> ## Documentation Index
> Fetch the complete documentation index at: https://docs.aifocus.dev/llms.txt
> Use this file to discover all available pages before exploring further.

# Canned Responses (Quick Replies)

> Create predefined message templates for quick responses

# 💬 Canned Responses (Quick Replies)

Save time with predefined message templates.

***

## 📋 What are Canned Responses?

**Canned Responses** (or **Quick Replies**) are saved message templates you can insert with shortcuts:

**Before:**

```
Agent types for 5th time today:
"Hello! Thanks for contacting support.
I'm {{name}}, I'll help you.
What do you need?"
```

**After:**

```
Agent types: /hello
System inserts complete message ✅
```

***

## ✨ Benefits

<CardGroup cols={2}>
  <Card title="Speed" icon="bolt">
    Respond in seconds
  </Card>

  <Card title="Consistency" icon="check-double">
    Same message for all
  </Card>

  <Card title="Quality" icon="star">
    Revised, correct messages
  </Card>

  <Card title="Training" icon="graduation-cap">
    New agents respond well
  </Card>
</CardGroup>

***

## 🆕 Create Canned Response

1. **"Settings"** → **"Canned Responses"**
2. **"New Canned Response"**
3. Configure:

**Short code:** `hello`\
**Content:**

```
Hello! Thanks for contacting {{company}}. 👋

I'm {{agent.name}}, I'll help you today.

What do you need?
```

**Visibility:**

* 🌍 **Public**: All agents can use
* 👤 **Private**: Only you use
* 👥 **Team**: Specific team only

4. **Save**

***

## 🎯 Canned Response Examples

### 1. Greeting

```
Shortcut: /hello

Message:
Hello {{contact.name}}! 👋
I'm {{agent.name}} from {{company}}.
How can I help you today?
```

***

### 2. After Hours

```
Shortcut: /afterhours

Message:
Hello! We're currently after business hours.

Our hours:
🕐 Monday - Friday: 9am - 6pm
📅 Weekends: Closed

Leave your message and we'll respond 
first thing when we return! 🚀
```

***

### 3. Order Tracking

```
Shortcut: /tracking

Message:
To check your order, I need:

📦 Order number: (ex: #12345)
📱 Phone on order:

With this information, I'll check and 
update you on delivery!
```

***

### 4. Problem Solved

```
Shortcut: /resolved

Message:
Perfect! Glad I could help! ✅

Did everything work?
Need anything else?

If not, I'm closing this conversation.
But I'm always here if you need!

Best regards,
{{agent.name}}
```

***

## 🖱️ Use Canned Response

### Option 1: Shortcut

```
In message field, type:
/hello

System suggests:
📝 hello - "Hello! Thanks for..."

Press Enter → Text inserted
```

### Option 2: Menu

```
Click "Canned Responses" icon
Search: "hello"
Click to insert
```

***

## 🔧 Variables

Use dynamic variables in templates:

### Agent Variables

```
{{agent.name}}         → "John Silva"
{{agent.email}}        → "john@company.com"
```

### Contact Variables

```
{{contact.name}}       → "Maria Santos"
{{contact.email}}      → "maria@email.com"
{{contact.phone}}      → "+1234567890"
```

### Company Variables

```
{{company}}            → Your company name
{{inbox.name}}         → Inbox name
```

### Custom Attributes

```
{{contact.plan}}       → "Premium"
{{conversation.order}} → "#12345"
```

***

## 💡 Best Practices

### Writing

✅ **Friendly tone**: Conversational, human\
✅ **Clear**: Direct to point\
✅ **Empathy**: "I understand..." "I'll help..."\
✅ **Actionable**: Always next step

### Organization

✅ **Clear shortcut**: `/hello` not `/h1`\
✅ **By category**: Greeting, after-hours, problems, closing\
✅ **Update regularly**: Language changes\
✅ **Train team**: Review new responses

### Usage

✅ **Personalize**: Adjust template per case\
✅ **Don't be robotic**: Add personal touch\
✅ **Combine**: Use multiple per conversation

***

## 🚀 Next Steps

<CardGroup cols={2}>
  <Card title="Macros" icon="bolt" href="/en/user-guide/macros">
    Combine messages + actions
  </Card>

  <Card title="Automations" icon="robot" href="/en/user-guide/automations">
    Send responses automatically
  </Card>
</CardGroup>