What to record when you collect birthdays and phone numbers

When someone gives you their number and birth date, write down eight things: their name, number, birth date, when they agreed, how they agreed, what they agreed to, who they agreed to hear from, and how to stop. A short record now makes your list easier to trust later.

Why keep a record at all?

A record lets you answer a simple question: how did this person end up on my list? It also helps your team send the right message to the right person. If a contact asks why they got a text, you can answer calmly and clearly.

What should the checklist include?

1. Name. Write the person's name as they gave it, so greetings are correct.
2. Phone number. Copy it exactly, and check it by reading it back if you are speaking with them.
3. Birth date. Ask for the month and day. Ask for the year only if you need it.
4. Date and time of consent. Note when the person said yes.
5. How they agreed. Note whether it was a sign-up form, a spoken yes, a paper card or a reply by text.
6. What they agreed to. Say plainly what you will send, such as birthday greetings, reminders or updates, and about how often.
7. Who they agreed to hear from. Record your organization's name as it was shown to them.
8. How to stop. Note that you told them they can reply STOP to opt out.

What can I say on a sign-up form or out loud?

Say what you will send, who is sending it and how to stop. Keep it in plain words. Here is a sentence you can adapt for a form checkbox or a spoken yes:

Furcata adds your account name at the start and a short unsubscribe line at the end of every bulk message, and both count toward the length. With them, the examples below use 2 segments each. In the US and Canada, one segment uses one credit, and every message also carries one flat messaging fee.

Yes, [organization] may text me birthday greetings and updates at this number.

If you ask out loud, note the date and the person who asked. Ask the question the same way each time, so your record means the same thing for everyone.

What should the first text say?

A short welcome confirms the sign-up and repeats how to stop. It also gives the person a chance to tell you if they did not expect the message. Here is one example:

Hi {first_name}, this is [organization]. You're signed up for birthday greetings and updates.

Furcata handles STOP and HELP keywords automatically. You still decide what your welcome says, so keep it clear and accurate.

Where do I keep these records?

Keep them where your team can find them. A spreadsheet works for a small club. Your contacts list can hold the rest, and Furcata contacts support three custom fields, which you can use for details such as the birth date or the source of the sign-up. The contacts and import guide shows how to add contacts one at a time or in bulk.

If people join through your own page, Furcata gives every account a hosted SMS sign-up page that collects name, phone and email. Consider adding the consent wording near the button, and save a copy of the wording you used and the date you began using it.

Does the length of a greeting matter?

Yes, because messages are counted in segments. In the US and Canada, one segment uses one credit. Your sample messages carry no opt-out line, because Furcata adds the unsubscribe footer to every bulk message automatically. That footer and the account-name header count toward the length, so a short English message usually uses 2 segments. A longer text uses more segments, and each message also carries one flat messaging fee, whatever its length or type. Current prices are on the pricing page, and the billing guide explains what you are charged for.

What should I do next?

Pick the checklist items you do not record today and add them to your sign-up form or your notes. Then read the consent and opt-out guide to see what counts as consent and how opt-out works.