Compliance & Best Practices

📱 SMS Compliance

Templates can help you follow the rules for texting clients:

🚫 Opt-Out Instructions

Always include a way for people to stop getting texts:

Reply STOP to unsubscribe.

🏷️ Sender Identification

Let people know who's texting them:

This is {{company_name}}.

⚖️ TCPA Compliance

TCPA is a law about text messages and phone calls. Here's how templates help:

Requirement	How Templates Help
Identification	Adds your company name automatically
Opt-Out	Includes STOP instructions
Consent	Tracks that the client said it's okay to text them

📧 Email Best Practices

✍️ Subject Lines

Tip	Example
Be Specific	"Your Case Update: "
Create Urgency	"Action Required: Documents Needed"
Personalize	", Your Appointment Tomorrow"
Keep Short	Under 50 characters is best

📝 Email Structure

A good email layout looks like this:

Hi {{first_name}},

[Main message content]

[Call to action if applicable]

Best regards,
{{company_name}}
{{company_phone}}
{{company_email}}

🎨 HTML Formatting

Element	Use For
Headers	Breaking up sections
Bold	Highlighting important info
Links	Buttons or portal links
Lists	Listing multiple items

📚 Template Library

Kayse AI comes with ready-made templates you can use right away:

Available Templates

Template	Purpose
Welcome Message	Say hi to new clients
Appointment Reminder	Remind about a meeting
Document Request	Ask for missing files
Status Update	Tell the client about case progress
Payment Reminder	Ask for a payment
Review Request	Ask for a review or testimonial
Holiday Notice	Let clients know the office is closed
Form Link	Share a link to fill out a form

Using Library Templates

1. Go to Message Templates
2. Click Template Library
3. Look through the templates
4. Click Use This Template
5. Change it to fit your needs
6. Save it to your templates

🔄 Bulk Template Updates

Change many templates at the same time:

Find and Replace

1. Select the templates you want to update
2. Click Bulk Edit
3. Type the text you want to find
4. Type what you want to replace it with
5. Preview the changes
6. Hit apply

Variable Updates

When variable names change:

1. Update the variable names
2. Templates update automatically
3. Or run a bulk find-and-replace

TIP

Make templates for the messages you send most often — it saves a ton of time! You can always tweak the message before hitting send. ⏱️

✅ Best Practices

• Keep it short — Respect your clients' time with brief messages
• Personalize — Use variables so messages feel personal, not generic
• Test first — Send test messages before using them in campaigns
• Review often — Update templates to keep the info fresh
• Stay organized — Use categories so you can find templates fast
• Track results — See which templates get the best responses
• Follow the rules — Always include opt-out and company name
• Match your tone — Write in a way that fits your brand
• Include a next step — Tell clients what they should do next
• Proofread — Double-check for typos before saving