How to handle customer complaints in Bubble

The simplest way to handle customer complaints in Bubble is to create a Complaint data type, show users a form to submit a complaint, and trigger backend workflows to notify your support team and track the complaint’s status (like “Open”, “In progress”, “Resolved”). Bubble’s database + backend workflows + privacy rules give you everything you need to make this reliable and safe.

Data structure

Create a data type named Complaint with these fields:

• User (User) – who submitted it
• Message (text) – complaint details
• Status (text) – store values like “Open”, “In progress”, “Resolved”
• Created date (date) – auto-created by Bubble

Submission workflow

Place a form on a page (usually a popup). When the user clicks “Submit complaint”, run a workflow:

• Create a new Complaint with fields set from the user’s input
• Set Status = “Open”
• Trigger a backend workflow to send an email or webhook to your support tool

// Backend workflow: "complaint_notification"
// Action: Send email
Subject: New Complaint
Body: Complaint ID: <insert dynamic Complaint's unique ID>

Admin management

Create an admin page with a repeating group showing Search for Complaints. Add controls for:

• Change Status (Dropdown: Open / In progress / Resolved)
• Reply to User (Optional email action via Send Email)

Privacy rules

In Privacy tab, create a rule:

• When Current User is This Complaint’s User → allow view
• Admins (define with a yes/no field on User) → allow view & modify

This prevents users from seeing other people’s complaints.

Optional automation

• Trigger a backend workflow to auto-close after X days with no admin response
• Send user a follow-up email when status changes (workflow: When Complaint’s Status is changed)