TechForward runs a tech community on Circle.so platform with 5000+ members – developers and no-code enthusiasts. Every day, 30-50 technical tickets arrived (questions, problems, bugs) across different categories:
Delayed Response and Lack of Prioritization The support team (2-3 people) couldn’t keep up with responses. First response time was 4-8 hours, and on weekends even 24h. All tickets went to one list – critical bugs got lost among simple questions. Users didn’t know if their problem was being resolved, leading to frustration and repeated submissions.
Repetitive Questions Without Knowledge Base ~40% of tickets concerned the same problems. The team wasted time writing similar responses instead of creating systematic solutions. Lack of centralized knowledge base meant every question was treated as new.
Impossible Scalability Hiring additional support would cost $1,500-2,000/month. The community was growing 20% monthly (from 5000+ to potentially 10,000+ in a year), meaning constant need for team expansion. With the current model, maintaining service quality was impossible without drastic cost increases.
The company needed a solution that:
NexaroAI designed and implemented an intelligent “Tech CRM” system – a fully automated customer support platform that operates 24/7 without interruption.
🤖 Intelligent AI Support Agent The moment a user publishes a question on Circle.so, the system immediately detects it and launches an advanced AI Agent. The Agent searches through the history of similar problems in the community, and if it doesn’t find an answer – it reaches out to external knowledge sources. In less than 3 minutes, the user receives a detailed response with step-by-step instructions, documentation links, and a confidence level for the solution.
📊 Automatic Classification & Prioritization The system doesn’t just respond – it also monitors every ticket in real-time. AI analyzes the discussion under the post and automatically classifies the status: “New”, “Replied”, “Solved”, or “Needs Urgent Attention”. The support team sees live which problems require human intervention and which AI has already handled.
✅ Intelligent Ticket Closure When AI determines a problem has been resolved, it automatically marks the post as “Solved” and informs the user. If someone disagrees with the assessment – they can immediately call a moderator. The system learns from each such interaction, becoming increasingly accurate.
🎯 Central Dashboard The entire process is managed through a transparent dashboard in Airtable, where the team has a view of all tickets, performance metrics, and can quickly intervene in urgent cases.
Instead of waiting hours for a response, TechForward users receive help instantly. Instead of wasting time on repetitive questions, the support team focuses on truly complex problems. The system scales automatically – whether it’s 50 or 500 tickets daily, AI handles them all with the same speed and quality.
The company completely transformed its customer support approach. AI Support Agent system took over 70-80% of routine tickets, allowing the team to focus on complex problems and community growth strategy.
Before automation:
After automation:
Additional benefits:
Deployed an internal AI agent trained on Google Drive docs, providing 24/7 instant answers and saving the HR/management team 10+ hours per week on repetitive questions
Transformed a 3-hour manual video workflow into a 3-minute automated task. We used n8n and AI to automatically generate video and publish it to 9 social platforms.
Captured 100% of lost after-hours revenue by deploying a 24/7 AI receptionist on WhatsApp. The bot handles all bookings and queries, eliminating reception overload.
Achieved a 400% increase in lead generation by automating cold outreach. We built an AI engine that scrapes leads and sends hyper-personalized emails at scale.
WorkSync uses smart automation and predictive insights to optimize team workflows and enhance communication.
