Example macros

Passing to sales

This example is for your support team, when they reach a point in the conversation where sales should take over.

It informs the customer, tags the conversation, marks it as a priority and assigns to the sales team:

Possible variations:

  • You could have a high and regular priority version so your sales team know which conversations are of highest value.

  • You could also update a conversation data attribute with a “lead score”

Escalate with a note

When escalating a conversation to another team, it’s a good idea to include a summary of the conversation so far, which steps have been taken, and some possible next moves. This simple template helps your team be consistent with the information they include for the next teammate involved.

Possible variations:

Alert about an outage

This example is best suited for sending to multiple conversations when you need to alert many customers at once. It informs customers of what’s going on, and directs them to self serve resources to avoid overwhelming your team. It also snoozes and tags the conversations, so they’re out of the way but can easily be found and replied to after the incident (with another bulk macro 😉):

Possible variations:

  • If you have another way to notify your customers when the outage is over like a banner message, or a status page they can subscribe to, you could close the conversations instead of snoozing them.

Read this article to learn more about applying macros to multiple conversations in bulk.

Top tips

Use a standard naming convention in your macro titles

To make it easier to memorise macro names and especially to facilitate discovery of new macros, all titles should follow the same structure. The exact format you use is up to you, and could vary from team to team but here’s an example:

Category - Subject of macro (modifiers)

Breaking it down:

  1. If you have projects and tasks in your app, each of these areas would be a “category”.

  2. The specific content or workflow covered in the macro is the “subject”.

  3. Any different versions of the macro can be highlighted with “modifiers”.

So this macro is from the “Projects” category, covers the subject “Time tracking” and applies specifically to people on the “Pro” plan:

This way if you had similar macros for time tracking in the “tasks” area, or for people on the “free” plan, they could be easily identified in the inbox:

Make necessary changes obvious

If you have other areas in your macro content that should be updated manually at the time it’s used, highlight them clearly like this: [FEATURE NAME]

This ensures the message is never sent with the placeholders. 😉

Pro tip: This is particularly helpful for Macros used as internal templates, as you can include guidance for your team on the content to add, or steps to follow before passing:

What's next?

Check out these example inbox rules for more automation inspiration 👌

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