Welcome to CareResponse — Let's Get Started

Complete the form below to begin your system setup. We'll collect everything we need to configure your inquiry response automation, workflows, and calendar booking.

What you'll provide:

• Your business name, address, and contact information

• Your lead sources (website forms, directories, Facebook, etc.)

• Your consultation preferences (duration, availability, who takes calls)

• Your booking links (English and Spanish)

• Your email signature and brand assets

What we'll build:

• Instant inquiry response (SMS and email)

• Automated follow-up sequences

• Consultation booking calendar

• Past lead reactivation campaigns

• AI Voice Receptionist (if selected)

• Chat widget for your website (AI-powered, multilingual)

• Instant Call Connect — connect hot leads to your team immediately

• Conversation AI — automated chat responses on your website and SMS

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 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]

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:

Would you like us to reactivate past inquiries? *

Yes

Do you have a list of past inquiries you'd like us to import into your system? *

Yes

Upload Your Past Inquiry List (CSV, XLSX or XLS preferred)

XLSX, XLS or CSV At minimum, include: First Name, Email address or phone number (at least one) Recommended fields: Last Name, Inquiry Date, Notes, Service Requested and Status. If you're unsure how to export your list, we'll help you during onboarding. Don't have your list yet? No problem. You can send it to us after onboarding and we'll import it before your system goes live.

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 should the consultation be called? *

If families can choose multiple consultation types, which options do you offer? *

Please provide the booking calendar URL for each language you currently have available.

If you do not currently have booking calendars for all of your selected languages, would you like us to create them for you?

Yes, please create booking calendars for the languages selected above.

No, we will provide our own booking calendars after setup.

If yes, what days/times are available for consultations and how long should the consultation be?

(We will configure this in your calendar settings)

Would you like us to use photos of your organization on your booking pages?

Yes

No, use professional stock images

If yes, please upload up to 5 high-quality photos that best represent your organization.

Click to upload

PNG, JPEG or JPG ( max 20MB Files )Caregivers Team members. Office or community Residents and activities (with permission) Company vehicles.

Standard Setup includes English and Spanish. If you require additional languages, please let us know before implementation. We'll review your requirements during onboarding and confirm whether any additional setup is needed.

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

Do you want AI to answer:

immediately

only after missed/no answer

What is the booking link for your consultation calendar?

Example: https://calendly.com/yourname/consultation

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 7: 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)

Please provide the full URL to your Privacy Policy page *

example: https://youragency.com/privacy-policy

Please provide the full URL to your Terms of Service page *

example: https://youragency.com/terms

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 8: 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 provide your brand colors (hex codes preferred): *

If you don't know your hex codes, just describe your brand colors and we will match them.

Please upload your logo and any brand assets you'd like us to use during setup. *

PDF, PNG, JPEG, JPG, XLSX, XLS, CSV, DOCX or DOC ( max 20MB Files )Company logo (PNG, JPG or SVG if available). Brand guidelines. Company brochure. Service guide. FAQ document. Marketing materials. Any other branding assets.

What happens today when a new inquiry comes in?

What is your #1 goal with this system?

What happens next:

• We'll review your business information, lead sources, and preferences.

• We'll send you a link to book a quick call to purchase your phone number and complete identity verification.

• We'll configure your workflows, funnels, email templates, and calendar. We'll also set up your AI Voice agent (if selected).

• You'll receive instructions to add DNS records for email deliverability and branded links.

• Once DNS propagates, we'll activate your system. You'll receive a "System Live" notification with your Quick Reference Guide.

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