Welcome to CareResponse Systems

Complete your onboarding below so we can build your system correctly and get you up and running as quickly as possible.

Section 1: Basic business info

Legal Business Name *

Friendly Business Name *

Address

Street Address

City

State

Country

Postal Code

What is the main phone number you advertise to families? *

(We will use this for caller ID and call forwarding.)

Authorized Representative Name & Title *

Authorized Representative Business Email (no Gmail, Yahoo, or Hotmail) *

Authorized Representative Phone Number *

How is your business legally structured? *If you select Sole Proprietor, you do not have a Tax ID. We will register you using the Sole Proprietor A2P path instead.

Business Tax ID / EIN / BN

Required for Corporation, Partnership, and Nonprofit entities. Sole Proprietors skip this field.

Website *

Website login

Do you have a web developer? *

Yes

If yes, please provide their email address:

(We will include them on technical instructions for form embedding and DNS updates.)

What services do you NOT offer? *

What locations / geographic areas do you serve? *

What are your business hours? *

Does your agency accept Medicaid? *

Yes, for all eligible services

Yes, for specific programs only (please specify below)

No, not at this time

In the process of becoming Medicaid certified

If yes, please specify which Medicaid Waiver programs you participate in:

(Example: HCBS Waiver, Aged & Disabled Waiver, PACE, etc.)

Do you accept other forms of financial assistance (Long-term care insurance, VA benefits, etc.)? *

Yes (please specify below)

If yes, please specify:

What languages do you want your system to support? *

Other

Which language should be your primary/default language? *

What is your main call-to-action? *

Time zone *

Section 2: Email & Sender Configuration

From Name (What recipients see in their inbox) *

Hint: Use your business name as families would recognize it.

From Email Address *

info@ [yourdomain]

care@ [yourdomain]

hello@ [yourdomain]

Other:

Reply-To Email (Optional — where replies should go if different from From Email) *

Same as From Email (recommended)

Different address

Example: scheduling@[yourdomain] or admissions@[yourdomain]

Email Signature (What appears at the bottom of every email) *

Please paste your professional email signature (text or image)

Section 3: Lead handling preferences

Who should receive new inquiries? *

Primary / Authorized Representative (owner/director only)

Rotate between team members (Round Robin)

Load balance based on current workload

If rotating or load balancing, please list all staff members who should receive leads:

Full name and email address

What email should be used for lead handling? *

How would you like to receive internal notifications about new inquiries and support requests? *

24/7 (send alerts anytime, day or night)

Business hours only (alerts sent between 8 AM - 8 PM local time)

No alerts (I'll check the system manually)

How would you like to handle incoming calls? *

Keep my current number (recommended — we will forward calls and verify it for outbound caller ID)

Use a new dedicated number for tracking & automation

Not sure

If you want to keep your current number, please enter it here:

Do you want us to re-engage past leads? *

Yes

Do you have a list of past inquiries you'd like us to follow up with? *

Yes

Upload Your Past Inquiry List (CSV preferred)

XLSX, XLS or CSV Your CSV should include columns for: First Name, Last Name (optional), Email or Phone (at least one), and any other data you want to keep. If you're unsure how to export this, we can assist after onboarding.

Where do your leads currently come from? (Check all that apply) *

Other:

What directory listings are you currently on? (If any)

Do you run Facebook Lead Ads? *

Yes

Not sure

If yes, we will send instructions to add our Partner ID after you submit this form.

Google Business Profile Link

Section 4: Booking and calendar setup

Who should take consultations? *

What days/times are available for consultations? *

What should the consultation be called? *

How long should the consultation be? *

Do you currently have a booking calendar set up? *

Yes

Not sure

If yes, please provide your primary booking calendar URL

If no, we will create one for you based on your availability

Section 5: AI Receptionist Setup (Optional Add-On)

Do you want AI to answer:

immediately

only after missed/no answer

What number should AI transfer urgent calls to?

What number should AI answer?

Do you want multilingual enabled?

yes

Preferred voice?

female

male

no preference

Should AI book directly?

yes (recommended)

Should the AI answer after-hours only?

yes

Do you want calls recorded?

yes (recommended)

Maximum call transfer attempts?

Common FAQs callers ask *

Emergency disclaimer wording (optional)

Section 6: Compliance & Legal Requirements

US and Canadian carriers require businesses to meet specific compliance standards before sending SMS messages. Please provide access to or confirm the following items so we can register your messaging campaign. Website Pages (Required for SMS Registration)

Do you have a Privacy Policy page on your website? *

Yes, it's live and publicly accessible

No, I need help creating one

Not sure

If yes, please provide the URL:

Do you have Terms & Conditions (or Terms of Service) page on your website? *

Yes, it's live and publicly accessible

No, I need help creating one

Not sure

If yes, please provide the URL:

Does your Privacy Policy include language about SMS/text messaging (if you collect phone numbers)? *

Yes

Not sure / We don't collect phone numbers

We need to review how you collect consent for SMS messages. Please provide: *

The URL of any page where you collect phone numbers (contact forms, lead forms, etc.) Access to test your form (we will submit a test entry)

My SMS consent checkbox is SEPARATE from my general Terms & Conditions checkbox *

Yes

Not sure

My SMS consent checkbox starts UNCHECKED (not pre-selected) *

Yes

Not sure

My form includes language specifying: - What type of messages will be sent (e.g., appointment reminders, marketing) - How often messages may be sent (e.g., "Message frequency varies") - That message and data rates may apply - How to opt out (reply STOP) *

Yes

Not sure

Does your website clearly display your legal business name and physical address? *

Yes, in the footer or contact page

No, I need to add this

Not sure

Will an authorized representative (owner, director, or VP) be available to verify this information if requested by carriers? *

Yes

If you're unsure about any of the above, check the box below and we will audit your forms during onboarding:

I need help making my opt-in forms compliant

I confirm that the information provided above is accurate and that I will notify CareResponse Systems of any changes to my website's opt-in forms, privacy policy, or terms & conditions *

Yes, I confirm

📋 Compliance Guide for Reference: SMS Compliance Guide for Business Owners

We recommend reviewing this guide before finalizing your website's opt-in forms.

Section 7: Messaging and brand voice

What should families call your company? *

How would you describe your tone? *

Are there any words or phrases you want us to avoid?

How would you like to receive internal alerts about new inquiry alerts *

SMS (immediate, 24/7)

Email (daily digest or business hours only)

No alert (I will check the system manually)

How would you like to receive Lead Reply Alerts (when a lead responds to a message): *

SMS (immediate, 24/7)

Email (business hours only)

No alert

How would you like to receive internal alerts for Calendar Integration Issues (disconnected, missing meeting link, etc.): *

SMS (immediate)

No alert

If you selected SMS for any of the above, please confirm:

I want SMS alerts 24/7 (evenings and weekends)

I want SMS alerts only during business hours (8 AM - 9 PM local time)

Note: Standard message rates may apply. You can change these preferences at any time by contacting support.

What are your most common FAQs? *

Anything else we should know before building your system?

(Optional — e.g., "Don't send SMS after 7 PM" or "We only serve these zip codes")

Please upload any brand assets, FAQs or important documents

PDF, PNG, JPEG, JPG, XLSX, XLS or CSV ( max 20MB Files )

Upload Your Logo (PNG or JPG preferred)

Click to upload

PNG, JPEG or JPG

What happens today when a new inquiry comes in?

What is your #1 goal with this system?

• We review your submission

• We configure your system

• You start receiving and converting inquiries

If we need anything else, we’ll reach out directly.

Welcome to CareResponse Systems

Complete your onboarding below so we can build your system correctly and get you up and running as quickly as possible.

Section 1: Basic business info

Section 2: Email & Sender Configuration

Section 3: Lead handling preferences

Section 4: Booking and calendar setup

Section 5: AI Receptionist Setup (Optional Add-On)

Section 6: Compliance & Legal Requirements

Section 7: Messaging and brand voice

What happens next: