| name | monthly-helpdesk-hygiene |
| description | A recurring helpdesk hygiene audit — redundant or inconsistent tags, stale macros, mismatched agent permissions, and gaps in your rules. Use monthly or quarterly to keep your Gorgias setup clean as it grows. |
Monthly Helpdesk Hygiene Audit
Helpdesk setups rot quietly. Tags multiply, macros go unused, permissions drift, rules develop blind spots — and messy tags are exactly why your reporting stops being trustworthy. This recipe runs a structured audit so cleanup is a 20-minute monthly ritual instead of a once-a-year archaeology dig, and so the numbers you present upward actually hold up. It only suggests — you decide what to clean.
When to use it
- Monthly or quarterly hygiene ritual
- Before onboarding new agents (clean permissions first)
- When your tag list or macro library has clearly sprawled
Customize before you run
| Variable | Example |
|---|
{{STALE_DAYS}} | "90 days" — how long unused = stale |
{{SECTIONS}} | which checks to run (default: all four below) |
The workflow
Using the Gorgias MCP, run a helpdesk hygiene audit on my Gorgias account. For each section, give me a short list with a clear recommendation — don't change anything.
- Tag taxonomy. Flag tags that are redundant, inconsistently named (e.g.
return vs returns vs Return), or used on almost no tickets. Suggest merges and renames.
- Stale macros. Find macros not used in the last {{STALE_DAYS}}. For each, tell me whether to update or retire it.
- Agent permissions. Flag any agents whose permissions don't match their apparent role.
- Rule gaps. Are there gaps in my helpdesk rules that could let tickets fall through the cracks (no assignment, no tag, no routing)?
Prioritize the list: what would you clean up first, and why?
What it writes
Nothing by default — it produces a cleanup plan. Approve specific items and ask it to act (e.g. "Archive the 6 stale macros you listed").
Tips
- Pair with
weekly-voc-digest: untagged themes it surfaces are candidates for new tags here.
- Keep a running doc of what you cleaned each month — the audit gets faster every time.
- Be conservative with tag merges; check volume before deleting anything customers' history relies on.
