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How To Setup WhatsApp Ticketing System?

How To Setup WhatsApp Ticketing System?

Published on : July 6, 2023 | BY Shalini Mishra
4 minutes read

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To set up a WhatsApp ticketing system, WhatsApp business offers a platform for small teams and an API for large groups. But if you are interested in bringing your WhatsApp customer service to the next level including the WhatsApp ticketing system, only the WhatsApp API can get you the benefits of the ticketing system. 

Connecting with customers from answering an extensive range of questions to problem-solving queries is not an easy task when it comes to facing any difficulty related to service. However, without offering a solution to resolve the queries on WhatsApp, many things could be difficult to manage.

How To Setup WhatsApp Ticketing System

Your customer support team's to-do list is transformed by a WhatsApp ticketing system, enabling you to deliver the superior service your clients have come to expect from you.

With 44.9 million monthly downloads, WhatsApp is the most popular messaging program worldwide (Snapchat comes in second with 35 million downloads, and Telegram comes in third with 32 million), and we're excited to announce that GetItSMS is now officially adopting the WhatsApp ticketing system.

For a connected number, the system will import new WhatsApp communications as tickets. And then WhatsApp should receive the responses. It appears to help desk representatives to be working with a typical ticket.

What you need to know about WhatsApp ticketing systems, the advantages of utilizing one, and how to get started in a matter of minutes will all be covered in this post.

What Is WhatsApp Ticketing System

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The whatsApp ticketing system is a kind of tool that works on WhatsApp to allow customer service and their incoming queries, messages, and problems to be managed by the sales team. Through the WhatsApp ticketing system, the sales team can manage, process, and catalog customer queries via WhatsApp.

How To Setup WhatsApp Ticketing System

Customers need your assistance, whether they are simply browsing and want to learn more about your products or have inquiries regarding their orders. They also anticipate getting useful responses promptly. 

Your team needs a centralized location to keep track of the dialogues and guarantee that everyone receives a response as their requests mount; this is where a ticketing system comes in. 

Given WhatsApp's position as the most widely used messaging platform worldwide, it's a route that your clients will probably want to utilize to get in touch with you. Your team can accept and handle customer support requests through WhatsApp with the help of a WhatsApp ticketing system. 

From there, you can manage interactions with your team, examine customer history, and keep track of new messages.

How To Set Up WhatsApp Ticketing System

The setup of the WhatsApp ticketing system can be done with WhatsApp business API. 

Are you prepared to begin using a ticketing system for WhatsApp Business? What you need to understand about it.

How To Setup WhatsApp Ticketing System

For smaller teams, WhatsApp Business provides an app, whereas, for bigger companies, it provides an API. The API is the only way to access all of the advantages we've discussed here if you want to use a ticketing system to advance WhatsApp customer care. 

It's simple to start using WhatsApp ticketing once you've set up the API. You can use a WhatsApp ticketing system in ten minutes after completing these steps to get started with the WhatsApp Business API. 

  • GetItSMS offers a one-day free trial. Begin it now.
  • Navigate to WhatsApp Business settings.
  • Simply click "Connect your number." Review the data that appears in detail. 
  • To begin, click "Get started."
  • If you don't have a Facebook Business account, create one now. (If you do, proceed to the following step.)
  • Verify that your WhatsApp Business API phone number complies with the requirements by reviewing the list. Verify it by checking the box. (If your number doesn't fit the criteria, contact GetITSMS customer service by sending an email.)

  • You next need to create a WhatsApp Business account and connect to your Facebook account. You'll need to know your company's name and address to finish this step.
  • Simply select "Continue with Facebook."
  • The account name and your number ought to have been filled in by this point. Before continuing, double-check that this information is listed accurately; if it is, click "Next." 
  • Log in using your Facebook account. 
  • Choose "Security Centre" and then "Start verification." (Is this option not present? You may already have had your account validated.)

You are now ready to go. You can utilize the WhatsApp Business API and enjoy all the advantages of a ticketing system after the verification procedure is over.

WhatsApp Ticketing End User Experience On Mobile Device

In WhatsApp, a message is a response, while a chat is a string of messages sent to one person or group of people.

It's crucial to understand that only that particular message will be transferred to your Support account if a user forwards a single letter from a chat to your WhatsApp phone number. Your end user might mistakenly believe that you receive all of the earlier messages and attachments in the conversation when in fact you do not.

Here is one instance. When a user of an iPhone forwards a message, the following occurs:

  1. The user taps on a single chat message and selects Forward.
  2. The user is asked to select a contact.
  3. This could be a one-on-one or ongoing talk with a person or group.
  4. The user decides which WhatsApp phone number to use.
  5. A fresh chat is started right away if the end-user has never interacted with you before. The top of the page displays the forwarded message.
  6. Your prior chat with the individual opens if you've spoken to them before. All of the messages the user has sent to your WhatsApp phone number are included in this chat. The message that was forwarded appears in the chat.

Advantages Of WhatsApp Ticketing System

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WhatsApp ticketing system offers the brands to place the best foot forward in every conversation with customers. However, we have mentioned the benefits of the WhatsApp ticketing system using customer engagement platforms like GetITSMS to maintain conversations with customers on WhatsApp and other channels.

How To Setup WhatsApp Ticketing System

Add WhatsApp chatbots to answer FAQs

A WhatsApp-based ticketing system allows you to hire chatbots to work as an extension of your staff in addition to automating duties. Customers can get answers to their questions more quickly, and chatbots can help free up your customer care team from easy inquiries and chores. 

Automate the chatbot's responses when users use phrases that suggest they are asking frequently asked queries about things like shipping charges or store hours. Include a variety of training scenarios to give the chatbot the best chance of learning how to respond to clients. 

Use flow bots to lead customers in the right direction. Create multiple-choice alternatives that aid in limiting the search, then direct users to the one that best suits their needs. Chatbots facilitate the WhatsApp ticketing process for your clients and for you and your team.

Maintain WhatsApp tickets for multiple users

Collaboration is essential for teams working in customer service and sales to accomplish their goals. Everyone may collaborate to address client requests via a shared system, ensuring that nothing is overlooked. The ideal solution boosts productivity and teamwork, benefiting both you and your clients.

Multiple users can control all WhatsApp Business tickets using their own devices when you use a ticketing system for WhatsApp. To manage their workload, they can also see which chats are assigned to them.

You have access to even more options that will improve the efficiency of your teamwork when you use GetItSMS for WhatsApp ticketing. Whether discussions are manually assigned or automatically assigned using round-robin logic, make sure that every customer concern is addressed. 

Additionally, use tagging tools to collaborate more efficiently. For better, more effective communication, you can message team members through GetItSMS if you have a query about a customer's order history.

Manage repetitive tasks

Every task is manual without a WhatsApp ticketing system to assist you in responding to consumer messages. When business is quiet, you might be able to keep up, but when it picks up and your inbox fills up, you won't be able to keep up with every communication.

The advantage of using a technology like GetItSMS with WhatsApp ticketing is that you can fully automate the monotonous duties that may often become onerous. By speeding up team productivity and lowering response times for clients, task automation improves the customer experience. 

Even self-service options can be provided so that clients don't have to wait for your staff to respond to simple queries. Create automated greetings to respond to consumers' communications and inform them of the expected time of arrival.

Set up automated greetings to respond to clients' messages and inform them of the turnaround time for team responses. Then, forward the discussion by establishing rules that instantly categorize or allocate messages to the appropriate team based on specific keywords.

Another strategy to streamline WhatsApp ticketing for your team is to provide quick responses. GetItSMS rapid replies allow you to choose from a list of messages frequently delivered to consumers when responding to messages, speeding up every encounter. (And the seconds go by quickly!) Quick responses not only save time but also guarantee that your team maintains brand consistency.

You may use GetItSMS to make delivering shipping updates, order confirmations, and appointment reminders through WhatsApp easier and more efficient for your team to manage.

Get-in depth information

Analyzing your WhatsApp discussions to assess the performance of your team and customer happiness is nearly difficult without the aid of a WhatsApp ticketing system. To even begin to comprehend frequent subjects and how many messages your team receives each day, you would need to manually evaluate every exchange.

But all of that changes with a ticketing system based on WhatsApp. You can obtain comprehensive data and insights about WhatsApp using GetItSMS, including information about response and resolution times, the number of current conversations, hot themes, and more.

Look at the numbers and find out for yourself rather than just speculating about how your customer experience compares. then take action to keep that customer experience getting better.

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Frequently Asked Questions

Q. What is a WhatsApp ticketing system?

A. The whatsApp ticketing system is a kind of tool that works on WhatsApp to allow customer service and their incoming queries, messages, and problems to be managed by the sales team. 

Q. How can we set up the WhatsApp ticketing system?

A. To set up a WhatsApp ticketing system, WhatsApp business offers a platform for small teams and an API for large groups. The setup of the WhatsApp ticketing system can be done with WhatsApp business API. 

Q. Which service can we use for product updates to customers?

A. You may use GetItSMS to make delivering shipping updates, order confirmations, and appointment reminders through WhatsApp easier and more efficient for your team to manage.

Q. Does the WhatsApp chatbot help to manage the WhatsApp ticketing system?

A. A WhatsApp-based ticketing system allows you to hire chatbots to work as an extension of your staff in addition to automating duties. Customers can get answers to their questions more quickly, and chatbots can help free up your customer care team from easy inquiries and chores. 

Q. How to use WhatsApp API for the WhatsApp ticketing system?

A. It's simple to start using WhatsApp ticketing once you've set up the API. You can use a WhatsApp ticketing system in ten minutes after completing these steps to get started with the WhatsApp Business API. 

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Final Summary

Hence the setup of a WhatsApp ticketing system would be the best choice for improving the customer experience. It may help you to support your customers and resolve their queries rapidly. 

For the exclusive WhatsApp customer service experience, businesses may require a team for support to meet customer requirements and streamline workflow. GetItSMS allows the business to connect with customers in real time over WhatsApp on one platform.

For clear communication between your brand and customers, use the Whatsapp ticketing system for customer care.

Providing great customer experiences is made simple by the integration of the WhatsApp ticketing system with GetITSMS. Simply connect your WhatsApp account to get started with customer service issues.

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