What Is a Customer Complaint Management System?

Customer complaint management system allows you to gather all incoming customer complaints in a help desk dashboard. Your agents can easily assign, categorize, and resolve these complaints and ensure customers can have a seamless support experience. The tool offers robust ticket management features for keeping a firm track of all customer grievances.

What is a customer complaint management system

Why Use a Customer Complaint System?

Manage Complaints With Ease
Manage Complaints With Ease

With a complaint management software, you can easily capture all customer complaints from multiple channels such as email, chat, web-forms, or help center.

Encourage Self-Service
Encourage Self-Service

Reduce customer complaints and ticket volume by creating a robust FAQ system or knowledge base. Empower customers by allowing them to find relevant help all by themselves.

Prevent Customer Churn
Prevent Customer Churn

Poor customer service is one of the top reasons for customer churn. For improved customer complaint management, handle all complaints with care and give them appropriate attention.

Enhance Agent Productivity
Enhance Agent Productivity

Efficient complaints management software enables you to automate manual yet important actions that are critical to your business process. Easily customize your workflows and enhance team productivity.

Collect Customer Feedback
Collect Customer Feedback

Capturing customer feedback is vital for improving the quality of your complaint management process. Share surveys, take necessary action and make customers feel their feedback is always valuable to your business.

Prevent Negative Word-of-Mouth
Prevent Negative Word-of-Mouth

If complaints are not resolved promptly, negative online reviews can spread like wildfire. With a complaints handling software, resolve issues well within time and delight customers.

Effortless Complaint Management for Delightful Customers

All Complaints in One Place

View, track & resolve all support conversations from a shared inbox

Complaints can come from any direction. Our customer complaint management system offers multichannel capabilities to meet customers on their preferred channels. No matter if a customer registers a complaint via email, chat, or your help center, track all issues in one place. ProProfs Help Desk offers amazing collaboration features such as internal notes, parent-child ticketing, etc. to help your team resolve issues together.

  • tick ProProfs chat tick Offer multi-channel support
  • tick ProProfs chat tick Track complaints via email, chat, & forms
  • tick ProProfs chat tick Collaborate to resolve issues faster

Automate With Chat & Knowledge Base

Interact with customers via chat & encourage self-service

Meeting customer complaints with positive responses and actioning improvements is crucial to any successful business. With ProProfs, you can chat with customers in real-time to understand their concerns better and offer personalized help. Create an extensive knowledge base or help center and reduce complaint ticket volume by up to 80%. Whether you work remotely or from the office, our customer complaint software can be accessed anytime, anywhere.

  • tick ProProfs chat tick Engage with customers in real-time
  • tick ProProfs chat tick Reduce complaint tickets by up to 80%
  • tick ProProfs chat tick Offer 24x7 support from any device

Smart Automation Rules

Create a seamless workflow with powerful automations

Automate every step of your team’s workflows with ProProfs Help Desk's automation capabilities. Automatically route tickets to agents who are most capable of handling them. Easily set alerts to keep agents updated and create SLAs to meet customer expectations. With our customer complaint management system, share automated surveys with customers and allow them to instantly rate their customer support experience.

  • tick ProProfs chat tick Automated ticket assignment
  • tick ProProfs chat tick Set alerts & SLA rules
  • tick ProProfs chat tick Share automated feedback surveys

Smart Reports & Analytics

Get happier customers by tracking the performance of agents & tickets

ProProfs makes it easier for you to understand how well you are performing across multiple customer touch points. Easily track ratings for support tickets, chat, and help articles to improve your process. Use our complaints management system to spot bottlenecks and identify trends to improve customer retention. Share CSAT and NPS surveys with customers and measure the quality of their experience with your brand.

  • tick ProProfs chat tick Track ratings for tickets, chats, & help articles
  • tick ProProfs chat tick Identify trends to improve customer retention
  • tick ProProfs chat tick Use CSAT & NPS to track customer experience


  • Effortless Implementation
    Effortless Implementation

    No need for heavy training or coding skills; start resolving customer concerns in minutes.

  • Anytime, Anywhere Access
    Anytime, Anywhere Access

    Access our customer complaint handling software anytime from any device- mobile, PC, or tablet.

  • Safe Cloud Hosting
    Safe Cloud Hosting

    ProProfs Help Desk is hosted on the leading cloud platform IBM for secure and stress-free operations.

  • Canned Responses
    Canned Responses

    Close tickets faster by quickly responding to frequently asked customer questions.

  • Email Signatures
    Email Signatures

    Give a professional touch to all your emails by creating custom email signatures.

  • AI-Powered Reports
    AI-Powered Reports

    Improve your customer experience with ProProfs Help Desk’s smart reports and analytics.


  • Everyone should give it a try!
    I love ProProfs user experience. The interface is easy to use yet packed with powerful settings.
    Daniel Stein
    Professor Daniel Stein

    Director of Technology Initiatives, Touro College

  • Excellent Customer Service!
    ProProfs support is one of the best I have experienced. They truly care about their customers and deliver resolutions fast.
    Bill Wisell
    Bill Wisell

    Health Licensing Coordinator, Nebraska Department of Human and Health Services

Try it Free Get a Demo

ProProfs is a Recognized Leader in Customer Support

Press & Ratings

ProProfs Help Desk Software Capterra Review
ProProfs Help Desk Software SoftwareSuggest Review
ProProfs Help Desk Software FinancesOnline Review
ProProfs Help Desk Software G2Crowd Review
ProProfs Help Desk Software SaaSGenius Review
ProProfs Help Desk Software CrozDesk Review

Try ProProfs Customer Complaint Management System for Free

Turn customer complaints into compliments with ProProfs Help Desk
Get Started Free

tick Created with Sketch. No credit card required.

Try it Free Get a Demo
Sign Up Free