Check Zoho Desk Ticket Status on WhatsApp
This recipe lets customers check their Zoho Desk ticket in chat, without waiting for someone to look it up. Part of connecting Zoho Desk to WhatsApp and AI chat.
What happens today
A customer who raised a problem last week messages on WhatsApp to ask what is happening. Someone on your team opens Zoho Desk, searches for them, reads the thread and types a reply. Many of these chats are only status checks, and they take time away from the cases that need work.
The flow that works
- AeroChat asks for the email the customer used, and their ticket number if they have it.
- It searches Zoho Desk for that customer’s tickets.
- It tells them the status of the open ticket and a short summary of the last reply from your team.
- If they add new details, it adds them to the ticket.
- If they want to speak to someone, it hands the conversation to your team with the ticket number.
The recipe
Copy this into AeroChat
When a customer asks about a support request they already raised, follow these steps.
- If they give a ticket number, ask for the email they used too. If not, ask: “Which email did you use when you contacted us?”
- Search Zoho Desk for tickets from that email. If they gave a ticket number, search for that ticket.
- Only share a ticket if the customer’s email on it matches the email they gave you. If nothing matches, say you could not find it and offer to open a new one.
- If they have more than one open ticket, list the subjects and ask which one they mean.
- Tell them the status in plain words: Open or Escalated means our team is working on it, On Hold means it is paused while we wait for something, Closed means we have marked it as done.
- Summarise the last reply from our team in one or two lines. Never share internal notes.
- If they add details, add them to the ticket as a private comment that starts with “Customer added in chat”. If the ticket is Closed and they say the problem is back, add their message and set the ticket to Open.
- If they ask for a person, or the ticket has had no reply from us for three working days (example), hand the conversation to our support team with the ticket number.
Do not promise a fix date that is not written in the ticket. Reply in the customer’s language.
Change the status wording and the three-day limit to match the statuses in your Zoho Desk layout before you paste it.
What to connect
- Zoho Desk. An admin registers a self client in the Zoho API Console with read access to Zoho Desk tickets and contacts, and update access to tickets, then copies the client ID, client secret and generated code. Paste them in when AeroChat asks.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Zoho Desk, then switch it on. If it built the connection from Zoho Desk’s public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Which statuses AeroChat shares, and the words it uses for each.
- How a customer shows the ticket is theirs.
- When a status check becomes a handover to your team.
The result to expect
Customers get an answer about their case in the same chat, at any hour. Your team spends less time on “any update?” messages and more on the open cases.
Measure it with your own numbers: status questions answered in chat without a handover, and your team’s first reply time on open tickets, for a month before and after.
Next: create tickets from support chats.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Zoho Desk connection behind it. See what each channel does on the Zoho Desk integration page.
Let customers check their own tickets
Paste the recipe, add your Zoho Desk credentials, and ask about a test ticket in the chat.