📝 The Ultimate Guide to Sending Compliant and Effective Opt-In Text Messages
When using CallingPost's Group Tools to request a text message opt-in, you have one critical opportunity to get your members subscribed and your message recognized. This guide provides the solutions to common issues and the best practices to ensure success and compliance.
🎯 Your Core Objective: Get the Member to Reply 'OK'
Regardless of how the initial message is sent, the CallingPost system requires the recipient to reply OK (or a similar affirmative keyword) to the initial text. This action completes the necessary double opt-in and converts the contact into a compliant, "textable" member.
🛑 NO REPLY, NO TEXTS: If the recipient does not reply OK to the initial text message, the system will prevent any and all further non-emergency texts from being sent to that number. The member remains "untextable" until they complete the double opt-in by replying OK.
🛠️ Section 1: Controlling the "From" Name (Sender Identity)
The most common issue is that the initial opt-in text shows an unrecognized sender name (e.g., a personal name instead of the organization's name). The solution depends entirely on the option you choose.
Option 1 (Recommended): The System Opt-In (From Group Tools)
This option is recommended for list-wide opt-ins because it uses a highly compliant, pre-formatted message.
Problem | Action to Take (The ONLY Way to Change the Name) |
The opt-in text says | You must edit your CallingPost User Profile (First and Last Name) to the desired name. |
Step-by-Step Profile Edit:
Log in to your CallingPost Account.
Navigate to your Profile or Account Settings.
Edit the First Name field to be the desired organization identifier (e.g.,
Baseball League).Edit the Last Name field to be the desired role or department (e.g.,
Admin).Save your Profile changes.
The next time you send the system opt-in, the text will display: (Baseball League Admin) sent you a text...
Option 2: The Custom Message Opt-In (From Message Library)
If you are using a message created in your Message Library, you have direct control over the sender name.
Problem | Action to Take |
The text message needs to come from | When creating or editing your message, delete the existing name in the "From Name" box and replace it with |
🚀 Section 2: Best Practices for Maximizing 'OK' Replies
The goal is to eliminate hesitation and assure the member the text is legitimate. Use these strategies to maximize your opt-in rate.
A. The "Pre-Text" Communication (The Context Setter)
An unexpected text is often deleted. An expected text is an alert.
Send an Email/Post/Notice 24 Hours Beforehand: Use an established channel (like email or social media) to explain what is coming and that the member must reply OK.
Example Language: "Please note: You will soon receive a text from (The Sender Name you set in Section 1) asking you to confirm your subscription. It is critical that you reply OK to that message to begin receiving urgent updates like weather cancellations and schedule changes. If you do not reply OK, you will not receive our texts."
B. Optimal Timing for Engagement
Send the request when the recipient is most likely to be engaged, and always within legal hours.
Avoid Quiet Hours: Never send any text message before 8:00 AM or after 9:00 PM in the recipient's local time zone (a strict TCPA requirement).
The Prime Engagement Window: Send the opt-in request between 10:00 AM and 5:00 PM on a weekday. This avoids the spam feeling of late-night or early-morning junk texts.
C. The Double Opt-In Flow
This simple process is your protection. Ensure your initial sign-up process (before the text is sent) includes basic compliance language.
Compliance Requirement | CallingPost System Behavior | Your Client's Responsibility |
Prior Consent | Assumes the member provided their number. | You must have collected the number with clear disclosure that they would receive an initial text message. |
Clear Opt-Out | The system automatically includes | Always adhere to the one-time opt-out rule. |
Value & Frequency | The initial opt-in is generic. | Use the system's Confirmation Message (the text sent after they reply OK) to deliver immediate value and re-state the benefits (e.g., "Thanks! You are now subscribed to only urgent weather alerts. Reply HELP for info."). |
Final Recommendation Summary
The most effective, compliant solution to send your one-shot opt-in request is to follow these steps:
Edit your CallingPost User Profile to your most recognizable organization name (e.g.,
[Team] Coach).Send a Pre-Opt-In Email explaining the upcoming text and the required
OKreply.Use the System Opt-In from the Group Tools during the optimal time (10 AM - 5 PM).
This strategy maximizes the chance that your members will recognize the sender, understand the action required, and successfully join your text list.