Welcome Message Troubleshooting Playbook

Summary

This playbook is for fast incident response when welcome automation stops working or underperforms. For operators, this page should be used as a decision surface, not only as a UI form. Always pair page actions with downstream validation in the relevant live workflow.

What this page is for

• Resolve incidents faster.
• Avoid random edits under pressure.
• Create consistent support handoff notes.

Before you start

• Capture exact failing step.
• Record visible error/toast text.
• Confirm selected bot and channel scope.

Step-by-step workflow

1. Classify incident: access, code generation, linking, or delivery.
2. Validate prerequisites (bot + plan).
3. Re-run only the failing step with fresh state.
4. Verify list and stats updates.
5. Run one controlled join request test.
6. Document outcome and residual risk.

Key states and error handling

• Most failures map to prerequisites or stale link-code flow.
• UI toasts provide reliable first diagnosis hints.
• Stats lag should be distinguished from total failure.

Best practices

• Fix one variable at a time.
• Avoid changing multiple channels simultaneously during incident.
• Escalate with precise timestamps and bot id.

Troubleshooting

• Access blocked: connect bot and check Starter access.
• Link code failures: regenerate and retry quickly.
• Delivery issues: revalidate full join-to-DM path end to end.
• If issue persists after one clean retry, capture exact toast/banner text, selected bot, and timestamp before escalation.

UI reference (what each control does)

• Bot selector scopes all welcome configuration and statistics.
• Link code generation is required for channel linking workflow.
• Copied code action should be confirmed before channel setup steps.
• Settings list excludes pending_detection placeholders from active view.
• Metric cards track request volume, sent DMs, approvals, and failures.
• Starter access gate can block configuration workflows.
• Recently linked channel detection should update state shortly after linking.
• Operational quality is measured by trend of failed DM rate over time.

Operator checklist (before shipping changes)

• Confirm selected bot before generating link code.
• Generate fresh code right before linking action.
• Verify channel appears in active settings after linking.
• Monitor failed DM trend daily during growth periods.
• Retest join-request path after any configuration update.
• Record bot/channel ownership for incident handoff.

Real-world scenario

DM failure rate rises while request volume is stable. The operator confirms bot scope, regenerates code, validates channel linkage integrity, and runs a controlled join request test to restore normal sent/approved ratios.

1. Identify the exact scope (bot, period, module) before any change.
2. Apply one targeted correction based on observed UI state and messages.
3. Validate outcome in the live operational flow linked to this page.
4. Document the final state so future incidents can be solved faster.