{"id":27515,"date":"2020-03-26T13:18:53","date_gmt":"2020-03-26T13:18:53","guid":{"rendered":"https:\/\/www.proprofs.com\/c\/?p=27515"},"modified":"2025-09-25T08:00:38","modified_gmt":"2025-09-25T08:00:38","slug":"handle-multiple-customers","status":"publish","type":"post","link":"https:\/\/www.proprofschat.com\/blog\/handle-multiple-customers\/","title":{"rendered":"How to Handle Multiple Customers at the Same Time"},"content":{"rendered":"\n<p><i><span style=\"font-weight: 400;\">Hello? Yeah, hi. I was trying to purchase one of your products online and submitted my card details. I see a deduction but I haven\u2019t received a confirmation from your end. Could you please look into this and let me know if my order has been confirmed?<\/span><\/i><\/p>\n\n\n\n<p class=\"has-text-align-right\"><i><span style=\"font-weight: 400;\">Yes, sure. Is it okay if I put your call on hold?&nbsp;<\/span><\/i><\/p>\n\n\n\n<p><i><span style=\"font-weight: 400;\">Yeah.&nbsp;(thinks for how long this is going to stay on hold)<\/span><\/i><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Thanks to live chat, the \u2018call on hold\u2019 mode during a support request doesn\u2019t daunt anymore.<\/span><\/p>\n\n\n\n<p>Customers prefer and look for an immediate response to their questions. That\u2019s exactly why you have a technology like live chat in place. But sometimes it becomes a tedious task for your support team to manage multiple customers at the same time.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Problems_Operators_Can_Encounter_When_Managing_Multiple_Customers\"><\/span><strong>Problems Operators Can Encounter When Managing Multiple Customers<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><i><span style=\"font-weight: 400;\">Did you know that in 2018, customers spent an average of <\/span><\/i><a href=\"https:\/\/www.proprofschat.com\/blog\/live-chat-statistics\/\"><i><span style=\"font-weight: 400;\">713 seconds<\/span><\/i><\/a><i><span style=\"font-weight: 400;\"> (or 11 minutes and 53 seconds) on live chats?<\/span><\/i><\/p>\n<\/blockquote>\n\n\n\n<p><span style=\"font-weight: 400;\">Your customers won\u2019t mind spending time with your operators when they are getting their desired solution to the problem. <\/span><\/p>\n\n\n\n<p><strong>Customers did not like it when they:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Wait for too long<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Are addressed as another customer<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">See that no operator was available to take up their chat<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Leave without a solution<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">And as a business owner, you wouldn\u2019t like to face such troubles yourself.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">But imagine, your operators are dealing with multiple customers at the same time &#8211; every day. And, unfortunately, these are some of their biggest roadblocks when managing many chats in one go.<\/span><span style=\"font-weight: 400;\"><br><\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1.&nbsp;Confusing Customer Pain-points<\/strong><\/h3>\n\n\n\n<p>Well, this one tops the list of problems an operator can encounter while handling multiple clients via live chat.<\/p>\n\n\n\n<p><strong>Imagine an operator interacting with five customers at the same time. He has to make sure that all:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Receive instant response<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Are engaged constantly&nbsp;<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Receive instant resolution<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Are routed to the right department, in case their issue needs more insights from the experts<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">But that\u2019s not all. Operators can also end-up confusing one issue with another because they can encounter similar questions from different customers at the same time.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">So, ensure that your operators have the <strong><a href=\"https:\/\/www.proprofschat.com\/blog\/best-live-chat-software\/\">best possible live chat software<\/a><\/strong> that helps them distinguish between their visitors. For example, ProProfs Chat has an interesting interface for the operators. It looks something like this:<\/span><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.proprofs.com\/c\/wp-content\/uploads\/2020\/03\/Live-chat-visitor-monitoring.jpg\" alt=\"Live chat visitor monitoring\" class=\"wp-image-28650\"\/><\/figure>\n<\/div>\n\n\n<p><strong>Here the operator can see details like:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">The pages scanned by visitor<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">The current page they are looking at<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">The page they landed on<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Their email address<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Where they are from<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">And that\u2019s not all. With a <a href=\"https:\/\/www.proprofschat.com\/blog\/live-chat-support\/\">live chat support<\/a> tool like ProProfs, you can even see what a visitor may type. That means your operators can predict what the customer may ask or say next. This way you give operators the perfect amount of time to come up with the best possible answer.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">In a nutshell, your operators are less likely to make any mistakes like confusing one customer problem with another.<\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Making Visitors Wait too Long for Resolution<\/strong><\/h3>\n\n\n\n<p><span style=\"font-weight: 400;\">Apparently, 42% of consumers prefer <a href=\"https:\/\/www.proprofschat.com\/blog\/add-live-chat-to-website\/\">live chat on websites<\/a> because they don&#8217;t have to wait on hold.<\/span><\/p>\n\n\n\n<p><strong>But when managing multiple customers, your operators might end up making them wait. And this can result in:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Customers becoming impatient and leaving during an ongoing chat<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Customers leaving bad reviews about their customer service experience with your brand<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Customers leaving your brand for other options in the market to get better service experience<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">If anything, as business owners, you should understand that <\/span><a href=\"https:\/\/www.proprofschat.com\/blog\/customer-service-statistics\/\"><span style=\"font-weight: 400;\">66% of adult customers<\/span><\/a><span style=\"font-weight: 400;\"> feel that valuing their time is the most important thing a company can do to <a href=\"https:\/\/www.proprofschat.com\/blog\/delightful-customer-service\/\">provide good online customer experience<\/a>.<\/span><\/p>\n\n\n\n<p>So, I\u2019d suggest you start monitoring the average response time to see how fast your operators are to provide an answer to customers in real-time. For example, <a href=\"https:\/\/www.proprofschat.com\/reports-and-analytics\/\">ProProfs Chat has a detailed report section<\/a> that highlights this metric and allows you to take actions to improve it effectively.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.proprofs.com\/c\/wp-content\/uploads\/2020\/03\/Live-chat-average-response-time.jpg\" alt=\"Live chat average response time\" class=\"wp-image-28651\"\/><\/figure>\n<\/div>\n\n\n<p>As you can see in the image, we have various metrics that can help in coming up with strategies and training materials for operators on <a href=\"https:\/\/www.proprofschat.com\/blog\/handle-multiple-chats\/\">how to manage multiple chats at the same time<\/a> to cut down or reduce the customer wait time. Let them know what tactics they should use to reduce response time that ultimately results in delighted customers.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<p><strong>Read More:<\/strong>&nbsp;<a href=\"https:\/\/www.proprofschat.com\/blog\/customer-service-response-time\/\">How to Reduce Customer Service Response Times<\/a><\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3.&nbsp;Missing Out Chat Opportunities<\/strong><\/h3>\n\n\n\n<p><span style=\"font-weight: 400;\">It is not possible for your chat operators to manage chats at all times, even if they have the <a href=\"https:\/\/www.proprofschat.com\/downloads\/#tabs-2\">best live chat mobile app<\/a> in place. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\"><strong>They have other activities to take care of like:<\/strong>&nbsp;<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Coordinating with other departments to offer the best possible solution to customers online<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Reaching out to other operators or even help them in case they encounter a tough case<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Handling multiple clients via chat and call at the same time<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">But besides this, it is not possible for them to be at their seats all the time. All these factors result in operators missing out on chat opportunities. To sum things up, missing chat opportunities might make them look incompetent to you and your business in the eyes of&nbsp;the customers.<\/span><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.proprofs.com\/c\/wp-content\/uploads\/2020\/03\/Missed-live-chat-reports.jpg\" alt=\"Missed live chat reports\" class=\"wp-image-28652\"\/><\/figure>\n<\/div>\n\n\n<p><span style=\"font-weight: 400;\">To tackle this, you can divide the chat limit within all the customer support operators so that your business ends up with more sales opportunities with less support.<\/span><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.proprofs.com\/c\/wp-content\/uploads\/2020\/03\/Operator-to-operator-chat-1.jpg\" alt=\"Operator to operator chat\" class=\"wp-image-28656\"\/><\/figure>\n<\/div>\n\n\n<p><span style=\"font-weight: 400;\">Other than that, your operators can make the most out of features like operator to operator chat. It helps your operators to avoid reaching out to other team members personally and save more time. Plus, they\u2019ll get to spend substantial time on taking up new chats proactively. In short, this feature helps chat operators be more productive.<\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>4.&nbsp;Taking Time to Get Back to Original Task<\/strong><\/h3>\n\n\n\n<p><span style=\"font-weight: 400;\">This may sound very much like confusing the customer issues while managing multiple customers via chat. But it isn\u2019t.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Understand this, a chat operator is not only handling multiple customers at the same time but also taking care of various other issues.<\/span><\/p>\n\n\n\n<p><strong>Even if they have one chat going, they have to perform different other activities while providing support. These can be inclusive of:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Taking a look at the service for reference<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Taking a look at the inventory just in case the requested product is in stock<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Opening a separate window to take a look at the knowledge repository before approaching the tech department for help<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Checking online for better references on how to handle certain issues without escalating them to a support ticket<\/span><\/li>\n<\/ul>\n\n\n\n<p><strong>All these activities and more make it difficult for the operators to:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Respond faster to customer issues<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Avoid missing out on chat opportunities<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">More importantly, getting back to their original task (giving real-time support) becomes one of the biggest challenges for operators.<\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>5.&nbsp;Witnessing a Drop in Customer Satisfaction<\/strong><\/h3>\n\n\n\n<p>One of the biggest nightmares a chat operator can come across is to see a drop in <a href=\"https:\/\/www.thenexthint.com\/how-to-deliver-greater-customer-satisfaction\/10890\/\" target=\"_blank\" aria-label=\"undefined (opens in a new tab)\" rel=\"noreferrer noopener nofollow\">customer satisfaction<\/a> rate or get \u2018a not-so-good\u2019 review once a chat comes to an end.<\/p>\n\n\n\n<p>For example, with ProProfs Chat you can track the real-time customer satisfaction score and the feedback received once a chat comes to an end.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.proprofs.com\/c\/wp-content\/uploads\/2020\/03\/Customer-feedback-report-using-live-chat.jpg\" alt=\"Customerfeedback report using live chat\" class=\"wp-image-28654\"\/><\/figure>\n<\/div>\n\n\n<p>This can lower their morale and impact their productivity. Your business cannot take on both dissatisfied customers and unproductive operators at the same time.<\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Well, a drop in customer satisfaction could be the outcome of all the challenges a chat operator faces when managing multiple customers. But that doesn\u2019t mean there aren\u2019t any solutions to the challenges faced by operators.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"How_to_Manage_Multiple_Customers_Small_Operator_Handbook\"><\/span><strong>How to Manage Multiple Customers: Small Operator Handbook<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">This section is divided into three broad categories. You can see them as stages too. All focus on helping chat operators manage multiple customers at the same time. However, each stage consists of multiple suggestions that you and your operators can implement to manage multiple customers during chat support better.<\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Set Your Plan in Action<\/strong><\/h3>\n\n\n\n<p><span style=\"font-weight: 400;\">Stage one explores what your operators and admin can do to manage multiple customers at the same time. These measures will help your operators handle multiple clients even when it&#8217;s the holiday season and offer the best possible experience to an individual customer and business prospects.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">So, let\u2019s get started!<\/span><\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Understand Customer Needs &amp; Set Expectations<\/strong><\/h4>\n\n\n\n<p><span style=\"font-weight: 400;\">A very important aspect of customer support is to know your customers in advance. And tools like live chat, make it happen for the support reps. However, if the correct features aren\u2019t put to use at the right time and that too consistently, chances are that operators would feel under-prepared.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">So, here is a list of features that can help you understand your customers better and set expectations accordingly.<\/span><\/p>\n\n\n\n<h5 class=\"wp-block-heading\"><b>\u261d Pre-chat Form<\/b><\/h5>\n\n\n\n<p><span style=\"font-weight: 400;\">The first feature that I personally feel gives a hunch to operators on what the problem could be is <strong><a href=\"https:\/\/help.proprofschat.com\/how-to-add-pre-chat-forms\">pre-chat form<\/a><\/strong>. <\/span><\/p>\n\n\n\n<p><strong>With a pre-chat form, operators get the perfect opportunity to:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Understand the customer,<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Who they are, <\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Why did they approach for help,<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">And What solution operators can probably offer in different scenarios<\/span><\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.proprofs.com\/c\/wp-content\/uploads\/2020\/03\/Pre-chat-forms.png\" alt=\"Pre-chat forms\" class=\"wp-image-27539\"\/><\/figure>\n<\/div>\n\n\n<p><span style=\"font-weight: 400;\">What\u2019s more, it helps you filter potential business and spam ids effectively. That means your operators get to save time by not getting in touch with visitors who do not seem promising for the business. In short, your operators get to know the customers better. And, that\u2019s a good start for your operators dealing with multiple customers online.<\/span><\/p>\n\n\n\n<h5 class=\"wp-block-heading\"><b>\u261d Visitor Monitoring<\/b><\/h5>\n\n\n\n<p><span style=\"font-weight: 400;\">The next feature that tops my list is <strong><a href=\"https:\/\/www.proprofschat.com\/real-time-visitor-tracking\/\">real-time visitor monitoring<\/a><\/strong>. You get to learn a lot about the visitor. What\u2019s more, it helps your operators understand whether the visitor browsed your website with a purchase intent or not. And that\u2019s not all.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Operators can even identify patterns among existing customers and see what they have come looking for at your website. This ensures they never miss out on upsell and cross-sell opportunities and utilize them effectively.<\/span><\/p>\n\n\n\n<h5 class=\"wp-block-heading\"><b>\u261d Chat History<\/b><\/h5>\n\n\n\n<p><span style=\"font-weight: 400;\">Finally, in this list of features, I\u2019d like to mention chat history. This simple feature itself gives your operators a good amount of information that they\u2019ll need to understand customer pain-points and how they can set expectations without offending the customer.<\/span><\/p>\n\n\n\n<p><strong>The information they can get hold of includes:<\/strong><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\"><strong>\u2713<\/strong> Which operator did the customer have a chat with during their previous experience with the brand<\/span><span style=\"font-weight: 400;\"><br><\/span><span style=\"font-weight: 400;\"><strong>\u2713<\/strong> What product did they end up buying during their last support experience<\/span><span style=\"font-weight: 400;\"><br><\/span><span style=\"font-weight: 400;\"><strong>\u2713<\/strong> How long did it take for the support rep to resolve their issue<\/span><span style=\"font-weight: 400;\"><br><\/span><span style=\"font-weight: 400;\"><strong>\u2713<\/strong> Which links did the customer visit during their previous visit to the website<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">And, the list can go on.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">These features give you the opportunity to understand the customer\u2019s behavioral patterns. These allow your operators to set service expectations for the customers and sometimes even exceed them efficiently.<\/span><\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Use Knowledge Base to Tackle Frequently Asked Questions<\/strong><\/h4>\n\n\n\n<p class=\"has-text-align-center\"><em><span style=\"font-size: 24pt; color: #3366ff;\"><span style=\"font-weight: 400;\"><span style=\"font-weight: 400; color: #3366ff;\">\u201c<\/span>According to ProProfs, the integration of<br>knowledge base with live chat<br>can result in <\/span><span style=\"font-weight: 400;\">up to 80% drop&nbsp;<\/span><span style=\"font-weight: 400;\">in customer support tickets.<span style=\"font-weight: 400; color: #3366ff;\">\u201d<\/span><\/span><\/span><\/em><\/p>\n\n\n\n<p class=\"has-text-align-center\"><em><span id=\"The integration of the knowledge base with live chat can result in up to 80% of the drop in customer support tickets.\" class=\"twtr tweetShare\" style=\"color: #3366ff;\">Tweet this<\/span><\/em><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Well, that\u2019s probable because the integration makes it possible for you to answer some of the <strong>frequently asked questions<\/strong> before the customer initiates a chat. For example, Amazon right now has a separate FAQ section during the Covid-19 scare for its customers.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">This way they avoid taking chats for frequently asked questions and still generate awareness about their services effectively.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">This is an amazing way to keep those customers satisfied who\u2019d like to find self-help articles to save time and arrive at a decision hassle-free.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Once integrated, the customer will get to see a list of relevant articles according to the specific page inside the chat window. Thus, helping you reduce work pressure on your support operators while managing multiple clients and getting the best out of their productive time.<\/span><\/p>\n\n\n\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/e4duAZVFi-I\" width=\"700\" height=\"400\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Use Canned Responses to Never Make Your Customers Wait<\/strong><\/h4>\n\n\n\n<p><span style=\"font-weight: 400;\">I believe that next in line to help you set your plan in action is the use of <strong><a href=\"https:\/\/www.proprofschat.com\/canned-responses\/\">canned responses<\/a><\/strong>.&nbsp;<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">This is one of the easily found features&nbsp;and very helpful to operators. That\u2019s because this feature helps them carry out multiple conversations at the same time.<\/span><\/p>\n\n\n\n<p><em><b>Caution:<\/b><\/em> <i><span style=\"font-weight: 400;\">Do not overuse the feature to the limit where the customer gets a vibe that they are probably talking to a bot.<\/span><\/i><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">You can create a <a href=\"https:\/\/www.proprofschat.com\/blog\/live-chat-scripts\/\">canned response template<\/a> for multiple questions. Basically, if you do not get a <a href=\"https:\/\/www.proprofschat.com\/integrations\/knowledgebase\/\">knowledge base integration<\/a>, then the next best option for you to manage frequently asked questions is the use of canned responses. These would look something like this:<\/span><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.proprofs.com\/c\/wp-content\/uploads\/2017\/05\/Canned-responses-for-good-customer-service.png\" alt=\"Canned responses for good customer service\" class=\"wp-image-22517\"\/><\/figure>\n<\/div>\n\n\n<p><strong>The use of canned responses helps your operators to manage multiple customers as they:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Never have to respond to the same question again<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Reduce their typing effort<\/span><\/li>\n\n\n\n<li><a href=\"https:\/\/www.proprofschat.com\/blog\/zero-wait-time-in-live-chat\/\"><span style=\"font-weight: 400;\">Reduce customer wait time<\/span><\/a><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Provide instant answers<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Create constant engagement between your brand and customers<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Improve their efficiency as support operators<\/span><span style=\"font-weight: 400;\"><br><\/span><\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Think About Proactive Engagement<\/strong><\/h4>\n\n\n\n<p><span style=\"font-weight: 400;\">Another way to set your plan in action is to think about <a href=\"https:\/\/www.proprofschat.com\/blog\/proactive-customer-service\/\">proactively engaging and supporting your customers<\/a>.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Even when you are handling multiple customers via chat and might be a few seconds late to offer an answer to customers, this practice might become the saving grace for your operators and brand.<\/span><\/p>\n\n\n\n<p class=\"has-text-align-center\"><em><span style=\"font-weight: 400; color: #3366ff;\"><span style=\"font-size: 24pt;\">\u201cCustomers love it when the brand approaches them<br>before they do with their problem.\u201d<\/span> <\/span><\/em><\/p>\n\n\n\n<p class=\"has-text-align-center\"><em><span id=\"Customers love it when the brand approaches them before they do with their problem.\" class=\"twtr tweetShare\" style=\"color: #3366ff;\">Tweet this<\/span><\/em><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">That means if your operators initiate a chat with your customers on the basis of their website behavior, then they have a better chance of keeping your <a href=\"https:\/\/www.proprofschat.com\/blog\/how-to-measure-customer-satisfaction\/\">customers satisfied<\/a> and delighted with your services. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">My reason for suggesting this step is to let you know that the customers appreciate it when brands try to go the extra mile for them. And if you end up doing that, then there are chances that your customers would never leave.<\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>II. Integrate Third-party Tools to Create Your Support Ensemble<\/strong><\/h3>\n\n\n\n<p><span style=\"font-weight: 400;\">In this stage, we\u2019ll discuss how third-party tools can help you create your own support bundle. That means your operators can easily avoid missing out on support opportunities and thus keep multiple customers delighted at the same time.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Let me remind you, we\u2019ve already discussed one of the core customer support integrations, which is <strong><a href=\"https:\/\/www.proprofskb.com\/\" target=\"_blank\" aria-label=\"undefined (opens in a new tab)\" rel=\"noreferrer noopener\">Knowledge Base<\/a><\/strong>. It helps you reduce support tickets and, at the same time, helps your operators reduce their work pressure.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Other than that, we have three more integrations to talk about. So, let\u2019s take a look at them below!<\/span><span style=\"font-weight: 400;\"><br><\/span><\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Integrate Popular CRMs to Explore Upsell Opportunities<\/strong><\/h4>\n\n\n\n<p><span style=\"font-weight: 400;\">Live chat providers like ProProfs offer their users the option to integrate with third-party tools. One of the finest examples of that is the seamless integration with customer relationship management tools. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">You can integrate your favorite CRM tool with ProProfs Chat in seconds. You get options like <strong><a href=\"https:\/\/www.proprofschat.com\/integrations\/microsoft-dynamics\/\">Microsoft Dynamics<\/a><\/strong>, <strong><a href=\"https:\/\/www.proprofschat.com\/integrations\/salesforce\/\">Salesforce<\/a><\/strong>, <strong><a href=\"https:\/\/www.proprofschat.com\/integrations\/sugarcrm\/\">SugarCRM<\/a><\/strong>, and more to integrate with the live chat software.<\/span><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><img decoding=\"async\" src=\"https:\/\/www.proprofs.com\/c\/wp-content\/uploads\/2020\/02\/ProProfs-live-chat-integration-with-CRM.png\" alt=\"ProProfs live chat integration with CRM\" class=\"wp-image-26640\"\/><\/figure>\n<\/div>\n\n\n<p><strong>Let\u2019s take Microsoft Dynamics integration with live chat as an example. The two (when combined) help you:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Understand previous and existing patterns of your customers<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Capture details of potential customers<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Track purchasing patterns and identify upsell opportunities<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">With access to all this data, your operators get the option to personalize the live chat experience for individual customers efficiently. And that helps your customers pay less attention to other irrelevant issues and factors. In short, your operators get a better opportunity to create the best possible experience for your customers.<\/span><\/p>\n\n\n\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/nLGSzK1g8ss\" width=\"700\" height=\"400\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Integrate Help Desk to Never Miss a Support Opportunity<\/strong><\/h4>\n\n\n\n<p><span style=\"font-weight: 400;\">Another integration that can help operators handle multiple customers at the same time is that of the <a href=\"https:\/\/www.proprofsdesk.com\/best-help-desk-software\/\" target=\"_blank\" aria-label=\"undefined (opens in a new tab)\" rel=\"noreferrer noopener nofollow\"><strong>help desk software<\/strong><\/a>.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Just in case your operators miss out on a chat or have an issue at hand that not only consumes time but also needs to be escalated to the technical teams, then <a href=\"https:\/\/www.proprofschat.com\/integrations\/proprofs-helpdesk\/\">integrating live chat with the help desk<\/a> is the perfect solution to all.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">In case operators miss out on a chat when they are offline or away from the system, they can find it as a ticket in the help desk software. In short, getting the opportunity to reach out to a customer along with a solution to their problem. <\/span><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Understand Your Operator\u2019s Limit to Handle Multiple Customers<\/strong><\/h3>\n\n\n\n<p><span style=\"font-weight: 400;\">This is one of the crucial stages that you and your support admin should look into. It is important to understand how many chats a customer support rep can actually manage.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">You can determine this by keeping track of their individual report. Exactly, their <a href=\"https:\/\/help.proprofschat.com\/operator-performance-reports\"><strong>individual reports<\/strong><\/a> <strong>and timesheets can help you understand their limit to manage chats.<\/strong> But do make sure that you do not end up putting more pressure on the one who has been performing well for a while and receives great reviews from your customers.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Instead, you can set an example of that chat operator. Let your operators learn about the practices that particular operator followed on how to manage multiple customers at the same time and ensure that every individual was delighted with the company\u2019s services. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">And once you see their reports after training, you can go back to the chat settings and based on their performances you can set their chat limit that they can comfortably manage.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Closing_Thoughts\"><\/span><strong>Closing Thoughts<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Managing multiple customers can be quite a challenge in itself for operators as they may not know the temperament of the customer. Plus, some of the customers can turn out to be confused, indecisive about a product, which may make them impatient for an answer during an ongoing chat. <\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Just imagine the combination of such customers coming together for support. Even your operators can flip out, and it can get worse if they are handling way too many of them.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">That\u2019s why you need these measures in place to help them manage multiple customers at the same time.<\/span><\/p>\n\n\n<style>#sp-ea-46729 .spcollapsing { height: 0; overflow: hidden; transition-property: height;transition-duration: 300ms;}#sp-ea-46729{ position: relative; }#sp-ea-46729 .ea-card{ opacity: 0;}#eap-preloader-46729{ position: absolute; left: 0; top: 0; height: 100%;width: 100%; text-align: center;display: flex; align-items: center;justify-content: center;}.eap_section_title_46729 { color: #444 !important; margin-bottom:  30px !important; }#sp-ea-46729.sp-easy-accordion>.sp-ea-single {border: 1px solid #e2e2e2; }#sp-ea-46729.sp-easy-accordion>.sp-ea-single>.ea-header a {color: #444;}#sp-ea-46729.sp-easy-accordion>.sp-ea-single>.sp-collapse>.ea-body {background: #fff; color: #444;}#sp-ea-46729.sp-easy-accordion>.sp-ea-single {background: #eee;}#sp-ea-46729.sp-easy-accordion>.sp-ea-single>.ea-header a .ea-expand-icon.fa { float: right; color: #444;font-size: 16px;}#sp-ea-46729.sp-easy-accordion>.sp-ea-single>.ea-header a .ea-expand-icon.fa {margin-right: 0;}<\/style><h2 class=\"eap_section_title eap_section_title_46729\"><span class=\"ez-toc-section\" id=\"Frequently_Asked_Questions\"><\/span> Frequently Asked Questions <span class=\"ez-toc-section-end\"><\/span><\/h2><div id=\"sp-ea-46729\" class=\"sp-ea-one sp-easy-accordion\" data-ex-icon=\"fa-angle-up\" data-col-icon=\"fa-angle-down\"  data-ea-active=\"ea-click\"  data-ea-mode=\"vertical\" data-preloader=\"1\" data-scroll-active-item=\"1\" data-offset-to-scroll=\"0\"><div id=\"eap-preloader-46729\" class=\"accordion-preloader\"><img decoding=\"async\" src=\"https:\/\/www.proprofschat.com\/blog\/wp-content\/plugins\/easy-accordion\/public\/assets\/ea_loader.svg\" alt=\"Loader image\"\/><\/div><div class=\"ea-card ea-expand sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" data-sptoggle=\"spcollapse\" data-sptarget=#collapse467290 href=\"javascript:void(0)\"  aria-expanded=\"true\"><i class=\"ea-expand-icon fa fa-angle-up\"><\/i> What is a Good Practice When Working With a Customer On-site?<\/a><\/h3><div class=\"sp-collapse spcollapse collapsed show\" id=\"collapse467290\" data-parent=#sp-ea-46729><div class=\"ea-body\"><p>Try reading between the lines. It means you should understand the customer\u2019s intent to visit your website and\u00a0seek help. That way, you can provide a better support experience, one that stays with them for a long time.<\/p>\n<\/div><\/div><\/div><div class=\"ea-card  sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" data-sptoggle=\"spcollapse\" data-sptarget=#collapse467291 href=\"javascript:void(0)\"  aria-expanded=\"false\"><i class=\"ea-expand-icon fa fa-angle-down\"><\/i> When is it Appropriate to Interrupt a Customer?<\/a><\/h3><div class=\"sp-collapse spcollapse \" id=\"collapse467291\" data-parent=#sp-ea-46729><div class=\"ea-body\"><p><!-- wp:paragraph --><\/p>\n<p>Just in case you are handling an irate customer or an impatient one, it is important for you to predict what they plan to say next. That is only possible if you have a live chat that shows your operators what the customer is going to type next. This gives them more time to seek an opportunity where they can ask a counter-question to get a better understanding of the customer\u2019s pain-point. Otherwise, I would say do not interrupt the customer until and unless they haven\u2019t kept their point first. This will give them the satisfaction that they were heard first and can expect an accurate solution to their problem.<\/p>\n<p><!-- \/wp:paragraph --><\/p>\n<\/div><\/div><\/div><div class=\"ea-card  sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" data-sptoggle=\"spcollapse\" data-sptarget=#collapse467292 href=\"javascript:void(0)\"  aria-expanded=\"false\"><i class=\"ea-expand-icon fa fa-angle-down\"><\/i> How to Say \u2018No\u2019 to Customer\u2019s Demands?<\/a><\/h3><div class=\"sp-collapse spcollapse \" id=\"collapse467292\" data-parent=#sp-ea-46729><div class=\"ea-body\"><p>There are various ways to politely decline or say no to a customer\u2019s request or demand. To help you do that effectively, we have prepared a list to help you out. Read our blog on how to politely say no to customers along with real-life examples.<\/p>\n<\/div><\/div><\/div><div class=\"ea-card  sp-ea-single\"><h3 class=\"ea-header\"><a class=\"collapsed\" data-sptoggle=\"spcollapse\" data-sptarget=#collapse467293 href=\"javascript:void(0)\"  aria-expanded=\"false\"><i class=\"ea-expand-icon fa fa-angle-down\"><\/i> How to Keep Track of Client\u2019s Information?<\/a><\/h3><div class=\"sp-collapse spcollapse \" id=\"collapse467293\" data-parent=#sp-ea-46729><div class=\"ea-body\"><p>You can keep track of your client\u2019s information by integrating your live chat software with a CRM platform or via their chat history with your brand. These two will help you track their previous interactions with the brand and their pains-points. Thus giving your operators an edge and helping them create a personalized experience for each individual customer.<\/p>\n<\/div><\/div><\/div><script type=\"application\/ld+json\"> { \"@context\": \"https:\/\/schema.org\", \"@type\": \"FAQPage\", \"mainEntity\": [{ \"@type\": \"Question\", \"name\": \"What is a Good Practice When Working With a Customer On-site?\", \"acceptedAnswer\": { \"@type\": \"Answer\", \"text\": \"Try reading between the lines. It means you should understand the customer\u2019s intent to visit your website and\u00a0seek help. That way, you can provide a better support experience, one that stays with them for a long time.\" } },{ \"@type\": \"Question\", \"name\": \"When is it Appropriate to Interrupt a Customer?\", \"acceptedAnswer\": { \"@type\": \"Answer\", \"text\": \"Just in case you are handling an irate customer or an impatient one, it is important for you to predict what they plan to say next. That is only possible if you have a live chat that shows your operators what the customer is going to type next. This gives them more time to seek an opportunity where they can ask a counter-question to get a better understanding of the customer\u2019s pain-point. Otherwise, I would say do not interrupt the customer until and unless they haven\u2019t kept their point first. This will give them the satisfaction that they were heard first and can expect an accurate solution to their problem.\" } },{ \"@type\": \"Question\", \"name\": \"How to Say \u2018No\u2019 to Customer\u2019s Demands?\", \"acceptedAnswer\": { \"@type\": \"Answer\", \"text\": \"There are various ways to politely decline or say no to a customer\u2019s request or demand. To help you do that effectively, we have prepared a list to help you out. 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Is it okay if I put&#8230;<\/p>\n","protected":false},"author":11,"featured_media":38724,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[223],"tags":[],"class_list":["post-27515","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-customer-support"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.4 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Handle Multiple Customers Efficiently<\/title>\n<meta name=\"description\" content=\"Discover how to handle multiple customers at once with effective live chat tips that enhance service and keep customers satisfied.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.proprofschat.com\/blog\/handle-multiple-customers\/\" \/>\n<meta property=\"og:locale\" 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