Employee Text Message (SMS) Opt-In Form Template

Getting and using employee text message opt-ins

1. Access the template: The form is hosted on Google Forms, which means you can easily tweak it to reflect your team’s needs. Want to add your logo? Go for it. Need to include more legal language or links to your employment agreement? No problem.
2. Tailor it to your audience: Every organization is different, so feel free to adjust the form’s language to suit your communication style. We recommend giving a preview of the type of text messages you’ll be sending (like emergency alerts or shift changes) and how often employees can expect to hear from you.
3. Share it with your team: Once the form is customized, it’s ready to share. Use your usual communication channels – email, the intranet, etc. – to get the word out. Employees can easily fill out the form, and their responses will be automatically collected.
4. Track opt-ins: Google Forms makes it easy to keep track of who has opted in, so you’ll know exactly which employees have given their consent to receive text messages. You can then use that list to make sure your messages are only going to the right people.

This SMS opt-in form is designed to be simple but powerful, giving you everything you need to gather consent quickly and efficiently. Here’s what’s inside:

1. A ready-to-use template
   You don’t need to start from scratch. The form is pre-filled with fields that make the opt-in process as smooth as possible. Employees can enter their contact information and you’ll be able to track responses in real time. It’s a streamlined way to manage consent and avoid any potential compliance issues.
2. Customizable consent language
   The template includes sample consent language, but you can (and should) adjust it to match your company’s legal guidelines. Not sure what needs to be included? The form provides a solid foundation, and you can always consult with your legal team to fine-tune it.
3. Options for different message types
   Employees want to know what they’re signing up for, so the form includes customizable sections where you can outline the types of texts you’ll be sending. You might want to include categories like:
   • Emergency notifications (e.g., weather closures, safety alerts)
   • Shift schedules or updates
   • Important company news or reminders

You can easily tweak these options to fit your organization’s communication style.

1. Clear opt-in and opt-out instructions
   No one likes being bombarded with texts they didn’t agree to. A clear form makes it easy for employees to understand what they’re signing up for – and how they can opt out if they choose. Transparency is key!

Why SMS consent matters

Getting employee consent for text messaging isn’t just about ticking a legal box. It’s about building trust and ensuring that your team knows what to expect. By gathering consent, you’re creating a foundation for more effective, respectful communication. More about when it’s legal to text your employees here.

Here’s why this step is so important:

• Compliance with regulations: In most cases, consent to text (at least for emergencies) is implied by an employment agreement. But we recommend getting true buy-in by using this form! This way, you’ll ensure that you’re operating within legal guidelines and built trust by giving employees control over their comms.
• Respecting employee preferences: By offering a clear opt-in process, you’re giving team members a choice – whether they want to receive emergency alerts, scheduling updates, or something else. This helps build trust and keeps your communication efforts respectful and transparent.
• Unlocking the power of SMS: Once you have consent, you can start using SMS to reach employees more effectively. Text messages tend to have higher open rates and faster response times than email, making them ideal for urgent updates or time-sensitive announcements. With consent in place, you’re free to use this powerful tool to keep your workforce informed and engaged.

Ready to streamline your employee text messaging process? Download our SMS Opt-In Form template and start gathering consent today. Whether you’re notifying employees about important updates or sending out emergency alerts, this template will help you stay compliant while improving communication across your team.

Once your employees opt in, you’ll be able to reach them in real time – wherever they are, whenever they need information. It’s time to unlock the power of instant communication!