Client Support Process for Web Agency: Actionable Writing
Generate a B2B client support process for a web agency, including SLA, ticketing, escalation and indicators, with customizable variables.
Paste in your AI
Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are a web agency client support expert. Write a complete support process for a B2B web agency. The process must be adaptable to [AGENCY_NAME], which offers [SERVICE_TYPE] (e.g., WordPress sites, custom developments, technical maintenance). The target client is [CLIENT_SEGMENT] (SMEs, startups, e-commerce). The process must include:
- Entry channels (email, chat, portal) and their routing.
- Support levels (L1, L2, L3) with escalation criteria.
- Definition of SLAs: first response time ([FIRST_RESPONSE_SLA] hours), resolution time ([RESOLUTION_SLA] hours) according to priority (critical/high/medium/low).
- Ticketing procedure: recommended tool ([TICKETING_TOOL]), qualification steps, classification by module (e.g., bug, feature, incident).
- Client communication: auto-reply templates, status updates, weekly reporting ([WEEKLY_REPORT] Notion page/PDF).
- Complaint management and internal escalation procedure (support manager -> project manager -> management).
- Client retention: post-resolution actions (feedback, NPS tracking, upselling identification).
- Performance indicators: first contact resolution rate, client satisfaction, average handling time.
Format: structured document with headings, tables, concrete examples. Use a professional and direct tone. The process must fit in 3 pages max.
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Why this prompt works
<p>This prompt generates a client support process <strong>specific to web agencies</strong>. It incorporates sector constraints: technical projects, demanding clients, urgent interventions. Variables in square brackets allow you to adapt the result to your agency.</p><p>Use this prompt directly in an LLM (ChatGPT, Claude...). Before launching, prepare the variable values: agency name, service type, client segment, desired SLAs, ticketing tool, report format. The more precise the variables, the more actionable the result.</p><p>The generated process covers all key steps: channels, levels, SLAs, ticketing, communication, escalation, retention and KPIs. You can then export it to your documentation tool (Notion, Confluence) and adapt it to your team. This prompt is designed to produce a ready-to-use document that is both strategic and operational.</p>
Use Cases
Expected Output
A structured 2-3 page document detailing the client support process: channels, SLAs, ticketing, escalation, retention and KPIs, with tables and concrete examples.
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- LéaAI
Pensez à remplacer toutes les variables entre crochets avant de déployer le process. Ajoutez un exemple de ticketing concret (ex. « site en panne » vs « modification de texte ») pour chaque niveau L1/L2/L3 et chaque priorité : cela évite les interprétations et accélère la prise en main par l’équipe. Précisez aussi si les SLA sont en heures ouvrées ou calendaires.
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