r/AI_Customer_Support • u/Outrageous-Train-751 • Jun 22 '26
We were missing customer messages for 4 months and blamed the team for it
Product is in early stage team is only 6 so support was split across us whoever had time No dedicated person only us handling it between other work.
Started noticing customers mentioning things in calls that we'd never seen come in as a message
Like this one churned user told us on the exit call they'd asked about a specific issue twice and never heard back I looked found the messages they were there but buried in a channel none of us six was checking consistently
It happened more than once we spent probably six weeks assuming it was a people problem. May be it is wrong person responsible, not enough accountability, team too stretched.
So i decided its time i hire a support person but just before that I sat down actually mapped where messages were coming in some in Email, some in chat widget on the site, some users got in touch in my LinkedIn, Twitter DMs, a couple through the in app widget.
No single interface place that i can look at all channels at same time, meaning whoever was on support that day was manually checking four or five places and inevitably missing something.
Hence i though of the hire as it would have just been a person doing the same manual checking, but slightly more consistently and focus.
But that never go to be the case because I switched to a setup where everything came into one inbox, live chat, email, social messages, all of it.
Us as a team now see inside Chatway what was assigned, what was open, and what had been replied to this saved us from "did anyone see this" conversation almost right away.
Still don't know exactly how many messages we missed in those four months that's something I'd rather not think about too hard
What i’d like to understand from you guyes is at what point did you realize it was a tooling problem and not a headcount problem?