Complaint Handling
Categorizes incoming complaints, routes them to the right department, monitors SLA times, and flags systemic patterns.
At a glance
Up to 10 hours/week
time saving
Up to 6x within 3 months
expected ROI
Live in 3 weeks
from intake to production
GDPR-compliant
EU hosting & human-in-the-loop
Time savings and ROI are indicative and depend on your process, data and volume.
Before & after
From manual to automatic
Unhandled complaints cost you customers and goodwill
- Complaints arrive via email, phone, social media, and forms — there is no central overview.
- Manual categorization and assignment consumes time and leads to incorrect routing and delays.
- Systemic problems go unnoticed because complaint data is not analyzed.
From complaint to improvement in a streamlined process
- Automatically categorizes complaints by content, urgency, and customer value and assigns them to the right employee.
- Monitors SLA times per category and automatically escalates when breaches threaten.
- Analyzes patterns: if multiple complaints on the same topic come in, the agent generates a root cause report for your team.
- Automatically sends status updates to customers so they know their complaint is being handled.
Workflow
How it works
See how the agent moves through the process step by step — you stay in control of every decision.
Workflow in action
Complaint Handling · Structured handling and analysis of complaints
Receive Complaint
apiStep 1 of the automated process.
Categorize & Prioritize
analysisStep 2 of the automated process.
Route to Right Team
dataStep 3 of the automated process.
Monitor SLA
outputStep 4 of the automated process.
Perform Pattern Analysis
apiStep 5 of the automated process.
0
Steps completed
5
Total steps
What it delivers
Higher customer satisfaction, lower churn
By quickly and correctly routing complaints and proactively communicating with customers, satisfaction rises and churn declines.
quicker first response
more complaints resolved in one go
higher customer satisfaction
Figures are indicative and depend on your processes and volume.
Integrations
Works with your software
Integrates with helpdesk systems, CRM, and communication tools for 360° complaint visibility.
Helpdesk
CRM
Communication
Frequently asked questions
Can the agent also handle complaints on weekends?
Yes, the agent works 24/7. Urgent complaints outside business hours are immediately triaged and the customer receives an automatic confirmation.
How does the agent recognize complaint urgency?
Based on language analysis, customer value (from your CRM), product category, and historical data. You set the urgency criteria yourself.
No matching agent? Have a custom AI agent built
Your process is unique. We build AI agents tailored to your workflow, integrations and goals. Contact us for a free intake.
Get started with Complaint Handling
Book a free 30-minute intake. We analyse your situation and put together a tailored proposal.