Control member closing and inactivity rules, send deleted-ticket transcripts to Discord, and inspect the archive links retained by GuildPilot.
How to manage and archive GuildPilot tickets
GuildPilot can let members close their own tickets, close inactive tickets, and publish deleted-ticket transcripts to a chosen Discord archive channel. Transcript text is not stored on the bot server; GuildPilot retains ticket metadata and a Discord archive link when available.
Before you start
- Create a staff-only Discord text channel for ticket archives.
- GuildPilot must be able to view and send messages in that channel.
- Decide how long a ticket may remain inactive before automatic closure.
Warning: Anyone who can view the archive channel can read posted ticket transcripts. Keep the channel private and apply your community's retention and access policy.
Manage and archive tickets
1. Configure closing rules per ticket type
Open Tickets → Ticket buttons and edit a type. Under Closing tickets, choose Let members close their own ticket and set Auto-close after inactive days. A zero value keeps inactivity closing off.
2. Open the Archiving settings
Return to Tickets hub and find Archiving.
3. Choose the archive channel
Enable Archive closed tickets to Discord and select Archive channel. GuildPilot requires a channel when archiving is enabled.
4. Save the ticket settings
Save the page. New closed or deleted tickets use the current archive destination when GuildPilot can publish the transcript.
5. Inspect Ticket archive
Under Ticket archive, open a ticket entry. Ticket details shows its owner, assigned user, open and close times, and Open archive when a Discord link was stored.
Recommended configuration
Use a dedicated archive channel that ordinary members cannot view. Choose an inactivity period that allows staff time to respond and members time to return.
Test the setup
- Open a test ticket from the current panel and add one fictional message.
- Close the ticket through the supported member or staff control.
- Confirm that the archive channel receives the transcript and that Open archive reaches it.
- Remove the fictional archive post if your test should not remain in retention records.
What a successful setup looks like
Closing the ticket removes the live support channel according to its lifecycle, publishes a transcript to Discord when archiving succeeds, and leaves an archive link in Ticket details.
Common problems
Archiving requires a channel
Cause: Archive closed tickets to Discord is enabled without Archive channel.
Fix: Select a current text channel or turn archiving off.
Open archive is unavailable
Cause: No Discord archive link was stored for that ticket, often because archiving was disabled or delivery failed.
Fix: Verify the archive settings and channel permissions before creating another test ticket. GuildPilot cannot recreate transcript text that was never stored.
A member cannot close their ticket
Cause: Let members close their own ticket is disabled for that ticket type.
Fix: Enable the setting when member self-service matches your support policy, or have staff close the ticket.