Enabling & Setting-up Messaging

How to enable Kalix's messaging feature (appointment and billing reminders, online forms, sharing bills, faxing and ad hoc messaging).

Updated over a week ago

This document will describe how to enable Kalix's messaging feature. Kalix's messaging feature includes:

Please click on the applicable links for further information about each feature.

Kalix allows you to send automated messages using a choice of four different methods; fax, SMS (text message), text-to-voice, and email reminders. Fax, SMS, and text-to-voice messages require the purchase of credit before use. Click here to view the pricing. Email messages are free.

Purchase Messaging Credit

To send and receive fax, SMS (text message), and text-to-voice messages, you must purchase prepaid messaging credit.

To purchase, click Purchase Credit (as shown below).

Dedicated Numbers

Kalix offers you the ability to purchase your own unique phone numbers to send and receive faxes, SMS (text messages), and/or text-to-voice messages (computer-generated voice messages). You can also port an existing number (the United States only) over to Kalix. By using a dedicated number, you will able to receive faxes and SMS messages from anyone.

Enable Messaging

To enable messaging, hover your cursor on the Messaging tab on the top menu, then click on the subsection Settings.

Under the Messaging Methods, select the messaging methods you wish to support, by turning on the switches.

Email "From" Name

If you choose to send email messages, you will need to specify the name of the email 'sender' that clients and contacts will see. This could be your practice name or your individual name.

Custom Email Address (Virtual Practice & Virtual Plus Packages Only)

Kalix now offers the ability to create a personalized email address for your Kalix account to use. We recommend using your practice's/organization's name.

  • A pre-defined domain is used - @email.kalixhealth.com.

  • You can add a personalized prefix to the domain.

Accent (Text-to-Voice)

You are able to specify the accent and gender of the text-to-voice message voice. Just click on the field and make your selection.

Default Messaging Methods

Under the Default Messaging Methods section, you must choose your preferred messaging methods that are automatically assigned to new clients and contacts (unless specified otherwise.)

Important Note - Update Existing Clients

If this is the first time you have enabled messages, clients you have already created will have the message method - none/do not send messages, assigned against their Details page. Select the Update Existing Clients button to change all clients' messaging method to the default selected.

Note: If you do not select this button, Kalix will keep clients' previously selected messaging method.

Individual Client Messaging Methods

Kalix automatically assigns new clients with your default messaging methods.

For an individual client or contact, Kalix allows you to change the messaging methods from the default to other methods.

If you do not wish for an individual client to receive any automated messages, unselect or don't select any method as their messaging method against their Details page.


Kalix's Opt-in feature sends your clients and contacts an authorization message, requiring their consent before receiving any messages (with the exception of fax).

Opt-in messaging helps make sure your clients and contacts only receive messages they have authorized from you. Kalix's Messaging Opt-in feature offers extra security for both you and your clients and ensures that all communications meet HIPAA compliance standards.

Opt-in Is Method Specific

Opt-in is method specific i.e. if a client or contact is to receive both email and SMS messages from you, they will need to opt-in using both email & SMS separately.

Note: If a client has both email and SMS for messaging methods and they opt-in via email but not via SMS or vice versa, you will still see the Opt-In button in Kalix shown in red. It will only turn green if both methods have been opted in.

Clients can also Opt-In via the online scheduler

When the clients book their first appointment via the online scheduler, they will be prompted to Opt-In. They will also be required to agree to Kalix's Client Privacy and Policy prior to booking the appointment.

The Automatic Sending of Opt-in Messages

Opt-in requests are sent out automatically once the client or contact's first communication is due to go out (usually a client's appointment notice). Any recipient who hasn't given their explicit permission via an "opt-in" request will not receive any messages using that method of communication via Kalix.

Note: If you make changes to the email or phone number on a client's profile, you will need to send the Opt-In again. You will do this by going to the messages in the client's profile and clicking Send Opt-In.

Resending Opt-in Messages

While opt-in messages are only automatically sent out once, you are able to manually resent them via the Messages tab of the client's or contract's file.

What if the recipient doesn't accept the opt-in request?

If the recipient does not accept the opt-in request, they will not be able to receive any messages via Kalix using that messaging method. To ensure that all communications are delivered, make sure the recipient has accepted the opt-in request.

Disabling Opt-in

To disable opt-in, navigate to the Messaging Details page and un-select the Enable Opt-in.

Modifying the Opt-in Message

You are able to modify the default opt-in message by selecting the applicable expand icon.

To modify the SMS message template for the Opt-in, click on edit message templates and then select SMS.

Email Opt-In Landing Page (Optional)

If you choose to send email messages, you have the option to specify the web address your clients and contacts are directed to, once they have opted-in to receive email reminders.

If you choose not to specify a particular web address, clients and contacts will be directed to the default opt-in message page.

Automated Messages

Under the Automated Messages section, select the type of automated messages you wish to send. They are sent via the client's default messaging method.

Appointment Notices

Appointment Notices are sent when you create or confirm a new appointment, as well as after you edit an existing appointment's details.

Appointment Reminders

Appointment reminders notify clients of upcoming scheduled appointments. Kalix allows you to choose when they go out.

Send Appointment Reminders allow you to specify the number of days before an appointment, to send the reminders. Enter the number of days in the applicable field e.g. if you enter 2 in this field, Kalix will send appointment reminders 2 days before each appointment.

Stop Appointment Reminders tells Kalix what to do if you schedule last-minute appointments, i.e. you book an appointment, but it's already past the time when the appointment reminder is sent.

  • Enter 1 to send reminders for appointments scheduled up 24 hours before the appointment date.

  • Enter 0 to always send appointment reminders, even if the appointment is scheduled for the current day.

Bill Reminders

Reminds clients to pay for unpaid invoices/bills. Reminders are sent based on invoice/bill due date. You are able to enter the number of days before the due date, that you want the message sent.

Late Payment Notices

Late payment notices are sent to clients requesting them to pay overdue invoices/bills. Late payment notices are sent based on invoice/bill due date.

You can enter the number of days after the due date that you want the message sent Enter 0 days to send the message on the same day that the payment is due.

Skip Weekends

Kalix offers you the choice of avoiding sending automated messages during the weekend (Saturday and Sunday). Click on the tick box to select this feature.

Shared Documents Message Templates

Customize the email, SMS, and text-to-voice message associated with multi-shared documents via the Messaging Settings page.

Select edit Message Templates under the Shared Documents Message Templates section of this page.

A pop-up window will appear. Choose whether you wish to modify the email, SMS (text message), or text-to-voice message template.

Make your desired changes to the message template and click save.

Note: the auto text field Link (Required) must be included somewhere in the message template. This auto text field is where Kalix will add the secure link and code that the recipient uses to access the shared documents.

One Additional Task - Setting-up your Automated Message Templates

One additional step is to customize your automated message templates. Using merge fields, Kalix will fill each message with the client-specific information before sending it. For more information please click on the below links.

Did this answer your question?