📋 What Is This — and Why Do You Need It?
Before AvidTrak can send text messages on your behalf, federal law requires that your company be registered with The Campaign Registry (TCR) — an independent oversight body operated by the major U.S. telecom carriers. This is a one-time setup process called A2P 10DLC compliance (Application-to-Person, Ten-Digit Long Code).
TCR will evaluate three things when reviewing your application:
Key Terms
| Term | What It Means |
|---|---|
| TCR | The Campaign Registry — the independent body that approves all business SMS campaigns in the U.S. |
| A2P 10DLC | Application-to-Person, Ten-Digit Long Code. The technical standard for business text messaging using regular 10-digit phone numbers. |
| TCPA | Telephone Consumer Protection Act — the federal law governing how businesses may contact consumers by phone and text. |
| Brand Registration | Phase 1 of your TCR application — registering your company identity. One-time $9 fee. |
| Campaign Registration | Phase 2 — registering the type of messages you plan to send. A $9/month maintenance fee applies once approved. |
| Intake Form | A web form on your website that collects visitor contact information. This is where the legally required SMS consent disclosures must appear. |
📦 Before You Start — What You Will Need
Gather the following before beginning your registration. Having them ready avoids delays mid-application.
| Item | Notes | |
|---|---|---|
| Company EIN Number | Your Federal Employer Identification Number | |
| Legal Company Name | Exactly as registered with the IRS | |
| Complete Business Address | Street, city, state, ZIP | |
| Contact Name | The person responsible for compliance at your company | |
| Contact Phone & Email | This contact will receive TCR correspondence | |
| Business Hours & Time Zone | e.g., Monday–Friday, 9 AM–5 PM Pacific | |
| Your Website URL | Must be a live, publicly accessible site | |
| Intake Form URL | Direct link to the form on your website — see Step 1 for requirements | |
| Privacy Policy URL | Must be published and specifically address SMS data collection | |
| Services Agreement URL | Must be published and accessible — no draft or placeholder pages |
- Brand Registration: $9.00 one-time fee (paid at time of submission)
- Campaign Registration: $9.00 per month once your campaign is approved
- Resubmission fee: $9.00 each time you reapply after a rejection
🔄 The Two-Phase Approval Process
Your registration happens in two separate phases. You cannot proceed to Phase 2 until Phase 1 is approved.
- Submit your company information through AvidTrak
- TCR verifies your identity against public business records
- Approval typically takes 1–2 business days
- Cost: $9.00 one-time fee
- Provide your intake form URL and consent language
- TCR's vetting team reviews your form for compliance
- Approval typically takes 5–7 business days
- Cost: $9.00/month ongoing maintenance fee
✅ Required Form Elements
TCR mandates the following elements on every intake form that collects phone numbers for SMS messaging. Your form must include all of these before you submit your Campaign Registration.
| Required Element | Where It Appears in Your Form |
|---|---|
| Privacy Policy Link | In both the mandatory consent checkbox and the SMS opt-in checkbox, as a clickable hyperlink |
| Terms of Service Link | In both checkboxes as a clickable hyperlink — labeled "Services Agreement Terms" |
| Help / Support Contact | Your support email address and phone number, for users with questions about the consent request |
| Opt-Out Instructions | "Reply STOP to opt out" in the SMS opt-in disclosure |
| Message Frequency Disclosure | "Msg frequency varies" in the SMS opt-in disclosure |
| Data Rate Disclosure | "Msg & data rates may apply" in the SMS opt-in disclosure |
| Consent Not Required Statement | "Consent is not a condition of purchase" in the SMS opt-in disclosure |
| Data Sharing Statement | "We do not sell or share...data with third parties" — in both checkboxes |
🗺️ Step-by-Step Setup Guide
You are responsible for creating and hosting an intake form on your own website. This is the form TCR's vetting team will review during your Campaign Registration. It collects your visitors' contact information and — critically — must include two specific consent disclosures detailed in Steps 2 and 3.
Key structural requirements for your form:
- Fields for Full Name, Email Address, Contact Number, and a Message box
- Two consent checkboxes below the message field — both must be unchecked by default. The user must check them manually.
- Form fields should be set as non-mandatory in your form builder. The consent checkboxes serve as the required agreement mechanism.
- The form must be live at a publicly accessible URL when you submit your Campaign Registration to TCR.
The first checkbox is a mandatory agreement to your terms of use and data policy. The user must check it before submitting the form. It must be unchecked by default.
Copy the text below exactly. Replace the placeholder with your company name, and make both "Privacy Policy" and "Services Agreement Terms" clickable hyperlinks to your published policy pages:
The second checkbox is an optional SMS consent — the user must actively choose to check it. It must also be unchecked by default. This checkbox contains legally mandated disclosure language that must not be altered.
Copy the full text below. Replace the three items shown in red with your own company information:
Also ensure that within this text, the words "Privacy Policy" and "Services Agreement Terms" are hyperlinked to your published policy pages.
Test your form thoroughly before submitting to TCR. A small issue is much faster to fix before a 5–7 day review cycle than after a rejection.
- Submit a test entry: Fill out your form exactly as a visitor would and verify all fields submit correctly.
- Verify consent capture: Confirm both checkbox selections are being recorded in your content management system.
- Test all links: Click every hyperlink in both checkboxes. Each must open a complete, working, publicly accessible policy page.
- Mobile testing: View and complete the form on a phone or tablet. The consent text must be fully readable on a small screen.
- Verify your form URL is live: Open your form URL in an incognito browser window to confirm it is publicly accessible without requiring a login.
Once your form is tested and ready, log in to your AvidTrak dashboard to begin Brand Registration. You will be asked to provide:
What Happens After You Submit
- TCR reviews your brand identity and verifies it against public business records.
- Brand approval typically takes 1–2 business days.
- Once your brand is approved, you will be prompted to submit your Campaign Registration — provide your live intake form URL at this stage.
- TCR's campaign vetting team reviews your form for compliance with all disclosure requirements.
- Campaign review typically takes 5–7 business days.
- If approved, a $9.00/month campaign maintenance fee begins. If rejected, you will be given the reason and must reapply — a new $9.00 submission fee applies each time.
⚖️ Critical Do's and Don'ts
Every phrase is legally required. Copying it verbatim maximizes your approval chance.
Users must actively opt in. TCR requires affirmative, unforced consent.
TCR reviewers will visit these URLs. They must be fully accessible and address SMS data use.
Both an email address and a phone number must appear in the SMS opt-in disclosure.
Even small changes can trigger a rejection. Use the text exactly as provided.
Pre-checked SMS consent violates TCPA and will cause immediate rejection.
Broken or empty policy links are one of the most common rejection reasons.
"Reply STOP to opt out" must appear in the SMS disclosure. This is federally mandated.
🚫 Common Rejection Reasons — and How to Avoid Them
Use this as a final checklist before you submit your Campaign Registration.
| Rejection Reason | How to Avoid It |
|---|---|
| Missing or incomplete Privacy Policy | Your Privacy Policy must be published, complete, and specifically address SMS data collection and usage |
| Pre-checked SMS opt-in checkbox | Leave the SMS opt-in checkbox unchecked by default — users must actively choose to consent |
| Missing opt-out instructions | Confirm "Reply STOP to opt out" appears in your SMS opt-in disclosure text |
| No help/support contact information | Include both an email address and a phone number in the SMS opt-in disclosure |
| Vague message frequency disclosure | Use "Msg frequency varies" to reflect that message volume is not fixed |
| Broken or non-functional policy links | Test every hyperlink before submitting and ensure pages remain accessible throughout your campaign |
| Company information unverifiable | Your Legal Company Name and EIN must exactly match your IRS registration records |
| Company name mismatch in disclosure text | The company name in the SMS consent text must exactly match the name in your Brand Registration |
🤝 Need Help?
If you have questions about building your intake form, or if you receive a rejection notice from TCR, AvidTrak's support team is here to help.
AvidTrak Support
- 📧 Info@AvidTrak.com
- 📞 (866) 223-0628
- 🕐 Monday–Friday, 9:00 AM – 5:00 PM Pacific