SMS Consent Flow

On Time Software Systems Inc — OnTime Dispatch
Last Updated: May 4, 2026

Why this page exists (B2B context)

OnTime Dispatch is a business-to-business (B2B) software-as-a-service platform. There is no public sign-up page where members of the general public can register a phone number for SMS. End users — dispatchers, back-office staff, and truck drivers (including subhauler drivers) — are employed or contracted by transportation carriers that license OnTime Dispatch. Every account exists because an authorized administrator at a licensed carrier created it. Every phone number that enters the system enters via one of the four flows documented below.

Because the application is gated by login and not publicly browsable, this page substitutes for a publicly visible opt-in surface during regulatory review.

1. The exact consent language users see

Every opt-in surface — web activation, mobile activation, and the in-app settings toggle — displays the same consent paragraph immediately adjacent to the checkbox or toggle. The checkbox is unchecked by default. The submit / save action is disabled until the box is checked.

Both the SMS Terms link and the Privacy Policy link are live and verifiable from this page; reviewers may click them above.

2. Path 1 — Self-onboarded user accepts an emailed invitation (web)

The most common opt-in path. An administrator at a licensed carrier creates an account in the back office, the system emails the user an invitation link, and the user completes account setup themselves on the web.

2.1 The invitation email

The user receives a transactional email from no-reply@ontimesw.com with subject “You’ve been invited to OnTime Dispatch” and a one-time Accept Invitation button. The email itself does not contain a phone number field and does not request SMS consent — phone capture and consent happen only on the activation page after the user clicks through (§2.2 and §2.3 below). A specimen of the email is available on request to TCR / Twilio reviewers; we have intentionally omitted it here because it contains no consent-relevant content.

2.2 The activation page (with consent checkbox)

Clicking the link opens https://dispatch.ontimesw.com/accept-invitation?token=…. The user enters a password (and, for new accounts, basic profile info), optionally enters a mobile phone number, and — only if a phone number was entered — must check the SMS consent box before the form will submit. Users who do not wish to receive SMS leave the phone field blank; no consent is captured and no SMS is ever sent. The screenshot below is captured directly from the live application.

2.3 Submit blocked until consent is given

If the user enters a phone number but does not check the consent box, the Submit button remains visually disabled and an inline validation message immediately above it explains that consent is required to receive SMS. The user cannot complete activation in this state.

3. Path 2 — Driver added by dispatcher (admin-entered phone, double opt-in)

For drivers — including subhauler drivers — dispatchers commonly enter the driver's mobile phone number on the driver's behalf when adding the driver to the system. Because the driver did not personally enter their number on a screen, regulatory consent has not yet been established. OnTime Dispatch therefore enforces a double opt-in by SMS: no operational SMS is sent until the driver replies from their handset confirming consent.

3.1 Dispatcher enters the driver's phone

3.2 Confirmation SMS sent to the driver

The system immediately sends a single SMS to the entered phone number. This message is the only message sent to that number until the driver replies — no operational notifications are dispatched in advance of consent.

3.3 Driver replies YES from their handset

The reply is the regulatory consent record. We store the inbound message ID, the originating phone number, and the timestamp. After receiving YES, the system sends a one-time setup link the driver uses to create their account password and finish onboarding.

3.4 STOP at any point cancels the entire flow

If the driver replies STOP instead of YES (or at any later point), no consent record is created (or any existing one is revoked), no operational SMS is ever sent to that number, and a single one-time confirmation message is sent acknowledging the opt-out — as required by the major U.S. carriers.

4. Path 3 — Existing user toggles SMS on in account settings

Any user who declined SMS at activation, or who initially had no phone on file, can grant consent later from inside the application at Settings → Notifications. The Mobile SMS panel shows a phone field, the same verbatim consent paragraph from §1 with an unchecked checkbox, and an Enable SMS button — the button only activates once a phone is entered and the consent box is checked. Below the panel, per-category preferences (Alert, Billing, Compliance, CRM, …) gate which subjects can use the SMS channel; SMS sends are blocked unless both the consent ledger row and the category toggle allow it.

5. Path 4 — Mobile driver app (Flutter)

The OnTime Dispatch mobile driver application (iOS and Android) is built to a written specification that mirrors the web activation flow shown in §2: the same verbatim consent paragraph, the same unchecked-by-default checkbox, the same blocking Continue button, and the same server endpoint (POST /api/notifications/sms/self-consent with a mobile_activation_form mechanism) that records the consent ledger row server-side. A driver completing setup on a phone sees the consent text adjacent to the SMS opt-in toggle; setup cannot complete with the toggle on and the consent box unchecked. Pixel-matched mobile screenshots will be added here when the mobile app reaches general availability; in the interim, reviewers can inspect the web equivalent (§2.2) and the API contract documented in §7.

6. Opt-out and HELP behavior

STOP / UNSUBSCRIBE / CANCEL / END / QUIT

A reply of any of these keywords (case-insensitive) to any OnTime Dispatch number immediately and irreversibly revokes consent for that handset. The system writes a revocation record (timestamp, inbound message ID, keyword used), flips the in-application SMS toggle off, and sends a single confirmation message:

No operational SMS is sent to a revoked number under any circumstance until the user explicitly re-grants consent through one of the four paths above.

HELP / INFO

7. Where consent is stored and what we record

Each grant of consent writes one row to a dedicated TCPA/CASL consent ledger table in the customer's tenant database. Each row records, at minimum:

• Recipient identity — the internal employee or user record the consent is bound to.
• Channel — SMS, distinct from email, push, or in-app consent.
• Consent timestamp — the UTC moment the user clicked the box, sent the YES reply, or toggled the setting.
• Consent mechanism — one of web_activation_form, sms_double_opt_in, settings_toggle, or mobile_activation_form.
• Proof reference — for web/mobile, the activation token id; for SMS double opt-in, the inbound Twilio Message SID; for settings, the audit-log id.
• Audit metadata — IP address and user-agent (web/mobile paths), the verbatim consent text shown, and the form version, all stored as structured JSON for later reproduction.
• Revocation — when consent is revoked, the same row is updated with the revocation timestamp, mechanism, and (for SMS) the inbound message id; the original grant fields are preserved for audit.

The notification dispatch pipeline checks this ledger before every SMS send. A send to a recipient with no active consent row for the SMS channel is blocked at the dispatcher and never reaches the carrier.

8. Related policies

• SMS Terms of Service — full program description, message frequency, opt-out keywords, supported carriers.
• Privacy Policy — how phone numbers and SMS metadata are handled. Mobile phone numbers and SMS opt-in data are never shared with third parties or affiliates for marketing purposes.
• End User License Agreement — terms of use for the OnTime Dispatch platform.

Contact

On Time Software Systems Inc
1174 Via Verde, Ste #1008
San Dimas, CA 91773-4401
Email: support@ontimesw.com
Phone: (909) 970-3905
Website: www.ontimesw.com