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💬 Canned Responses (Quick Replies)

Save time with predefined message templates.

📋 What are Canned Responses?

Canned Responses (or Quick Replies) are saved message templates you can insert with shortcuts: Before:
Agent types for 5th time today:
"Hello! Thanks for contacting support.
I'm {{name}}, I'll help you.
What do you need?"
After:
Agent types: /hello
System inserts complete message ✅

✨ Benefits

Speed

Respond in seconds

Consistency

Same message for all

Quality

Revised, correct messages

Training

New agents respond well

🆕 Create Canned Response

  1. “Settings”“Canned Responses”
  2. “New Canned Response”
  3. Configure:
Short code: hello
Content:
Hello! Thanks for contacting {{company}}. 👋

I'm {{agent.name}}, I'll help you today.

What do you need?
Visibility:
  • 🌍 Public: All agents can use
  • 👤 Private: Only you use
  • 👥 Team: Specific team only
  1. Save

🎯 Canned Response Examples

1. Greeting

Shortcut: /hello

Message:
Hello {{contact.name}}! 👋
I'm {{agent.name}} from {{company}}.
How can I help you today?

2. After Hours

Shortcut: /afterhours

Message:
Hello! We're currently after business hours.

Our hours:
🕐 Monday - Friday: 9am - 6pm
📅 Weekends: Closed

Leave your message and we'll respond 
first thing when we return! 🚀

3. Order Tracking

Shortcut: /tracking

Message:
To check your order, I need:

📦 Order number: (ex: #12345)
📱 Phone on order:

With this information, I'll check and 
update you on delivery!

4. Problem Solved

Shortcut: /resolved

Message:
Perfect! Glad I could help! ✅

Did everything work?
Need anything else?

If not, I'm closing this conversation.
But I'm always here if you need!

Best regards,
{{agent.name}}

🖱️ Use Canned Response

Option 1: Shortcut

In message field, type:
/hello

System suggests:
📝 hello - "Hello! Thanks for..."

Press Enter → Text inserted

Option 2: Menu

Click "Canned Responses" icon
Search: "hello"
Click to insert

🔧 Variables

Use dynamic variables in templates:

Agent Variables

{{agent.name}}         → "John Silva"
{{agent.email}}        → "[email protected]"

Contact Variables

{{contact.name}}       → "Maria Santos"
{{contact.email}}      → "[email protected]"
{{contact.phone}}      → "+1234567890"

Company Variables

{{company}}            → Your company name
{{inbox.name}}         → Inbox name

Custom Attributes

{{contact.plan}}       → "Premium"
{{conversation.order}} → "#12345"

💡 Best Practices

Writing

Friendly tone: Conversational, human
Clear: Direct to point
Empathy: “I understand…” “I’ll help…”
Actionable: Always next step

Organization

Clear shortcut: /hello not /h1
By category: Greeting, after-hours, problems, closing
Update regularly: Language changes
Train team: Review new responses

Usage

Personalize: Adjust template per case
Don’t be robotic: Add personal touch
Combine: Use multiple per conversation

🚀 Next Steps