In Ruut, a Macro is a set of saved actions that you can run with a single click. Instead of repeating the same list of steps over and over — like assigning a team, labeling a conversation, sending a message, and changing status — you can bundle them into one Macro and run them all at once.
This guide will walk you through how to create, manage, and use Macros in Ruut.
What Is a Macro?
A Macro in Ruut is a sequence of actions — like:
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Sending a message
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Adding a label
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Assigning a team
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Adding an internal note
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Sending a transcript
…that you define ahead of time. Once you’ve saved a Macro, you can run it whenever you need to perform that same set of steps.
This saves you from having to click and type the same actions manually every time, speeding up your work and keeping responses consistent.
Why Use Macros?
Without Macros, agents often have to manually:
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Reply with the same message
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Assign the same team
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Label similar conversations
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Close or snooze tickets after identical workflows
Doing this repeatedly is time-consuming and tedious. Running a Macro lets you automate these steps with one click so you can focus on helping more customers.
How to Create a Macro
To create a new Macro in Ruut:
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Go to Settings → Macros → Add New Macro
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In the Macro setup screen, you’ll see options to add actions
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Choose the sequence of actions you want this Macro to perform
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Give the Macro a name for internal reference
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Set visibility:
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Private — only you can use it
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Public — your whole team can use it
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Click Save — your Macro is now ready to use
You can keep adding actions — the order you add them is the order they will run.
Example Walkthrough
Imagine you often get requests for a demo. For every demo request, you might:
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Assign the conversation to the Sales team
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Label the conversation Sales
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Send a message with the demo booking link
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Snooze the conversation for follow-up
Instead of doing all four actions manually every time, you can:
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Create a Macro that performs all four steps
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Save it as “Demo Request Workflow”
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Run it instantly whenever a demo request comes in
That Macro will automatically perform all actions in the order you defined
How to Run (Execute) a Macro
Once created:
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Open a conversation in Ruut
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In the right sidebar, find the Macros section
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Expand it with the plus (+) icon
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You’ll see your list of Macros — both private and public
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Click the play button next to the Macro you want to run
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Ruut will instantly perform all the actions in the Macro
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You’ll see success messages for each action as they complete
You can also preview a Macro before running it by clicking the info (i) icon.
How to Edit or Delete a Macro
If a Macro needs changes:
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Go to Settings → Macros
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Find the Macro you want to update
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Use Edit to modify its actions or name
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Use Delete to remove it completely
This keeps your list clean and relevant as processes evolve.
When to Use a Macro
Macros are most useful for:
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Standard replies your team sends often
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Multi-step workflows you repeat daily
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Adding labels and assignments consistently
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Grouping actions that should always go together
Use Macros anytime you feel like you’re doing the same steps again and again — it’s a good signal you can automate them.
Benefits of Using Macros
Save time – Perform multiple steps in seconds
Ensure consistency – Same steps every time
Reduce mistakes – Fewer manual clicks
Make training easier – New agents use the same workflows
Macros help teams standardize responses and workflows so support stays fast and reliable.
Tips for Good Macros
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Use clear names so teammates know what the Macro does
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Keep Macro actions in logical order
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Avoid making them too long — break them into focused steps
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Review Macros regularly to keep them up-to-date with your support processes