Narrative 4: Exploring the support channels

Narrative 4: Exploring the support channels

Behind the scenes of a successful ticketing system - BTS Series

Narrative 4 - Exploring the support channels

Support channels in a ticketing system refer to the various communication methods that customers use to contact a business for assistance. These channels enable the conversion of customer inquiries into trackable tickets, facilitating the efficient management and resolution of issues.


Importance of support channels

This type of system enhances customer satisfaction by providing users with multiple options for reporting issues and seeking assistance, which improves their overall experience. Next, offering multiple channels, including email, chat, and phone, allows customers to choose their preferred method of communication. 

A ticketing system centralizes communication across all of these channels to maximize efficiency and make relevant information easily accessible to support staff during interactions. All of this helps speed up the resolution process.

Email

Emails are the primary method of communication between customers and Zoho Desk when they submit tickets. When customers send emails, those messages turn into tickets. Each ticket is assigned a unique ID to boost tracking and management. To set this up, forward the emails from your support mailbox directly to Zoho Desk. 


Create a support email address

(e.g., support@yourcompany.zohodesk.com)

Share it with customers in your help desk to enable them to submit tickets.

Quote
Before setting up your email channel, it’s essential to understand email delivery and bounce rates. These factors significantly impact the effectiveness of your support processes. 

Phone

The Phone feature connects the PBX system to Zoho Desk, which contains all the essential customer details. With this feature, Zoho Desk provides a platform to manage incoming and outgoing calls on your computer.
QuoteQuote
 When customers call, you can see the following details on your screen: 
  •  Name 
  •  Phone number 
  •  Overall Happiness Score 

Chat

Enhance your customer engagement by enabling Live Chat to connect with your customers conveniently in real-time. Respond to support inquiries promptly, significantly enhancing your turnaround time. Delight your customers with prompt interactions and exceptional service every single day.

The Chat module in Zoho Desk serves as a central hub, enabling support agents to interact seamlessly with visitors while maintaining access to historical conversations with customers. This comprehensive overview not only facilitates real-time engagement but also enhances the agents' ability to draw insights from past interactions, ultimately leading to more effective and informed resolutions to customer inquiries.

The Chat module

My Chat: Displays the agent's active, missed, and closed.

Chats: A list view of all the chats sorted by status (active, closed, missed, reopened, and monitored)

Help Center

The Help Center is the only self-service channel. It is a customer panel that allows users to learn about and understand the product by accessing knowledge base articles.

This offers a platform for self-help and learning where customers can find answers to their questions by browsing FAQ guides and Community forums, raising tickets, viewing other users' tickets with similar issues, and more.

Instant Messaging

Instant messaging facilitates quick and direct communication. This immediacy not only streamlines conversations but also makes it easier to respond promptly to questions and ideas. The convenience of instant messaging has revolutionized how we interact by enabling seamless discussions.

How does IM work in Zoho Desk?

The instant messaging module connects your business with different messaging platforms. When a customer sends a message on any of the integrated channels, it appears in your IM inbox. Zoho Desk automatically creates or updates a ticket based on your ticket thread settings. This allows agents to respond quickly through a single interface. They can easily attach files, use predefined responses, and get AI-driven suggestions to improve communication.

You can also set up automation rules, deploy chatbots, and implement routing logic to manage messages more effectively. This method not only simplifies processes but also increases customer satisfaction by enabling quick and effective responses.

Supported Platforms

WhatsApp Business

Facebook Messenger

Telegram

LINE

WeChat

Instagram

Business Messaging (Native Live Chat)

Social

Platforms like Facebook, X, and Instagram enable customers to seek support easily, with interactions captured as tickets within your system. This integration streamlines the support process, allowing the agents to manage and respond to inquiries from social media channels alongside traditional methods. By automatically converting these interactions into tickets, businesses can establish a consistent response framework, efficiently track customer concerns, and maintain a comprehensive overview of customer engagements across various platforms.

Utilizing Social for customer support not only enhances responsiveness but also broadens the reach of customer service, allowing businesses to connect with customers where they are most active. This holistic approach to ticket management helps improve overall customer satisfaction and loyalty, as customers feel heard and supported, no matter the medium they choose for assistance.

Web Forms

Web Forms make it easy to capture support tickets straight from your website and import them into your Zoho Desk account. These tickets can come from customers who need help or want to share feedback about your product or service. No matter the reason, Web Forms are straightforward to use.


There are two types of Web Forms in Zoho Desk:

  • Feedback Widget: This is a simple option that you can easily embed on your website. It allows customers to share their thoughts or concerns with minimal effort.
  • Advanced Web Forms: These offer more customization and can gather detailed information from customers. You can adjust them to meet specific needs and ensure you have all the necessary information to address customer inquiries effectively.

Community

The Community support channel offers individuals a platform to collaborate and discuss shared interests. Customers can pose questions, seek assistance, share tips, respond to inquiries from others, or start discussions. Agents, too, can address customer queries, provide solutions, and collaborate with users to brainstorm ideas and solutions.

Due to its extensive reach, the Community also serves as an adequate space for making announcements regarding product launches and beta feature access. Organizations can effortlessly collect suggestions from customers when required. Ultimately, these proactive strategies can help improve outreach and elevate the overall customer service experience.

Now boost customer service efficiency.

  • Customers can conveniently choose their preferred method of communication, such as email, chat, phone, or social, making support more accessible and user-friendly. 
  • Aligning the type of support request with the most appropriate channel speeds up resolutions
  • A variety of channels allows support teams to balance their workload more effectively. 
  • When appropriately managed, multichannel support ensures customers enjoy a cohesive and consistent experienceacross all platforms. 
  • As your business grows, multichannel approaches scale easily, allowing you to serve more customers simultaneously.
  • Prompt, multichannel assistance demonstrates care and reliability, which fosters trustsatisfaction, and ultimately leads to customer loyalty.

Conclusion

Managing support channels in a unified platform is essential because centralizing interactions allows agents to access customer history quickly, respond efficiently, and maintain high-quality service. Providing multiple support channels enhances efficiency and makes support more accessible to meet the needs of each customer.


Please stay tuned for more Desk behind-the-scenes series.

 

Regards,

 

Kavya Rao

The Zoho Desk Team


      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ




                                ご検討中の方

                                  • Recent Topics

                                  • Problem with cloud query exceeded

                                    When making a call I get this error, It is associated with a function in node that calls external APIs This is the code //tokenConsultar = thisapp.ObtenerToken(); //input.token = tokenConsultar.get("output").toMap().get("token");
                                  • Showing Total of Funnel Chart Legend (With Values) Items

                                    Hi, We are using the funnel type chart for displaying our zCRM sales pipeline stages and associated sum of deals in each stage.  We have configured the legend to show the associated value (Deal Amount (Sum)) for each stage adjacent to the legend items (Stages). Is there a way to display the total of the values in the same chart?  For example, at the bottom of the legend or maybe as a #merge placeholder in the legend title?
                                  • How to Convert VCF Contacts to CSV using Excel

                                    Many users switch from traditional address books to digital formats like vCard and CSV. These formats allow users to easily manage their contacts. However, a difficulty comes when you need to transfer your contact information to another application or
                                  • Field authorization for Linking module in Zoho CRM portal

                                    Hi guys! Currently building a customer portal for one of my clients, and I ran into a bit of a roadblock while using a multi-select lookup field. The issue is that there is no way to hide or define access in the linking module created by this multi-select
                                  • Kaizen #63 - Layout Rules in Zoho CRM

                                    Hello and welcome to another week of Kaizen! This week, we will be discussing Layout Rules in Zoho CRM. If you need to modify the layout of a module based on user inputs, or to show or hide sections based on the value of a specific field, we have got
                                  • Zoho CRM Portals - allow access per account

                                    Hello all, I am trying to set up a portal for our customer but I seem to be hitting an obstacle and I am not sure if it is my problem or a limitation in the software. So basically the way I understand the portal Contact Email > Each Record or Related
                                  • Android - Writer não acentua em Português com teclado bluetooth

                                    Gosto muito do Zoho, tanto o Note quando o Writer. Infelizmente, o Writer sofre de um problema sério: ao usar um teclado bluetooth, forma mais cômoda de lidar com um processador de texto, os acentos (todos!) da Língua Portuguesa não são aceitos. Todos
                                  • Set File Upload fields as mandatory

                                    Currently the CRM for some reason lacks the ability to set a file upload field as mandatory So we have an issue We have a requirement that before a Deal stage is set as Deal is Won the member needs to upload a file Now for some weird reason in Zoho I
                                  • Editing HTML in Zoho CRM Email Template

                                    I am trying to create a template within the CRM email option, but need to be able to use custom HTML. There does not seem to be a way to do so.
                                  • Ability to CC on a mass email

                                    Ability to CC someone on a mass email.
                                  • How to make attachments mandatory

                                    I want the user to be unable to mark an opportunity as Closed – Won if it doesn’t have any attachments. I’ve already tried client scripts and functions, but nothing worked.
                                  • SLA Ticket Report

                                    From data to decisions: A deep dive into ticketing system reports Service level agreement (SLA) ticket reports in a help desk system are crucial for ensuring that services are delivered according to established commitments. They help maintain accountability
                                  • Zoho Backstage - PCI Compliance / Web Security

                                    I have a couple of questions related to Backstage and payment processing.... 1. my purchasing division is not giving approval to use Backstage yet because of some security issues. In order for us to take payments via a payment gateway like Authorize.net
                                  • Zoho Tables August 2025 Update: Faster and Smoother

                                    We’ve been working behind the scenes to make Zoho Tables faster, lighter, and more reliable. Here are the highlights: Faster Response Times Optimised the way responses are generated. Reduced memory consumption by 20–25%, leading to smoother performance
                                  • Video Upload from app says "unsupported aspect ratio" but is verified to be correct.

                                    I and my social media person are experiencing a problem where Social will not accept video uploads to Instagram. The error we receive is "unsupported aspect ratio" but looking directly at the file in question we see that the width and ratio both match
                                  • Disposable Email Addresses

                                    Dear zMail Team, Can you also bring out a few disposable email addresses for each accounts? That way occasional registrations and imminent spam from them can be largely solved right? ---- Deepak Vasudevan http://thamizhththendral.blogspot.com/
                                  • Zoho sheet - Zoho expense

                                    I want to schedule to create an expense using Zoho Sheet and flow. That is the EMI that I pay on a particular date to the bank and should be itemised, like principal and interest on the loan. Can someone help me in this regard??
                                  • Ability to configure a schedule/shift for each user and/or crew in Zoho FSM

                                    Hello, In our team of Field Agents, we have different shifts. Some field agent always work from 7:00 AM to 4:00 PM while others work the evening shift like 4:00 PM to 11:00 PM. Sometime shift are on weekdays only or on weekend. It would be great to be
                                  • Free webinar: Streamlining customer service paperwork with the Zoho Sign extension for Zoho Desk

                                    Hello Everyone! Have you been wondering about bridging the gap between digitised customer service and business paperwork? Join our free webinar to learn how you can do this by connecting Zoho Sign, our digital signature app, with Zoho Desk, our online
                                  • Zoho Books | Product updates | July 2025

                                    Hello users, We’ve rolled out new features and enhancements in Zoho Books. From plan-based trials to the option to mark PDF templates as inactive, explore the updates designed to enhance your bookkeeping experience. Introducing Plan Based Trials in Zoho
                                  • Mail Search should allow grouping by conversation like Gmail.

                                    Having switched from gmail I have found the search function hard to use. Mostly because mail is not grouped by conversation in search. If I search for a word when looking for a conversation had with someone then sometimes 10 emails will come up from the
                                  • Improve Zoho Learn updated article notifications

                                    I noticed today while updating an article, that the notification users get says "[User Name] has published article [Article Name]..." My feedback to the product team is that it would be really helpful for an end user, if the system notification differentiated
                                  • Safari Support

                                    Safari, the world's second largest browser, zoho desk does not officially or fully support. That needs to change.
                                  • Can I get images from an "Image Upload" field in a webhook?

                                    I want to send images from 2 "image upload" fields via a webhook. Is this possible?
                                  • Ticket closure notification - all contacts cc'd on email thread

                                    Hello, If a client sends an email to our service desk and cc's in other people that work at the same company - so that they are in the loop of the service request. When the we close the ticket, only the ticket owner (person who emailed us - which created
                                  • Inactive account cleanup policy for Zoho Sign

                                    Zoho Sign reserves the right to delete accounts that are license free and inactive for more than 120 days. The account deletion will be initiated only after the user receives prior email notice about possible data deletion and how to backup the data.
                                  • Missde API documentation for Sales Receipt

                                    Hi! I noticed that the Sales Receipt endpoint is not currently listed in your API documentation (https://www.zoho.com/books/api/v3/introduction/). Could you please provide any available temporary documentation for this endpoint, along with a detailed
                                  • Multi-currency in Zoho CRM Forecast and Reports

                                    As a company we have branches in 4 different countries with as many different currencies. Our Sales Teams would like to work with their local currency as much as possible. The Forecast module using only 1 currency is practically usable only by the sales
                                  • How to select from pricebook when creating a salesorder or quote

                                    I am creating a sales order and when selecting the Products I do not see any where to select from pricebooks. How do i associate this to my orders?
                                  • Proposal for Creating a Unique "Address" Entity in Zoho FSM

                                    The "Address" entity is one of the most critical components for a service-oriented company. While homeowners may change and servicing companies may vary, the address itself remains constant. This constancy is essential for subsequent services, as it provides
                                  • I cannot find my older documents from 2024 and 2023

                                    I cannot find my older documents from 2024 and 2023.
                                  • System default SLA descriptions can't be modified

                                    The system default SLAs have identical descriptions for all SLA levels, but their settings differ. However, I am facing an issue where I cannot modify these descriptions and save the changes. The content of the description box can be edited but the changes
                                  • Customising Help Center

                                    Hi I don't think it is possible to add custom pages to help center? We'd like to use this as a customer portal with support tickets, FAQ/Guides, Billing and contracts. Is there any plans to add a feature like this or an alternative way to do it other
                                  • Replies sometimes creating separate ticket

                                    Sometimes when a customer responds to an email coming from Zoho Desk, instead of adding a reply to the original ticket, a separate ticket is created. This happens even though the response subject line contained the ticket number, and the person responding
                                  • Ticket Approvals - External Users

                                    The ticket approval option - we need to be able to select external users (Contacts) for approvals. Sometimes we are working with an end user and their boss needs to approve a purchase. For example, working with a cashier on a broken cash register and
                                  • Force Users to Ask Answer Bot a question... First

                                    End users will always skip talking to a bot. It would be nice if Zoho adopted the standard and forced users to first ask a question to answer bot (or zia in some fashion) and then pass to the agent if it wasn't answered. Options to force the user to speak
                                  • View Answer Bot conversations?

                                    We are trialing Zia and are experimenting with Answer Bot on our knowledge base. So far so good! Management asks me if it is possible to view Answer Bot conversations, the purpose being to look over its shoulder and confirm that it is working as des
                                  • Mass Email an Account

                                    It would be nice to mass email an account stating there is an outage at their business or something specific to an account is needed to be mass communicated. Even if it makes a ticket for every Email Out to every contact in the Account. Think: the customer
                                  • Multiple Topics assigned to a single Campaign

                                    Hello, is it possible to assign multiple Topics to a single Campaign? We frequently write a content to our subscribers that spans multiple Topics and we would like to send it to all Contacts that are subscribed to at least one of the Topics. But it looks
                                  • Zoho Projects Fonts and Accessibility missing

                                    I cannot find any more the tab where I can change the font in Zoho Project. I also checked the knowledgebase and there they have accessibility tab which I am completely missing. Is there some setup I am missing or is it a problem with our account?
                                  • Next Page