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 messages to clients and contacts 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 purchasing credit before use. Click here to view the pricing. Email messages are free. 

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

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

Kalix lets you 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 (in the United States only) to Kalix. By using a dedicated number, you will be able to receive faxes and SMS messages from anyone.

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

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

If you choose to send email messages, you will need to specify the name the recipients will see as the 'sender'. This could be your practice name or your individual name.

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.

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.

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

Individual Client Messaging Methods

Kalix automatically assigns new clients with your default messaging methods.

For an individual client or contact, Kalix lets you change the messaging method from the default to another method.

If you do not wish for an individual client to receive any automated messages, unselect or leave the messaging method field blank on their Details page.

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

Opt-in messaging helps ensure your clients and contacts receive only messages they have authorized from you. Kalix's Messaging Opt-in feature provides additional security for you and your clients and ensures that all communications comply with HIPAA standards.

Note: If a client has both email and SMS as 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.

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

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 via Kalix.

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

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

You can modify the default opt-in message by selecting the applicable expand icon.

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 do not specify a specific web address, clients and contacts will be directed to the default opt-in message page.

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

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

Bill Reminders

Reminds clients to pay for unpaid invoices/bills. Reminders are sent based on the 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 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.

Kalix lets you choose whether to avoid sending automated messages on weekends (Saturday and Sunday). Click on the tick box to select this feature.

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, then 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.

Let clients and contacts know you are out of the office by sending automatic message responses to new incoming email and SMS (text) messages.

Use the switch to turn on this feature. Click on Edit Message Templates to customize the automated responses Kalix sends.

​

​Note: To prevent SPAM, out-of-office messages are sent to a specific email or cell phone number at most once a day.

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