customer Service Situation You Have Experienced?
If a candidate has a quality answer to this question, it will likely reveal the sorts of situations that motivate the individual. You should look for excitement, interest, and perhaps even joy as the individual answers this question. And knowing the kinds of situations that motivate an individual can give insight into whether they’ll be a good fit for your team.
Sample Answer
“I once had a customer call in who was incredibly angry, but it was an issue that I knew I could solve. As I worked with the customer to unpack the layers of the issue, I heard her tone gradually soften. By the end of the encounter, I’d not only solved her problem, but I’d also managed to upsell her to a higher tier of service — and she was happy about it!”
13) What Would You Do If You Couldn’t Find the Answer to a Customer’s Question?
The stock answer here is “contact my supervisor,” of course, but see if you can get a little more. What avenues (official and unofficial) would the candidate pursue before escalating to a manager? Will this prospect solve problems independently, or will the individual create an unending cascade of manager escalations?
Sample Answer
“When I didn’t know an answer, I’d quickly search our internal knowledge base/wiki. If I didn’t find the answer there, I might search Google, our company Slack, or a more knowledgeable peer. I tried to minimize the number of escalations since I know that solving the problem myself is always the ideal outcome. But of course, I escalated issues to my manager when needed.”
14) How Would You Handle a Situation Wherein You Knew the Customer Was Wrong?
“The customer is always right” only goes so far. Sometimes the customer is quite wrong, and your customer support teams know this. The real question is what a prospective team member will do when this happens.
This is another question that explores soft skills. There are countless ways to say “you’re wrong” without coming out and saying it. Can the prospect guide a customer to a better understanding without insulting them along the way? That’s the kind of customer service rep you need.
Sample Answer
“I never take a confrontational approach when this happens. Instead, I assume that the customer isn’t willfully wrong, and I try to find a gentle way to guide them to a better understanding.
If there’s documentation or fine print that the customer missed, I’ll guide them to that information. I might also ask questions to get a better sense of where the customer got the incorrect understanding.”
15) As an Online Shopper, What Was the Best Customer Support Experience You Ever Received from a Brand You Did Not Work For?
Every one of us brings experiences from our personal lives into our professional work, and great customer service reps are no exception. We’ve all been the customer in need of service at some point, and there are great lessons to learn from the good experiences.
A prospect’s answer to this question should demonstrate their insightfulness and awareness. It will also likely reveal more about a person’s priorities in customer service encounters.
Sample Answer
“I had an experience with [company] that impressed me as a customer and gave me some great ideas for how to solve customer challenges in my work. [Describe scenario and lessons learned.]”
16) Describe a Time When You Received Poor Customer Service as a Consumer.
Asking the opposite question gives you similar insights: whatever got under the skin of your interviewee is an aspect of customer service that they’re passionate about. And, of course, having been a frustrated consumer can build empathy when working with other frustrated consumers.
Sample Answer
“I had an encounter with one company where the agents were working from scripts, and it didn’t seem like they took the time to process what I’d said in my complaint. It was deeply frustrating, but I learned from the experience that scripts can only get you so far and that I need to make sure I always understand the customer’s concern before I start trying to solve it.”
17) How Flexible Is Your Schedule and How Many Hours Do You Hope to Work Each Week?
If you’ve gotten to this point and expect that you’ll offer the candidate a job, it’s time to get this crucial information. If your only needs are second shift and the candidate can’t or won’t work it, you need to know now.
Sample Answer
Simply be honest. “I’m looking for full-time work, and normal business hours are my preference. I could work the second shift if necessary, but no overnights. That said, let me know what you’re looking for, and let’s talk about it.”
[Image source: IMC]
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Chatbot vs. Live Chat Software: What's the Right Solution?
Imagine leaving your angriest customers to spar with an automated script in your website’s chat window. Now picture your support team reading “Where is my order?” for the hundredth time and glancing at the clock, only to find six hours left in the workday.
Who do you think is more frustrated?
Luckily, you won’t have to answer that, because these are completely avoidable problems. Once you learn the important distinctions between chatbot software and live chat software, you’ll understand how to use them both more effectively and lower blood pressures across the board.
Chatbots rely completely on automation and artificial intelligence (AI) while live chat software connects customers with human agents via a real-time chatbox. A third option, self-service chat, is an appealing alternative.
To determine which solution(s) is best for your business, let’s compare chatbots and live chat software and go through the top use cases for each.
What is live chat software?
Live chat support connects customers with human support agents who can answer their questions and assist them with any issues. When a customer opens the chat box on a live chat support solution, they are connected with a real person from the company's customer support department.
Support agents then use live chat messaging to address customer inquiries and walk customers through the solution to their problem.
Interested in getting live chat software? Check out one of these lists for tailored recommendations:
- Best live chat software for ecommerce
- Best live chat software for Shopify stores
- Best live chat software for general use
Pros and cons of live chat
Pros:
- Live agents have the knowledge base to answer complex queries and customer issues
- 73% of customers state that live chat is the most satisfactory form of customer communication with a company
- Enables multitasking for support agents so they can assist multiple customers at the same time
- The personalized touch of a real human can go a long way toward improving your customer satisfaction
- Support agents can find opportunities to convert visitors or turn support interactions into additional sales
Cons:
- Not available after-hours when your customer team is off the clock
- More expensive to employ agents to respond to chats
- Responses will be slowed down by high volume which impacts resolution times
- Much of your agents’ time will be spent answering the same simple questions over and over
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What is the difference between chatbots vs. live chat?
Unlike live chat software, chatbot software doesn’t connect customers with human agents. Instead, chatbot software connects customers with a chatbot that utilizes AI and machine learning to provide natural language answers to common questions.
Automation assists customers with less complex issues and provides quick answers. Chatbot technology enables companies to reduce their average response time, and frees up support agents to focus on more complex queries.
Pros and cons of chat bots
Pros:
- The ability to answer questions 24/7 without paying for agents to work around the clock. According to a survey by Drift, 64% of customers say that 24/7 service is the best feature of chatbots.
- Chatbots offer instant responses to common questions like pricing inquiries, improving customer experience with quick resolutions to common issues
- Chatbot solutions are a highly cost-effective option, as they allow companies to resolve more customer issues without having to hire new customer support reps
- By answering commonly asked questions and resolving simple issues, chatbot solutions can free up support agents to focus on more complex questions
Cons:
- Chatbots can’t handle complex inquiries requiring human intervention
- Automated responses are a colder, less human form of communication, which can impact customer satisfaction
- No opportunity for agents to elevate an inquiry into an exemplary customer experience, such as offering personalized live chat offers
- Customers will become frustrated if the chatbot can’t properly answer their questions or solve an issue
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Live chat vs. chatbots: Evaluating their strengths to help you choose the right one (or both)
When comparing chatbots with live chat solutions, it's important to recognize that each category offers its own unique advantages. Many companies choose to employ both live chat and chatbot apps on their ecommerce websites.
With that in mind, let's explore the strengths of each solution.
Response times and customer expectations
One of the biggest advantages of chatbot solutions is the fact that they allow for immediate responses to customer inquiries. Live chat solutions can also help companies reduce their wait times, though not to the same degree.
Chatbot advantage: Answers are immediate
According to data from HubSpot, 90% of customers rate an "immediate" response as important or very important when contacting customer service, with 60% of customers defining "immediate" as 10 minutes or less.
With a chatbot app, offering immediate response times to customer queries is a much more attainable goal. Best of all, these immediate response times are a 24/7 offering for customers, whereas live chat agents may not always be on the clock.
Live chat advantage: Solve complex issues
The problem with relying solely on chatbots to reduce customer wait times is the fact that even the best and most intelligent chatbots are often unable to resolve complex issues. Chatbots are excellent at pulling information from internal databases to answer common questions, such as providing the status of a customer's order or editing it.
But for uncommon questions or complex issues, a chatbot alone may not be sufficient. Because they can only handle one thing at a time, it can take forever before you get all of your questions resolved.
Solution: Use both chatbots and live chat
Many companies use chatbots alongside live chat support. This allows businesses to offer both immediate responses, as well as more in-depth support for complex issues.
For example, a customer may first be connected with a chatbot that provides instant responses to their query and assists with gathering initial information. If the chatbot determines the customer's question or issue is too complex to resolve, the customer is then connected to a support agent via live chat.
This combination is an ideal solution for many companies, allowing them to quickly resolve common issues without the need for a live chat agent. At the same time, customers have the option to speak with a real person in cases where assistance from a chatbot alone isn’t sufficient.
Human touch and personalization needs
While chatbot apps can help reduce customer service wait times and the number of customer service reps needed, many customers prefer speaking with a person.
Live chat advantage: The human touch
A CGS study found that 86% of customers would rather interact with a human agent than a chatbot. Further, 71% of customers say that they would be less likely to purchase from a brand that did not have real customer service representatives available.
Chatbot advantage: AI learning
Chatbots have come a long way toward replicating natural language and determining customer intent for better customer engagement. Today, the best chatbot applications can come quite close to sounding like actual human beings.
Chatbots leverage AI and machine learning to deliver personalized responses, as opposed to only “canned” responses, and can better serve your customers.
Solution: Use both chatbots and live chat
Even the most advanced chatbots still fall short of a live representative when it comes to delivering a personalized, human touch. They’re also lacking when it comes to handling more complex questions or customer issues.
Once again, a combination of automation and live chat support is typically the best approach.
Consistency and accuracy
Chatbots and live chat applications have unique advantages when it comes to delivering consistent and accurate responses to customer queries.
Chatbot advantage: Consistency
Chatbots are excellent at delivering consistent, on-brand messaging. They can be programmed to systematically follow templates or scripts to provide a consistent customer service experience.
When working with human customer support agents, this high degree of consistency can be a little more difficult to achieve.
Live chat advantage: Accuracy
While live chat support may not offer the same consistency as chatbots, human support agents do tend to be more accurate when determining the intent of the customer they are assisting.
For example, a simple spelling error can sometimes confuse chatbots, whereas a human customer support agent would be much more likely to look past the error and correctly figure out what the customer needs.
A human agent is also much more likely than a chatbot to accurately interpret questions that are worded strangely.
Solution: Use both chatbots and live chat
For companies that are choosing between chatbots and live chat support, it’s a question of whether they’d like to prioritize consistency or accuracy. This is yet another reason why a combination of chatbots and live chat support is often the best solution.
More chat features to provide self-service support without the bots
Many of the issues your website visitors have with bad chatbots involve their mimicry of support from real people. It’s easy to tell when you’re chatting with a robot, but it’s not always made clear to you by the chat widget.
But there’s a third chat option that you should consider in addition to live chat and chatbot software.
Self-service chat options make it clear to your customers that they are receiving automated help. By presenting menus instead of imitating a human conversation, self-service customer support empowers customers to find the answers they need on their own.
It’s a win-win, because the customers get the answers they need in real time, at any hour. And your team can focus on support tickets that are more important to the business.
Here are a few ways self-service chat options can work.
Self-service order management
Up to 30% of incoming customer service tickets are shipping status requests. With self-service order management in the chat widget, customers are empowered to make these queries on their own — providing fast answers and reducing your support tickets.
These automated options are easy to add with Gorgias. This self-service adds buttons to the chat widget to automatically:
- Track an order
- Return an order
- Cancel an order
Quick service with chat automation provides quick, responsive customer service, which means better customer experience and a positive impact on revenue.
Barcelona-based shoe brand ALOHAS added self-service order management flows with Gorgias after experiencing a high chat volume. This allowed customers to find information on their own without a human needing to respond.
Here’s how a “track order” request looks in action:
Quick answer flows
When using a chat widget, you’ll notice the same questions come up again and again. You can satisfy those FAQs by adding quick answer flows into the chat widget.
These automations can be set up in the widget for questions like:
- What is your shipping policy?
- Are there any discounts available?
- Do you have any new products?
- What materials do you use?
These automations can be customized for whatever FAQs are most relevant to your ecommerce store.
Here’s how it looks, for example, when an ALOHAS customer wants to find out more about the brand’s shipping policy.
Luxury jewelry brand Jaxxon has used these self-service quick responses with great success. The customer service team found themselves overwhelmed with customer questions and unable to respond as quickly as desired.
Jaxxon upgraded their live chat widget with Gorgias Automate with Quick Responses for customers. The result, combined with using Gorgias’ helpdesk, reduced live chat volume by 17% and lifted the on-site conversion rate by 6%.
Autoresponders
Even when a customer chooses to type out a question, automation can be used to provide quick, customized service through the chat widget.
Gorgias can detect questions that come in through chat and provide automatic answers using Rules and Macros.
Here’s how the flow works:
- Intact detection scans the incoming message.
- Rules is triggered when a relevant message is found (such as some asking about where their order us) is responds to the customer.
- Macros is where you create the templated response sent to the customer. The Macro can be set up to pull in a customer’s unique information like order number, their name, and their tracking code.
The best part is this can not only be used for chat, but for responses to tickets coming in through other communication channels like email, social media, and SMS.
Keep customer service running 24/7
With Gorgias, you can make sure your chat widget isn’t missing a single ticket, even if your customer support team is offline.
First, you can set up your business hours to correspond with when you have live chat available. This will show up on your site’s chat widget by either showing the current status as online or offline.
From there, you can create automated responses for whether you’re offline or online. During business hours, this message can tell customers you’ve received their request and give a time by which they can expect a response.
After business hours, the responder can tell customers that although you’re offline, they can expect a response during the next day’s business hours via email.
You can also use a contact form which turns a chat into an emailed ticket. This is great to use after-hours and to make sure chat requests don’t get lost overnight.
Combine automation and human interaction for the strongest customer experience
The use of automation within customer service is multifaceted. As we discussed earlier, a human touch is critical for many customers, and speaking with an automated chatbot can be a turn-off. However, automation certainly has its place in the customer service process.
On the customer’s side, starting with self-service chat helps them receive quicker customer support at scale — a more satisfying experience. On your team’s side, automation allows for sorting, segmenting, and prioritizing tickets.
When self-service chat can’t solve an issue, someone from your support team can easily step into the conversation. You can use Macros — scripts that automatically bring in the customer’s information — to scale the human touch on your support team.
So in reality, it’s not automation vs human support. These are two complementary tools that work better together. And the result is a stronger and faster customer experience for your website visitors, which can increase your conversion rate by as much as 12%.
Still not convinced? In 2021, brands using the Gorgias chat widget generated an average of $38,702 from conversations involving chat. We have a whole post on live chat statistics that can help illustrate the impact our chat widget can have on your business.
Gorgias brings intuitive live chat to your ecommerce business, alongside your other channels
If you’re an ecommerce business looking for an all-in-one customer support solution that includes live chat support and AI-powered chatbots, Gorgias is your one-stop shop.
Our algorithms are trained on hundreds of millions of ecommerce tickets, so you can be sure your customers are getting the right responses every time.
Plus, you can manage both live chat and chatbot conversations in the same dashboard that you use for all your other channels, including phone, email and major social media platforms. Bring in chat from other channels, including Facebook Messenger. We’ll even be supporting Whatsapp in early 2023.
Our customer support platform is available for Magento, Shopify, and BigCommerce users.
Read more about our chat offerings by clicking here.
Customer Service Messaging: Tips and Templates for SMS + Conversational Channels
Customer service messaging (also known as conversational customer service) is a powerful way to elevate the customer experience and delight customers beyond their expectations. For customers, texting with a support agent feels much more convenient and casual than slower channels like email. And, SMS is a much better channel for “on-the-go” communication, since most people always have their mobile phones and can usually reply to text messages quickly.
That’s why customer service messaging is one of many recent customer service trends shaking up how ecommerce and D2C businesses offer support.
In this guide, we’ll discuss how your business can implement or improve this type of customer support and other conversational channels in your customer service strategy.
Let’s get started with why it’s important for businesses to offer SMS customer service.
What is SMS customer service?
SMS customer service is when support teams resolve customer questions and issues via text message.
Why SMS text messaging improves the customer service experience
Customers love these one-to-one messaging channels for customer service because they’re so quick and convenient. When implemented well, conversational messaging allows customers to reach your CS team and get answers quickly — within 42 seconds, most of the time. Especially considering that 42% of customers prefer communicating with customer service on messaging apps over any other channel, introducing a conversational channel may do wonders for your brand’s customer satisfaction.
Your customer support team can also use these channels to proactively reach out to customers with important updates and timely discounts.
SMS customer service is especially attractive to your customers because they don’t have to stay glued to your website or check a social media app for new DMs. They can get answers to their questions on a device they already check 96 times per day. Let’s take a closer look at SMS, a channel that’s quickly gaining ground as a standard support option.
10 tips to successfully incorporate messaging into your customer service strategy
Adding each messaging channel at one time might overwhelm your customer support team. Likewise, a new channel may have low adoption if you don’t announce it to your customers. As you begin offering messaging experiences as a part of your customer care portfolio, use our top 10 techniques to maximize the effectiveness of your workflows on those channels.
1) Funnel all interactions to SMS or messaging channels and then move to email or phone if needed
For issues with easy solutions, there’s no reason for customers to engage with email or phone. Emails are slow and clunky and phone calls can lead to customer frustrations, especially if your wait times are excessive. Texts are far faster than either option and can provide simple, accurate information that leads to speedier solutions — and happier customers.
For that reason, we recommend setting up your contact page and information so that text and other live channels are your first line of communication — well, after self-service support. You can always move to email or phone if the customer requests it or if the problem you’re trying to solve is better suited to one of those channels.
Tip: Speed is an important factor in all customer service interactions, but it’s critical when sending any sort of instant message. First response time (FRT) is a key customer service metric you can measure with Gorgias through the analytics dashboard. Make sure to track the speed of your responses when you start your support messaging program.
2) Consistently let your customers know that you’re available on quick messaging channels
To inform your customers they can now text your brand, we recommend adding “Text us,” plus your phone number, in some or all of these places:
- The footer of your website
- The “Contact Us” page of your website
- Your Gorgias Help Center
- Transactional emails (order confirmation, return initiated, etc.)
- The signature of your support agents
You can put your messaging app information in the same spots, and make sure to say you accept support requests via DM in your social media bios so customers know they can shoot you a message.
Tip: Because conversational customer service usually takes place on a user’s phone, you need to keep responses short and friendly. The long, detailed macros and templates you might use for emails won’t work when communicating through short messages — depending on your platform and your customer’s phone, long messages might not send or might get broken into multiple text messages. Plus, depending on your brand’s tone of voice, conversational channels are a great place to use emojis, images, and GIFs to make the conversation even more friendly and casual.
3) Use autoresponders for a lightning-fast first response
Start every messaging interaction with an autoresponder. This tactic lets your customer know that you received their request, and it gives your human agents a small buffer of time to finish up their current encounter before starting the new one. You can also include a link to your help center in case they want to look for their answer on their own.
You can use this tactic whether you’re incorporating chatbots for basic query automation, or using your customer service agents for all customer interactions.
See page XX for an example of an autoresponder Rule for messaging.
4) Create a system to categorize and segment priority tickets
Some customer support tickets should take higher priority than others. A customer that’s reporting a fraudulent purchase with their debit card needs a quicker response than someone who’s asking if there are any discounts they can use.
You can start by prioritizing:
- Tickets that have been open the longest. These are the customers who may be growing impatient, or even angry enough not to shop or work with your business again. This can be set up with a View of tickets that have been open for more than X minutes, where X is an amount of time corresponding to your service-level agreement (SLA).
- Tickets from VIPs and loyal customers. You can tag these customers and make a View based on that tag to surface their questions and concerns.
- Tickets that fall into certain intents, like “order/damaged,” which Gorgias auto-assigns through our proprietary algorithms. You can auto-assign these tickets with a “priority” tag using a simple automation Rule and set up a View that has all open priority tickets.
You can even set up dual priority queues for all priority-tagged tickets: One for priority tickets that are about to go past the first response time in your SLA and another for all other priority tickets. Then prioritize the former, followed by the latter, followed by other tickets, to keep your first response time and resolution time down while giving attention to important tickets.
Beyond prioritizing tickets, it’s also helpful to categorize them if they share similarities. Grouping similar tickets together boosts efficiency. For example, your team can come up with one main solution (create a new discount code because the previous one is buggy) and easily resolve the entire group of tickets in a single pass.
5) Use Macro templates to respond faster to repetitive requests…
If you are responding to customer service messages on a platform like Gorgias that supports Macro templates, you need to take advantage of this time-saving feature. But you can’t just take your existing email templates and drop them into these conversations.
You need to create a specific set of Macros for messaging purposes, using the principles we mentioned earlier: short, friendly, personalized, etc. That means you need to use variables like [Customer first name] or [Last order number] to personalize messages. If you set up your Macros strategically for DM and SMS messaging, many can be reused for live chat, as well.
To prioritize building Macros that will have the highest impact, create Macro templates to respond to the most common questions that have come through your helpdesk. You can also ask your team which responses they end up writing out the most and add those templates too.
Once you create and launch these Macros, you can automatically add Tags to Macros for reporting to see which Macros are being used the most. This will help you understand where you have gaps (or unhelpful Macros) and can make tweaks to improve your agent workflow and customer experience.
6) …Or deflect those repetitive requests altogether with automation Rules
If your customer service platform supports automation, as Gorgias does through our Automation Add-on, you can deflect up to a third of repetitive, tedious tickets instantly, with no human interaction. Much of this automation can be applied to customer service messaging, as well.
When we mention automated answers, some support professionals say something like, “We don’t want to send low-quality automated responses to our customers.” We completely agree: For many tickets, automation doesn’t provide the best customer experience.
However, as you know, most tickets your support team receives are repetitive and low-impact, like questions about order status (WISMO) or your refund policy. We recommend setting up automatic responses for these tickets, so customers get instant answers and agents have more time to respond to tickets that actually need a human touch.
Look through your reporting dashboards to see the tickets that are taking up the most time on your support team, and prioritize those requests for automation with Rules, where appropriate.
7) Go beyond text-only interactions with multimedia messaging
WhatsApp Business, Facebook Messenger, and SMS support images, and luckily so does Gorgias. This is a more engaging way to interact with customers, and it also allows you to exchange relevant images like broken parts, malfunctioning equipment, and screenshots for more helpful instructions.
If you want to go this route, maintain a catalog of fun, topical images that your support team can use in their customer conversations, and give them the freedom to collect their own images to insert. It’s a great way to make your support feel more personal and human, but use common sense: Frustrated customers don’t want to receive a picture or meme, they want their problem solved as quickly as possible.
8) Provide proactive support at scale on platforms that allow it
SMS and other personalized one-to-one support channels can get a little complicated because not everyone wants to interact on the same messaging application. True SMS support goes out over cellular networks and lands in users’ actual text messages, the same way messages from their friends and family do.
But you may need to be ready to handle other support channels that use similar short, text-based communication. These include Facebook Messenger, WhatsApp, and your website’s web chat. Certain channels may be a better fit for your unique customer base — for example, Instagram attracts a younger audience than Facebook Messenger, and WhatsApp is more common outside the US. Likewise, you may have other specialized messaging channels or messaging platforms that you need to support.
As a rule of thumb, you need to be where most of your customers are, which varies across businesses and industries. But to reach the desired level of customer engagement, most businesses need to be reachable via most, if not all, the major applications and support channels.
That’s where a unified customer service platform can be really useful. By keeping all of your customer conversations in one feed, you can handle more channels more strategically, through triage and routing to dedicated agents for specific tasks. For example, you could have one agent who just handles messaging and route all messages to that person for a quicker response.
On platforms like WhatsApp Business, you don’t have to wait around to hear from customers. This allows for a wide range of strategic and proactive support interactions.
For example, you can send out text blasts:
- When you have an issue affecting all customers (i.e. website downtime) to let them know what’s going on (and avoid getting excessive tickets about the issue)
- When you have new product launches or add-ons, driving revenue and customer education
- When you have relevant announcements for customers: limit these to news that actually affects customers (i.e. shutting down your community or a time-sensitive sale), not company news (i.e. your latest fundraising)
A proactive approach builds trust with your audience — they will see you going above and beyond with these efforts, and know that you’ll be upfront with potential issues.
9) Integrate your SMS support with your marketing efforts
SMS marketing is a useful tool for your ecommerce store, but it becomes even more powerful when you integrate your SMS marketing tool into Gorgias. Send out SMS blasts and have support agents on hand to handle any questions you get in response, to help nudge those customers closer to a sale.
With certain integrations — Klaviyo, for example — you can even use Gorgias attributes to segment and build campaigns. Use this function for win-back campaigns, or to send a special offer to customers who posted low CSAT scores.
10) Conduct surveys using text messages to collect feedback from customers
Text messages are an effective method for collecting feedback from existing customers, too. Once customers opt in to SMS communication, you can use this point of contact to launch quick surveys that provide valuable feedback.
Response rate is always an issue with email surveys, and other channels see higher response rates. Using a multichannel approach will supply you with more responses and help you make more data-driven decisions with the results.
Note: In a customer service tool like Gorgias, you would use one of our integrations with Klaviyo or Attentive to send the survey to entire segmented lists of customers or prospects, all at once.
SMS customer service templates for common response types
Ready to start implementing an SMS customer service strategy but not sure what to say? We get it: Staying concise yet friendly is tough, and so is conveying all the needed information in such a short space.
We’ve put together a collection of proven templates you can start using today. Adapt as many of these as you need to fit the contours of your business, and bring them into your customer service platform of choice. In Gorgias, you could auto-populate these responses through our Macros.
Note: We’re sharing these templates as text messages, but they can easily be adapted to other conversational channels like social media DMs and live chat.
Ticket received template
As we mentioned earlier, it’s a good idea to set up an autoresponder. This tactic can buy your team time to finish up a previous interaction or send an email, yet it shows you’re on top of the interaction and will be back soon.
Here’s our template for a ticket received autoresponder:
Thanks for texting {Brand Name}. An agent is reviewing your question now. We’ll get back to you shortly :)
Introduction message template
The introduction message is the point where your autoresponder or chatbot passes off the reins to a human agent. It’s the first point of personalization, and you want to make a solid impression. Still, your agents don’t need to be typing these out every single time. Use a template like this one to break the ice (just with a little less repetitive stress injury):
Hello, {Customer First Name} {Customer Last Name}! I’m {Your Name} from {Brand Name}. Thanks for messaging us. What can I help you with today?
Hours of operation template
There are two frequent scenarios where an hours-of-operations text makes sense. One is as an answer for when customers message you on social media or elsewhere just to ask when you’re open. In those cases, use this template:
Hello, {Customer First Name}! I’m {Your Name} from {Brand Name}. Our hours of operation are Monday through Friday, 9 a.m. to 8 p.m. Best, {Your Name}
The other scenario is when a customer reaches out via a messaging channel and there’s no one on the other end. If your helpdesk isn’t open 24 hours a day, use a template like this when the team isn’t live:
Hello, {Customer First Name}! Our live chat helpdesk is open {list hours}. You’ve reached us outside those hours. Leave a short message here and we’ll get back to you tomorrow.
By the way, if around-the-clock coverage is a goal of yours, you might be interested in introducing contact forms into your live chat widget. These forms let you keep your live chat on 24/7 and, when nobody’s available to answer, they ask customers for contact information so you can be sure to follow up. Learn more about Gorgias’ automation add-on and contact forms.
Order status template
This one’s pretty obvious: You want to let the customer know the status of an order, and there’s no reason to manually type a whole message to do it.
Use this template when a customer asks for their order status. You can create variations of this one for delays or other order status updates, and even customize it further to include tracking information.
Hey {Customer First Name}, great news: Your order has shipped! It will arrive on {delivery date}. Let me know if I can help you with anything else!
Payment reminder template
Customers with recurring subscriptions sometimes forget the frequency they sign up for or when their next payment will be. Use this template if customers frequently ask your brand when their next payment is:
Hello, {Customer First Name} {Customer Last Name}! I’m {Your Name} from {Brand Name}. Your next payment of {amount} is coming up. Your card on file will be charged {due date}. Questions? Reply here or call {phone number}.
Pro tip: While there’s nothing inherently wrong with soliciting payment via SMS, many consumers will view this with suspicion. Text channels may not be the best avenue for inviting bill payments or collecting credit card information. It could also lead to more cancellations, which makes it a balancing act, though customer clarity is important to have. Always track the impact of changes to your process and be mindful of how new touchpoints could affect it.
Deals or rewards template
If you’re trying to build brand loyalty or win back an upset customer, sometimes a simple discount code can go a long way. At the end of an SMS conversation, there may be times when you can surprise and delight customers by sending over an exclusive deal. Here’s a template (though you’ll certainly need to customize this one further to fit the details of your offer):
{Customer First Name}, thanks for being such a loyal customer. We’d like to give you {details of the offer}! Click to redeem: {short URL}
Refund issued template
Refunds happen, and they don’t always require a massively complicated interaction with your contact center. If you’re able to resolve a ticket and issue a refund with a simpler interaction, this template can finish the one-to-one portion of the encounter.
Notice the template specifies that the interaction will finish up asynchronously (via email). It’s a great way to tie off the synchronous, real-time interaction and lead the customer right to the next step (check your email.)
Here’s the template:
Hey {Customer First Name}! We’ve issued a refund for your last order. We’ll send all the details to your email, but feel free to let me know here if you need anything else.
Pro tip: You can tie discounts and future order credits into this template, but make sure your entire team is aligned on your official policy as you update the Macros to match it. You may also want to have different tiers of intervention (and offerings) depending on the severity of the issue.
Customer check-in template
The customer check-in is another asynchronous message that occurs outside of an active conversation. Perhaps the customer walked away from a previous encounter or seems to be stuck on the customer journey based on other CRM data.
Whatever the reason, a gentle, well-timed message can sometimes get the customer back on track.
Here’s a model:
Hello, {Customer First Name} {Customer Last Name}! I’m {Your Name} from {Brand Name}. Just checking in to make sure everything is working well for you. If you have any issues with our {products/service} or need anything else, let me know!
Templates for SMS marketing and relevant integrations
Though a customer service platform can handle the above templates, you’ll likely want to expand even further through additional integrations with the platform. If you take that approach, here are some opportunities that open up:
Discount template
If you’re running a sale or trying to drive traffic to your site, a great way to do so is by texting a discount code to customers on your SMS list. Because their phone is probably close by, it’s great way to promote your sale and make sure it gets noticed. Here’s a template you can use (but remember to update with your own promotion!):
Flash sale, this weekend only! Up to 40% off, including our latest collection. Shop now: {insert URL}
Appointment reminder template
Medical offices and other organizations that schedule appointments or meetings can bolster attendance and reduce no-shows by providing yet another reminder — one that reaches patients and customers directly via phone.
If your SMS system supports it, you can invite an auto-reply to confirm or cancel an appointment, too. Use this template:
Hello, {Customer First Name} {Customer Last Name}! I’m {Your Name} from {Brand Name}. Your appointment is scheduled for tomorrow at {appointment time}. See you then! Reply Y to confirm, N to cancel.
Order confirmation template
Order confirmation messages simply confirm that your business has received and is processing a customer order. These don’t typically take place during an active one-to-one customer service interaction. Instead, they’re sent automatically and asynchronously, whenever the order confirms.
Still, you can set them up as personalized messages and enable replying so that, if something happens to be wrong, the customer knows how to reach out.
Hello, {Customer First Name} {Customer Last Name}! I’m {Your Name} from {Brand Name}. Your order #{order number} has been received, and we’re working on it now! We’ll message you again when it ships. Questions? Reply here.
Pickup notification template
If you’re in an industry that offers pickup services (whether curbside pickup, custom goods like eyeglasses, or anything else), a text message is a great way to let someone know their order is ready for pickup. SMS reaches customers when they’re on the go in a way that email frequently doesn’t.
Here’s an example:
Hello, {Customer First Name} {Customer Last Name}! I’m {Your Name} from {Brand Name}. Your recent order #{order number} is now available for pickup at {location}. Stop by to grab it anytime today before {closing time}!
Survey or poll template
This message asks your customers to respond to a survey or poll. It’s a data-gathering tool that can pull in responses from people who ignore your emails or the messages at the bottom of store receipts. Try a script like this:
Hello, {Customer First Name} {Customer Last Name}! I’m {Your Name} from {Brand Name}. We value your opinion as a customer and we’d love specific feedback on {topic}. Here’s a 5-minute survey: {short URL}
Membership renewals template
Membership renewals, like payments, ought to be set up as automatic occurrences. Still, it’s helpful to remind a customer that a charge will hit their bank account soon — you don’t want to track down non-payments, and you don’t want angry customers who weren’t prepared for a bill.
Here’s an example:
Hi, {Customer First Name} {Customer Last Name}! I’m {Your Name} from {Brand Name}. Your annual membership renewal is coming up on {date}. Your card on file will be charged on that day.
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Is conversational and SMS customer service right for your business?
At Gorgias, we believe any industry can find value in conversational support, though some industries and brands will get more bang for their buck with these channels.
For ecommerce brands that deliver physical products, conversational support is a no-brainer. Imagine your customers get shipping updates via SMS and can just respond to the message if the package isn’t delivered correctly to get immediate help. No need to open up a laptop and log into a support portal or compose an email.
If you’re on the fence about offering conversational customer support, consider whether any of these points are relevant for your business:
First, consider your primary audience. If you sell to millennials and Gen Z, conversational customer service deserves serious consideration. These groups value speed and convenience more than anything: Millennials prefer live chat over every other channel, and 71% of people between 16 and 24 agree that faster customer service would drastically improve the shopping experience.
These two generations grew up texting. It’s a very natural communication style for them, so they’ll feel right at home texting and DMing your brand. They’re also absolutely massive groups — combined, they make up a staggering 42.3% of the U.S. population.
If you’re targeting an older generation, texting may not feel as natural. They have a higher tendency to prefer email or phone, although that’s changing by the day.
Is your marketing team already sending SMS campaigns?
One of the biggest hurdles to implementing conversational support is getting the systems, hardware, and staff in place to respond to SMS texts and messaging app requests at scale. If you’re already sending SMS marketing campaigns, then you already have some of that infrastructure in place.
So, if you’ve already made the investment in SMS for marketing purposes, then integrating messaging with your customer service platform and team requires minimal additional investment.
Fortunately, your helpdesk and SMS marketing software may integrate to give you a centralized way to spark conversations if customers reach out via text or respond to SMS campaigns. With Gorgias and Klaviyo, for example, customer responses to SMS marketing campaigns get assigned directly to an agent for fast response times.
Are customers abandoning conversations on other channels?
One of the benefits of messaging is that customers don’t have to stay on the phone or by their computer — they can easily continue talking even if they have to take the dog out, go to work, or even fall asleep and respond in the morning. Plus, while email conversations often span multiple days which is frustrating for customers with simple requests, requests on messaging channels usually get resolved before customers lose interest or patience.
If you notice that your brand currently sees lots of unresolved email threads or phone calls, you might need to offer customers a more convenient and flexible channel to talk to your team. This is a perfect use case for SMS and other messaging channels.
Are you already active on related channels?
It’s important to show up where your customers are. That’s why most brands post and engage with customers on social media pages. But if you’re posting on social media and not providing support to customers who reach out via DM, you’re missing a big opportunity.
By adding conversational support via Facebook Messenger and Instagram and Twitter DMs, you can maximize your presence on those platforms and provide an omnichannel customer experience for both existing and prospective customers.
Are you struggling to gather customer feedback?
We often discuss the importance of customer feedback to monitor brand perception and constantly improve the product and customer experience. But as most brands know, getting feedback via email can be a challenge because of low survey open rates and lack of follow-up from customers.
Business texting lets you ask your customer base for feedback on a channel they are less likely to ignore. Text messages have a whopping 98% open rate. Consider sending CSAT, NPS surveys, and other requests for customer feedback on this channel to raise your response rate for more accurate customer support metrics. Of course, with great power comes great responsibility: Spamming customers will quickly damage customer relationships, so don’t send too many messages to their personal devices.
What to look for in text messaging tools
SMS customer service is an avenue that customers are growing to expect. But managing yet another communication channel — much less one that demands real-time responses — takes careful planning.
Implementing a messaging strategy requires using tools built for that purpose. Some customer service messaging platforms offer SMS support natively, while others integrate a third-party SMS integration tool to add this functionality.
As you consider the available options, make sure the one you choose offers the features you need. Some tools are full-fledged SMS marketing solutions. Others focus specifically on SMS as a support channel.
It’s easier for most businesses to use an all-in-one customer service platform like Gorgias to support an omnichannel approach. With this kind of helpdesk platform, SMS tickets can be handled in the same feed as your other tickets and benefit from the same workflows and automation.
Here are some other features your customer service tool needs to have to handle SMS ticket effectively:
- Conversation history (for SMS and other text-based channels like Facebook Messenger or webchat) so your agents know what this client has asked about or needed support for in the past
- Ability to create and customize macros as replies to SMS questions
- Ability to send and receive images or videos (this is great if your support teams need to see the damaged item to issue a refund, for example)
- Routing or triaging capabilities to make sure SMS conversations don’t get lost in a queue of tickets
- Integration with other ecommerce tools so your agents have all the context they need to reply in a single space (e.g., surfacing Shopify customer data or CRM data during a support interaction)
Ecommerce SMS marketing tools to complement your customer experience
As we mentioned earlier, SMS marketing lets brands connect with consumers in a personalized and measurable way, just like with customer service. According to Attentive, average read rates of 97% within 15 minutes make SMS a prime channel for connecting with prospects and customers.
If you’re looking for the right SMS marketing tool to work in tandem with your new SMS customer service channel, consider these four leading tools. Each one integrates with Gorgias, along with most of the rest of your tech stack.
Each tool offers a slightly different feature set. Revisit the list of features we compiled earlier in this article to help determine which are the most important to you, then vet these four tools against your customized list.
- Klaviyo, a Gorgias preferred partner, is a leading customer data and marketing automation platform that leans heavily on SMS communications. Automatically create tickets in Gorgias if customers reply to Klaviyo SMS messages, and send Gorgias events into Klaviyo to create targeted audience lists based on support experiences.
- Attentive, also a Gorgias preferred partner, sends automatic text messages to your subscribers at each step of the customer lifecycle. It collects real-time behavioral data on customers as well, and the Gorgias integration allows you to see that customer data within the Gorgias sidebar. If a customer replies to an Attentive SMS, it’ll automatically create a ticket in Gorgias for agents to reply to.
- Postscript is an SMS messaging tool that drives revenue growth and improves the customer experience over SMS. If a customer replies to a Postscript SMS, it’ll automatically create a ticket in Gorgias for agents to reply to.
- SMSBump is a D2C focused SMS customer journey automation tool by Yotpo that boasts powerful results: 45% conversion rate and 25x ROI for D2C brands. By connecting SMSBump with Gorgias, tickets will automatically be created if customers reply to SMSBump campaigns.
Integrate your SMS tool with your helpdesk for a seamless customer experience
Integrating any of these SMS marketing tools with Gorgias is a great way to unify your marketing and support efforts to improve the overall customer experience.
For example, if customers respond to an SMS marketing blast from a tool integrated with Gorgias, the response gets brought into the helpdesk. The agent can see the initial marketing message and the customers response, so they can answer any follow-up questions. It's like an alley-oop from your marketing to your support team.
Also, these integrations help your marketing team be more aware of active support conversations to avoid tone deaf marketing. For example, by integrating Gorgias and your SMS marketing tool, you can pause marketing campaigns on customers awaiting a response from support. (Nobody wants to get marketing messages if they're waiting on a delayed order, or troubleshooting their last purchase).
Message your customers in real time with Gorgias
Customer service messaging across a wide range of message-based platforms can be a powerful addition to your customer service channels. Of these, the SMS channel is one of the most powerful options for businesses that want to reach customers directly where they are.
The scripts and tools provided in this guide should put you well on your way toward a successful SMS support rollout. But make sure that at the core of your customer service operation, you have a platform robust enough to handle everything you need to do — and whatever functionality you might add in the future. For more examples and tactics to launch a successful rollout of SMS support, check out our playbook of Berkey Filters, an online store that released SMS support to great adoption.
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Gorgias is the customer support and helpdesk platform built for ecommerce businesses like yours. Our live chat tools and 150+ integrations equip you to reach your customers — whenever and however you choose.
See how Gorgias supercharges customer support and helpdesk via SMS. Alternatively, check out more information about our integrations with:
How To Provide Order Tracking for Your Ecommerce Customers
The competition to provide customer satisfaction in ecommerce today is fierce. Now, shoppers demand free shipping on every order and expect lightning-fast order processing and fulfillment. What once were “nice to have” differentiators for small businesses have become necessary for growth and success.
Similar to getting orders quickly and with no shipping fees, customers expect a tracking number to see an order’s status and its location at any given time. Even better are real-time alerts and SMS or email notifications at each point in an order’s journey from purchase to doorstep.
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Below, explore the benefits of tracking customer orders and why you should consider implementing an order tracking tool for your business.
Why your online store should track customer order status
Customers have been trained by huge ecommerce vendors like Amazon and tracking to track their online orders from the order processing stage to the moment a delivery person from FedEx, UPS, or USPS drops it at their doorstep — with photo evidence. This has set high expectations.
Offering real-time tracking data for purchases benefits both your customer and your business in four distinct ways.
Gives shoppers and business owners a sense of security
Once customers place an online order, waiting for it to arrive can be both exciting and stressful. Questions like, “Will it get here on time?” or “Is it ever coming?” are heightened if customers can’t check the delivery status in real time themselves. Plus, as a business, you can follow along to ensure that orders are getting where they need to go.
A 2021 survey by OptimoRoute found that 24.6% of online shoppers said they were extremely likely to return for additional shopping if a brand provides real-time order tracking.
Allows customers to plan ahead
There are reasons beyond “I'm just curious” that consumers need to know an order is on its way and when it will arrive. For example, if a product is expensive, customers won’t want it to sit on their front porch all day. If a signature is required, they might have to work from home to accept the package. In these instances, status updates are crucial.
According to ProShip, "80% of customers want to track their order status not only online, but also on their mobile devices. And of that 80%, 76% of them want SMS communication throughout the entire shipping process."
Keeping in constant contact with their order at home and on the go via a mobile device gives customers the transparency they need to plan ahead for a fun unboxing or essential item they can’t live without.
Builds customer loyalty
The customer experience you provide on your ecommerce platform is essential to business growth. Providing shoppers with tracking information, email notifications, and delivery dates can create a positive association with your brand, build a better customer experience, and drive loyalty and retention.
The Effortless Experience found that 96% of customers who have high-effort experiences feel disloyal to those companies afterward. And forcing customers to dig or compose an email just to know the status of their order is a high-effort experience.
New customers appreciate seamless experiences and are more likely to make repeat purchases from businesses that offer them. Creating a cycle of repeat business will help your business grow, so encouraging loyalty through an easy-to-use order tracking tool is a big advantage.
📚Recommended reading: Our guide to offering free shipping and boosting customer loyalty at an affordable price.
Frees up your customer service team (by deflecting WISMO tickets with automation)
Many ecommerce companies are looking for ways to alleviate customer service workloads and reduce time spent handling simple requests. Providing real-time order tracking is one of those ways since customers no longer need to ask, “Where is my order (WISMO)?”
Instead of calling and emailing to check their order status — one of the most common questions customers ask any ecommerce business — tracking systems proactively send email notifications or provide access to a portal where customers can take a look at progress in real-time. This solution streamlines the process and cuts down on call volumes. This increases productivity for you or your customer service team because they’ll be freed up to address more complex issues.
Typically, you can automate customer order tracking notifications via SMS, app notifications, or email — we’ll cover this in more detail below. Or, create a self-service portal where customers can use their purchase order number to access order status — we’ll cover this more in a later section.
📚Recommended reading: Our guide to customer service automation for faster, friendlier service.
Lowers the number of returns you can expect
People often return items because they arrive late and the customer no longer wants or needs them. With detailed and up-to-date order tracking (as well as a clear returns policy), customers can better anticipate the arrival date of the product, making it less likely they’ll just ship the package back to you when it finally arrives. And, as you might expect, reducing returns has a great positive impact on your business’s revenue.
📚Recommended reading: Our list of best practices for reducing returns in ecommerce and our list of the best returns management software.
Why ecommerce businesses should think twice before building a custom order tracking system
There are numerous advantages to using a customer order tracking system. We recommend using a pre-built solution — and put our recommendations below — because maintaining a manual tracking system is time-consuming.
A custom-built tracking page may require more data entry than necessary with other solutions. Not only do manual processes open your system up to human error, but they also eat up productivity.
Manual systems require extensive set-up
If you try to provide order tracking yourself, you’ll save in the short term but end up spending plenty of time building and maintaining a system to send tracking information.
For example, once you sync your tracking components up successfully, you'll need to create different templates that collect or communicate information to your customers. For example, you might build an order form that collects order information like a customer’s name, address, phone number, and credit card information. Or, write a pre-written email that you can use to send out shipment notifications for each step of the order process.
You might also create templated responses that answer common questions like, “Where is my order?” or that provide tracking information or shipment and delivery updates.
You need seamless integrations to avoid tab-shuffling
For an order tracking system to work properly, your manufacturers, website, helpdesk, social media commerce, SMS, inventory management software, and shipping carriers’ information must all "talk to" each other. If they don't, information gets bottlenecked or not communicated at all. The result is that your customer isn't able to access their order status, which causes frustration and has them calling your customer support team.
How to set up order tracking: Let customers see the status of shipments in real time
If you’re manually recording and sending out order tracking information in an excel document, you’re likely feeling very frustrated right now.
One of the most common incoming questions teams get is Where is my order? (WISMO). And the best way to mitigate those messages is to implement an order tracking system that allows for self-service order tracking and automates shipping tracking notifications. Here's how to do it:
- Decide on an order tracking tool
- Integrate your order tracking tool with your ecommerce platform
- Configure your tracking app’s settings
- Let automation do its thing
- Integrate your order tracking software with your helpdesk
This creates an overall better customer experience by providing transparency and reducing stress or frustration — customers see exactly where their orders are at any point in time. You’ll also be available for customers when they’re most engaged.
Here’s how to implement one.
Decide on an order tracking tool
First, you’ll choose an order tracking tool like ShipBob, ShipStation, or AfterShip — we discuss each in more detail below. These tools take order information like tracking numbers and shipment status and automate their delivery to a customer. Many order tracking apps integrate with different ecommerce systems like Shopify, BigCommerce, Magento, 3DCart, or WooCommerce. So, you’ll need to make sure that the tool you choose integrates well with the ecommerce system you use.
As an example, we’ll walk through setting up order tracking with AfterShip on a Shopify store.
Integrate your order tracking tool with your ecommerce platform
This is usually quick and easy, depending on the tool. You can add AfterShip from your Shopify store by visiting the Shopify App store from the apps section on the sidebar of your store’s dashboard. Then, click “Customize your store” and search for the AfterShip app.
Or, you can sign up for an AfterShip account, visit the apps section, search for Shopify, and add it that way. Either way, visit the integrated app section on your Shopify/AfterShip account to make sure that the installation succeeded.
Configure your tracking app’s settings
Now, you’ll want to make sure your courier mapping, import settings, and tracking page settings are good to go. You can access these from your AfterShip account’s app page — here’s AfterShip’s help doc on to assist with setup.
- Courier mapping: Add all of the shipping couriers you use so that AfterShip’s automation can pick them up.
- Import settings: Choose your order fulfillment timeframe and select the timeframe you’d like AfterShip to pull orders from.
- Tracking page settings: Choose the tracking page you’d like to use (in the case you had created multiple in AfterShip).
Let automation do its thing
Now that you have AfterShip set up, it will sync every three hours and pull shipping information from any new orders via a shopping cart, CSV file, or marketplace. You can also opt for AfterShip to send out automatic notifications via email or SMS at each milestone in the shipping process.
Integrate your order tracking software with your helpdesk
Create a seamless experience for your customers and support team by integrating your order tracking tool with your helpdesk. By linking all shipping data and tracking information, you can get resolutions to customers faster and access all necessary information in one place.
Why is this helpful? Well, in case customers end up bypassing your self-service order tracking information and ask your support team about the status of their order. Without the integration, you’ll have to switch tabs and copy/paste order information like tracking number, shipping address, and estimated delivery date.
With an integration set up, that information automatically populates. Take a look at the image below. On the left is a Macro (or template) sent by a customer service agent, which contains variables that auomtatically pull tracking information from the integration. On the right is the personalized message the shopper receives.
Set up is as simple as creating a connection between the two platforms so that they can talk to each other. To get an idea of what this looks like, take a look at the step-by-step installation guide to setting up the integration between AfterShip and Gorgias.
Save time, provide order transparency, and create better customer experiences by linking Gorgias and AfterShip
“With all the Gorgias integrations, my team doesn't need to jump between tools. This has helped us dramatically improve customer satisfaction.”
— Amanda, Director of Operations at Darn Good Yarn
Make tracking information easily accessible
Once you have your automated order tracking system set up, you’re not quite off the hook yet. While many customers will opt in for email and SMS notifications, some may ignore those notifications, lose the tracking link, and still come to your website (or support inbox) looking for the status of their order.
That’s why we recommend putting an order tracking portal in (at least) the following three places:
Order confirmation emails
Whenever a customer places an order, they should get an order confirmation that includes a receipt and any additional information they could need between that moment and the arrival of their new item. This includes a prominent tracking number, and a link to the order tracking portal, whether that’s with a service like AfterShip or directly on your carrier’s website.
If your fulfillment process doesn’t let you send this information right away, consider adding an additional shipping confirmation email to your post-purchase experience flow.
If you don’t currently send order (or shipping) confirmation emails, take a look at this guide (for Shopify users) on setting one up.
Embedded in the chat widget
While the primary function of the chat widget is to connect with customer support agents in a conversational way, some live chat apps like Gorgias allow you to embed buttons shoppers can click to track their order. In Gorgias, this is called a self-service order management flow.
Self-service order tracking in chat is possible natively in Gorgias, no integration required.
Here’s how the flow works for customers:
Self-service order management is convenient for customers, and it also serves as a last layer of protection for your customer support inbox. Right when a customer opens the chat widget to send a question, they get the opportunity to see the status of their order, much faster than an agent could tell them.
Embedded in your knowledge base (or FAQ)
If you have an FAQ page or a larger knowledge base (which we call a Help Center), you can also embed order tracking here for customer accessibility.
Standalone self-service order tracking in the Help Center is possible natively in Gorgias, no integration required.
Much like order tracking built into the chat widget, this feature lets customers track their order with just a few clicks, right where they’d find other help content:
To direct customers here, you can include a link to your Help Center at the bottom of all your customer support and automated emails, in an email signature, for easy clicking.
The best customer order tracking app options for ecommerce stores
There are several great choices on the market for customer order tracking systems that are both scalable and flexible depending on your needs and the ecommerce platform that you use.
Start with customer support software that acts as your central hub
A powerful customer service team is the building block of a successful order management system. Helpdesks like Gorgias help centralize the communication of tracking requests via apps into one place. From there, customer service teams can respond/automate responses related to tracking and order statuses. These tools optimize the response time and increase the instances of a positive customer experience.
Gorgias integrates with a ton of popular ecommerce tools, making it a great single-view hub. A few of the most popular integrations are NetSuite, Reveal, Tolstoy, Magento, ChannelReply, and Shopify.
Apps that help automate customer order tracking for Shopify and BigCommerce
Choosing the best tools to automate your customer order tracking can be overwhelming. The good thing about having so many options is that you’ll end up with an order tracking system that works exactly the way you need it to. Here are some of the best order tracking providers that you can use to create a successful project management pipeline when it comes to tracking customer purchases.
ShipBob
ShipBob is a global logistics platform that provides online companies best-in-class order fulfillment, so customers receive fast and affordable shipping. With reliable fulfillment services and connected technology that powers their fulfillment network, they help improve transit times, shipping costs, and the delivery experience for your customers.
Check out this app in the Shopify App Store or the BigCommerce App Store. And if you use Gorgias, check out our integration with ShipBob.
AfterShip
With its seven notification triggers, easy-to-use email editor, and filter tracking tools, AfterShip helps your online business provide transparent communication to your customers. It also helps you keep an eye on delivery issues, so you can address them before they become problems that could end up damaging your customer experience.
Check out this app in the Shopify App Store and the BigCommerce App Store. And if you use Gorgias, check out our integration with AfterShip.
ShipStation
ShipStation helps you save time, money, and sell more. You can compare rates and delivery times for all your carriers in one place to get the fastest, most cost-effective shipping for your customers. The app automates almost every facet of your shipping process, and offers intuitive dashboards and seamless interfaces for an optimal workflow.
Review this app's full offerings in the Shopify App Store and the BigCommerce App Store.
Extensions that help automate customer order tracking info for Magento 2
Below, take a look at three recommended order tracking extensions that integrate with Magento 2.
ShipStation
ShipStation is highly scalable and provides everything you need for order management in one location. It integrates with Magento 2, as well as Shopify and BigCommerce.
See if ShipStation is right for your ecommerce business in the Magento Marketplace.
Easyship
Whether you're shipping 50 or 50,000 orders a month, Easyship can help you lower shipping costs and increase conversion rates. Use this extension to manage your post-purchase process the way it makes the most sense for your business.
Read more about Easyship in the Magento Marketplace.
📚 Recommended reading: Our list of best practices for ecommerce shipping and our list of the best shipping software for ecommerce.
Mageworx
The Mageworx Order Editor extension lets you edit errors customers have made with their street number, phone number, name, and other shipping and billing details that they accidentally get wrong during checkout. You can also add or remove products, change pricing, and add coupons after an order has been placed. This saves your customer support team from having to cancel the order and start it again from the beginning.
Learn more about Mageworx in the Magento Marketplace.
Centralize your order status tracking and customer support management with Gorgias
Employing automation to facilitate easy order tracking, status updates, and real-time delivery information for your customers is a smart move for your online business. By committing to an end-to-end order tracking system, you make it possible for your company to cut costs, increase productivity, and encourage customer retention.
Gorgias is a powerful and comprehensive ecommerce help desk solution that can help you deflect repetitive tickets so your team can spend more time on higher-value conversations.
Reach out today to learn how we integrate with your order status tracking system.
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