How Many Customer Support Reps Do You Need?

How Many Customer Support Reps Do You Need?

Building a dedicated team of customer support agents is not easy – especially if you are a SaaS startup or scaleup that’s doing it for the very first time. 

We’ve already gone into some detail about how a startup should structure its customer support team as it scales. Today, we wanted to answer a narrower question: how many support agents do you need to hire for your company? 

The considerations

In order to come to a conclusion about how many support agents your company will need to hire, you have to consider two main things:

  • Your product
  • Your size

Each of these two considerations can be looked at from a couple of different angles. In terms of your product, it may be necessary to consider other factors such as: 

  • What industry you operate in
  • Whether your target market consists of professionals, semi-professionals and non-professionals.
  • What product category you fit into
  • What your revenue model is 

In terms of your size, there are also several factors that come into play when deciding how many agents to hire: 

  • Your current customer base numbers 
  • Your growth projections
  • The number of customer support requests (or tickets) you receive each month
  • The number of tickets each agent handles or, if you don’t yet have customer support agents, the number of tickets other members of your team handle 

Each of these metrics is connected and you’ll need to make sure your calculations reflect that in order to accurately estimate how many support agents you’ll need to hire as you scale. 

Your product

The volume of support tickets and the time you’ll need to solve them are related to how technical your product is, what your revenue model is and how proficient your user base is. 

If you provide support for a particularly technical product, you’ll probably need more support agents than if your product was simple to use and understand.

If your target market and user base consist of professionals, your support agents will receive fewer support requests and need less time solving the ones that do come in because they’ll typically be dealing with proficient users with some understanding of the software or the broader concepts. 

Your business and revenue model also come into play when deciding how many support reps to hire, though it may not always be immediately apparent why. But consider this: if you are a SaaS product with a premium tier that entitles certain users to priority support, you may need more support agents than if your product was offered in more of a ‘one size fits all’ way. 

Your size 

A company that’s just starting out with only a few hundred active users will need a support team that looks completely different from one at a larger, more established company with thousands of users. 

Similarly, a company that’s growing exponentially will need to scale its support team a lot faster than one that’s adding more modest figures to its user base each month. 

You’ll need a good handle on certain metrics before you can say for sure how many support agents you’ll need to hire for your particular use case. We’ll explain each one below. 

The formula

In order to calculate how many support agents you need, you’ll need to use this formula: 

The number of support agents you’ll need equals the total monthly tickets divided by the average tickets per agent per month.

In order to calculate this, you’ll need to work out some figures. 

Average support tickets per month

This one’s pretty easy to figure out. 

If you use ticketing software, you can just pull metrics from there to see the volume of support tickets you receive each month. 

If you don’t have access to that and are still handling support in an informal way, you can estimate the number of support tickets you receive by reviewing how many users reach out to you with an issue through the channels you are active on, whether that’s social media, email or something similar.

User base projections

Adding a lot of new users every month? Then you’ll need to figure out your base number projections in order to understand how much your support load and customer support tickets are likely to increase the more users you add. 

Some things to consider when making this calculation:

  • What is the current size of your user base?
  • On average, what is your user base growth rate every month?
  • Are there any factors that can affect your user base growth over the next few months? New marketing campaigns, sales targets, or the like?

All of these factors will have some effect on the number of support agents you’ll need to hire. 

Average number of support tickets per user per month

Once you’ve figured out your current user base, you can divide that by the total number of support tickets to arrive at the average number of support tickets per user per month. 

And once you have that figure, you can combine it with your user base growth projections to extrapolate how many support tickets you’ll have at what you are projecting your user base will grow to. 

Average number of support tickets per agent per month

The next figure to calculate is the average number of support tickets per agent per month.  

As with the average number of tickets per month, this figure will be easy to dig up if you already have ticketing software. If you don’t, you’ll have to estimate it to the best of your ability. 

One thing to note is that, while it may be tempting to up this number because it means you’ll need to hire less support staff and will therefore save costs that way, this is a terrible way for any company to be thinking about customer support!

Keeping your customers happy should be your number one priority — especially in SaaS where a churn rate can make or break you. The more tickets you make your agents responsible for each month, the higher the chances are for subpar support interactions, more burnout on the part of your agents and more churn on the part of your customers. So make sure you are conservative when making this estimate. 

Plug the figures in 

Now that you’ve calculated all those metrics, you can plug them into the formula we gave you at the very beginning of this post: 

Number of support agents = average number of support tickets per month / average number of support tickets per agent per month

And that will give you a good ballpark figure to aim for when you start building or restructuring your support team. 

Some things to keep in mind: the context around these numbers matters. As we’ve already explained, having a really quick time to resolution and a high average of support tickets per agent per month is great on paper, but not if it’s negatively influencing customer satisfaction (CSAT) scores.

Similarly, your user base projection numbers are also crucial to consider, even though the numbers themselves aren’t plugged into the formula above. You need to build a support team for the growth you’re expecting to see, rather than the situation you find yourself in today. 

Support is hard to fix once it’s broken, so it’s crucial for companies — both new and established ones — to take it seriously and see it as more than just a cost center. When used correctly, good customer support can help you keep your existing customers loyal and bring in new users through referral traffic. 

When it comes to customer support teams, it’s important to shore up all your defenses, hire enough qualified people, and invest in them from the get-go. 

It’s one of the only surefire ways to go about building a profitable, sustainable business. 

Psst! Looking for the best customer support solution for modern technical support teams? Look no further! Here's how Fullview can help your customer support team.

Author

Shifa Rahaman

Content Marketing Manager

Contributor