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On a schedule

Get alerted to refund and chargeback tickets

New tickets about refunds, chargebacks or broken items reach your team channel within minutes.

Runs
On a schedule
Apps
Gorgias
AI
Yes, uses the built-in AI allowance
Access
read

Send this to your assistant

Create a ClickRuntime automation: every 10 minutes, post new Gorgias tickets mentioning 'refund', 'chargeback' or 'broken' to #support-urgent in Slack with the customer and subject.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

For a store that sells on a thin margin, a ticket containing the word chargeback or refund is not just another message. Someone threatening to dispute a payment with their bank has a short window, and a quick, personal reply can be the difference between a refund and a lost dispute with fees attached. In a busy Gorgias queue sorted by arrival time, that ticket can sit under twenty routine ones for hours.

On a schedule, new tickets are listed and checked for those words (or classified with the built-in AI when wording varies), and anything matching is posted to your chosen channel with the customer, subject and a link. Tickets are looked at once, so the same ticket is not announced twice.

It is aimed at store owners and support leads who want a human to see money-risk tickets immediately.

What you get out of it

  • Disputes are handled while they can still be avoided

    A quick reply before a customer files with their card issuer can save the sale, the fee and the dispute record that follows a chargeback. Speed here is worth real money, since fees and lost sales add up quickly.

  • Refund requests reach the right person

    Instead of waiting for the next agent to find them, refund tickets go to whoever owns refund decisions, which shortens the customer's wait. Customers who ask for a refund usually just want an answer, and a fast one often keeps the relationship intact.

  • Angry customers are spotted early

    Wording like fraud or cancel my order often signals a frustrated person. Early attention turns many of them into customers who stay. A person who writes the word fraud is upset, and prompt attention often turns that person around.

  • Less scanning of the full queue

    Agents no longer have to read every subject line looking for risk. The urgent ones come to them, so routine tickets keep moving too. Agents can focus on the conversations they are working on instead of skimming for danger.

  • A trail of when risky tickets arrived

    Each alert is a timestamped message in a channel, useful when you review how fast the team responded to disputes. Each alert is a timestamped message, which makes it simple to see later how quickly the team responded.

How it works

What happens, step by step

  1. On the schedule you set, ClickRuntime checks Gorgias for new tickets.

  2. It looks for words like refund, chargeback or broken in each one.

  3. Matching tickets are posted to #support-urgent with the customer, subject and a link. Each ticket is only posted once.

Before it runs live

  • Connect Gorgias

What you get

RunsOn a schedule
Get alerted to refund and chargeback ticketstoday, 9:00Succeeded
Slack · #support-urgent:rotating_light: jo@acme.example: *Order 1042 arrived broken* https://northwind.gorgias.com/app/ticket/88214

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Gorgias steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
urgent_ticket_alert.pyexample
from clickruntime import on_trigger, credentials, http, notify, state, ai, report_fetched

API = "https://northwind.gorgias.com/api"
KEYWORDS = ("refund", "chargeback", "broken")

@on_trigger
def run(event):
    auth = (credentials.secret("GORGIAS_EMAIL"), credentials.secret("GORGIAS_API_KEY"))
    last_id = state.get("last_id") or 0
    tickets = [t for t in http.get(f"{API}/tickets", auth=auth, params={"limit": 50, "order_by": "created_datetime:desc"}).json()["data"]
               if t["id"] > last_id]
    report_fetched(len(tickets))
    if not tickets:
        return {"new": 0}
    urgent = 0
    for t in tickets:
        msgs = http.get(f"{API}/tickets/{t['id']}/messages", auth=auth).json()["data"]
        text = f"{t.get('subject', '')} {msgs[0].get('body_text', '') if msgs else ''}"[:1500]
        hit = any(k in text.lower() for k in KEYWORDS)
        if not hit:  # catch paraphrases like "money back" or "arrived cracked"
            hit = ai.generate(f"Ticket: {text}\nIs this about a refund, chargeback or broken item? Answer yes or no.",
                              max_output_tokens=5).text.strip().lower().startswith("yes")
        if hit:
            urgent += 1
            notify.slack(f":rotating_light: {t['customer'].get('email')}: *{t.get('subject')}*\n"
                         f"https://northwind.gorgias.com/app/ticket/{t['id']}", channel="#support-urgent")
    state.set("last_id", max(t["id"] for t in tickets))
    return {"new": len(tickets), "urgent": urgent}

FAQ

Common questions

Does it only match exact words?
The keyword list catches the words you give it. With AI classification on, tickets that mean the same thing in different words, such as I will call my bank, can also be flagged. You can edit that list as new phrases appear.
Will the alert show the ticket content?
The post includes the customer name, subject and a link to the ticket, and a short excerpt can be added. Keeping the message brief means it works well on a phone notification. Links go straight to the ticket in Gorgias.
How soon after a ticket arrives will I be told?
The check runs on its schedule, so the delay is up to one interval. A shorter interval means faster alerts. It is polling, so it is a few minutes, not instant. Setting a shorter interval makes alerts faster, though never truly instant.
What permissions does it need?
read. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Get alerted to refund and chargeback tickets” from your assistant

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