🏛️ Bulletproof Legal Compliance Guide

CRITICAL SYSTEM STATUS

SMS Time Clock System: ✅ OPERATIONAL
Twilio Webhook: ✅ ACTIVE at https://crm.smrtpayments.com/sms/webhook
Database Integration: ✅ CONNECTED
Legal Documentation: ✅ CURRENT

📱 SMS Time Clock System Compliance

1Employee Registration & Consent

Obtain written SMS consent from each employee

Provide opt-out instructions (reply STOP)

Document CTIA compliance in employee file

Active SMS Commands

Text (360) 614-7678:
• "IN" = Clock in
• "OUT" = Clock out
• "STATUS" = Check current status
• "HELP" = Command list

2Daily Operations Checklist

Monitor SMS webhook status (8:00 AM)

Review open time entries (12:00 PM)

Verify all employees clocked out (6:00 PM)

Generate daily timekeeping report (6:30 PM)

3Emergency Override Procedures

Admin Access Required

Only users with admin role can perform manual clock out, bulk operations, or emergency overrides.

🔍 Identify Issue

Employee forgot to clock out, system error, or emergency situation

🖥️ Access CRM

⏰ Time Management

Navigate to Time Management page for bulk operations

📋 Document Action

Record reason and timestamp for all manual adjustments

📢 SMS Campaign Approval Process

MANDATORY APPROVAL WORKFLOW

All SMS campaigns must be approved before deployment to ensure legal compliance and prevent regulatory violations.

1Campaign Creation & Review

Campaign Type	Approval Level	Timeline	Required Documents
Employee Timekeeping	HR Manager	Same Day	Employee Consent Forms
System Maintenance	IT Manager	24 hours	Maintenance Schedule
Payroll Reminders	Payroll Manager	48 hours	Payroll Calendar
Emergency Notifications	C-Level Executive	Immediate	Emergency Protocol

2Legal Compliance Verification

Verify all recipients have opted in

Include opt-out instructions if required

Confirm message length under 160 characters

Review content for professional language

Verify business hours compliance

3Campaign Deployment

Test Before Deployment

Always send test messages to a small group before mass deployment. Monitor for delivery issues and employee feedback.

Approved Campaign Templates

Use pre-approved templates from /var/www/html/crm.smrtpayments.com/sms-campaign-messages.txt for faster deployment.

🚨 Emergency Procedures

SYSTEM FAILURE PROTOCOL

If the SMS time clock system fails, immediately implement manual timekeeping and notify all employees within 1 hour.

1SMS System Down

🔍 Detect Issue

Monitor webhook failures, employee reports, or system alerts

📱 Notify Staff

Send maintenance message to all employees immediately

📋 Manual Backup

Implement paper/email timekeeping temporarily

🔧 System Restore

Fix issue and send "system restored" message

2Legal Emergency Contacts

Primary Legal Counsel

📞 888.810.SMRT (7678)

📧 [email protected]

Department of Labor Hotline

📞 1-866-4-USWAGE

CTIA SMS Compliance

📞 202-736-3200

3Regulatory Incident Reporting

Mandatory Reporting

Any data breach, system failure affecting payroll, or compliance violation must be reported to relevant authorities within 72 hours.

Document incident with timestamp and details

Notify affected employees within 24 hours

File regulatory reports as required

Implement corrective measures immediately

System Status Dashboard

Last Updated: September 19, 2025
Next Review: October 19, 2025
Compliance Officer: Sarah Admin
Emergency Hotline: 888.810.SMRT (7678)