Clan Intake · Helpdesk Trial

Get your business set up on the shared FreeScout helpdesk

A short form so we can wire up your own space inside the trial helpdesk system — no cost, no obligation, and nothing shared between clan members unless you choose to.

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How it works

Four steps, start to finish

1. 1You answer the questions below.How you want customers to reach you, how many people need access, and whether you'd like it on your own domain.
2. 2We build your own, fully separate instance.Not a shared system — your own database, your own login, your own domain flavor if you want one. See "Infrastructure rules" below for exactly what that means and how covering for each other still works.
3. 3You get a login and start working tickets.We'll send the link and credentials once it's ready.
4. 4Handoff is built in from day one.If you need someone else to cover for you — on leave, stepping back, whatever the reason — we just add them as another user on your own instance. No extra setup involved.

Worth knowing upfront

What this is, and what it isn't

• This is a trial — free to try, no pressure to keep using it if it's not a fit.
• Every business gets its own fully separate install — never a shared system, never shared customer records, never shared ticket numbering.
• We'll ask you to actually use it with a few real tickets so the feedback is meaningful.
• If someone on your team needs to hand over access — going on leave, for example — that's just another login on your own instance, easy to add any time.
• If you don't have a support email address of your own yet, that's fine — say so below and we'll figure out the simplest option together.

Infrastructure rules

What your customers see, and what you see

1. 1Your customers only ever see your own email address.They email your support address and get replies from that same address — nothing about where it runs or who built it is visible to them.
2. 2You and your team see your own login page — your own domain flavor, if you want it.Each business gets a unique web address to log in and manage tickets — on your own domain if you have one (e.g. helpdesk.yourbusiness.co.za), or ours if not. Customers never see this address. It's only ever given to someone standing in for you, and only once a new login has been created for that stand-in period.
3. 3The only visible mention of the tool is "powered by FreeScout."A small line on outgoing emails naming the software itself — not Makarios, not any other clan member. You can switch it off entirely in the form below.
4. 4There's no shared database between businesses — by design, not just by permission.A single shared system could, in theory, still leave a path where an admin-level account sees across every business on it — even if day-to-day agents never would. We chose not to build that path at all. Your instance is its own separate install, so there's nothing underlying it to see across, ever.
5. 5Covering for each other while someone's away still works.If another clan member needs to help with your customers while you're out, we simply add them as a normal login on your own instance for as long as it's needed, then remove them again afterward. That's actually more controlled than a shared system — access is deliberate and temporary, not built permanently into the infrastructure.

On record from the meeting

Telegram & WhatsApp integration

This came up in discussion, so here's where it stands, for reference:

Telegram — FreeScout has two official options: one that notifies your team in Telegram when a ticket is created or updated (staff-facing only), and one that turns messages sent to a Telegram bot into actual tickets your customers can use to reach you. Setup is simple and effectively free to run day to day — a Telegram bot costs nothing to create — on top of a small one-time module fee.

WhatsApp — also an official module, but worth understanding clearly: it only connects to a WhatsApp Business API account, bridged through a paid third-party service (1msg.io or Twilio) — not the ordinary WhatsApp Business app most of us use day to day for chats and groups. That means an ongoing subscription cost on top of the module fee, and a WhatsApp Business API application process to get set up. If your team currently handles customer support through regular WhatsApp groups — staff and customers together, or separate groups per customer — that's a different thing entirely from what this module connects to. Worth talking through your specific setup with us rather than assuming it's a drop-in replacement.

Your details

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