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Slimaco Who it’s for Problem: complaints by procedure

Complaint deadlines calculated by the current procedure and the customer’s contract

A Slimaco agent recognizes new tickets, checks they are complete, calculates the deadline from the procedure and the customer’s contract, and drafts a reply. Every week, managers get a list of cases at risk of missing the deadline.

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The procedure changed last quarter. The agent already knows.

Sound familiar?

  • The deadline depends on the customer’s contract and has to be checked by hand.
  • The procedure changed, and part of the team still works by the old version.
  • A complaint without photos or documents waits until someone notices what is missing.
  • The manager learns about overdue cases from the customer.

What Slimaco takes over

  • Every hour the agent checks the complaints mailbox, recognizes new tickets and checks they are complete.
  • It calculates the deadline by the current version of the procedure and the customer’s contract and opens the ticket in your system.
  • It drafts a reply to the customer, which an employee approves before sending.
  • On Monday morning, managers get a list of cases at risk of missing the deadline.

To start: one complaints mailbox and the current procedure. We measure first response time and the number of overdue cases.

AI agents

Agents that keep complaints on track

Agents follow your company’s rules, in the apps you already use. Where it matters, they wait for a person to approve.

Scheduled · every hour · complaints inbox

Complaints by the current procedure

  1. Identifies new tickets and checks whether they are complete
  2. Calculates the handling deadline based on the complaints procedure and the customer’s contract
  3. Creates a ticket in HubSpot and prepares a reply to the customer
  4. Approval: A customer service employee approves the reply before it is sent
ResultDeadlines are calculated by the procedure version in force, not by an employee’s memory.
AppsOutlookHubSpot
Scheduled · every Monday at 8:00 am

Weekly complaints report

  1. Pulls open complaints from HubSpot
  2. Flags cases at risk of missing the deadline
  3. Prepares a summary for shift managers
  4. Approval: The first send waits for your approval
ResultManagers start the week with a list of cases that need action.
AppsHubSpotOutlook
On demand · from the mailbox

Answers to recurring questions

  1. An employee asks Slimaco to answer a customer’s email
  2. Slimaco looks for the answer in approved company knowledge
  3. Prepares a draft with its source
  4. Approval: The employee sends the reply after checking it
ResultNew people answer like experienced ones because they use the same knowledge.
AppsGmail
See all automations

Works in the apps you already use

OutlookGmailHubSpotMicrosoft Teams over 1,000 integrations

See also

Similar situations in other companies

Story · 150-200 people“Every department has its own truth”See →RoleCustomer serviceDeadlines follow the current procedure, not someone’s memory.See →IndustryB2B distribution and wholesaleA salesperson sells for two hours a day. The rest of the time goes on checking stock and prices.See →

FAQ

Frequently asked questions

More answers in the knowledge base.

Will the agent reply to the customer on its own?
No. The agent drafts the reply, and a service employee approves it before it is sent.
What happens when the procedure changes?
The area owner approves the new version. From then on the agent calculates deadlines by it, and the previous version stays in the history.
Which ticketing system does the agent work with?
Our example uses HubSpot. Other systems connect through the integration layer. Check the integrations list.
Where do we start?
With one complaints mailbox and the current procedure. The agent also needs the customer contracts that set special deadlines.

Start for free

Try Slimaco on your own emails, documents and processes

In a week you’ll know whether Slimaco works in your company. You connect mailboxes and documents, describe your first task and check the result on your own data.

  • No card and no commitment
  • An account with unlimited users for 7 days, with a pool of 5,000 AI credits
  • Activation within one business day
  • Help with the initial setup

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