Last Updated: January 1, 2026
Why this page exists
Insurance Snapshot for GHL is a GoHighLevel automation product for licensed U.S. insurance agencies and GHL agencies serving insurance clients. The snapshot ships with two-way SMS, AI receptionist, AI outbound caller, and lifecycle email workflows. This page describes how those communication features are configured and how we expect agencies running the snapshot to use them.
1. Express written consent
Every web form included in the snapshot — quote request, contact, demo booking, document upload, claim status, payment update — captures express written consent above the submit button. The consent text discloses message frequency, that messages may be marketing in nature, that standard message and data rates may apply, and explains how to opt out (STOP) and get help (HELP). The agency that installs the snapshot is responsible for retaining records of consent for the duration required by TCPA (we recommend at least 4 years).
2. STOP / HELP keyword handling
STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, and QUIT are all configured as opt-out keywords. When any of these arrives, the contact's marketing_sms_opt_in field is flipped to false and every SMS workflow checks that field before sending. HELP returns a short reply pointing the contact to [email protected] and offering a phone number for live assistance. These flows ship pre-built — do not disable them.
3. A2P 10DLC registration
The snapshot will not send compliant SMS at scale without A2P 10DLC registration. We file the registration on your behalf during your 10 dedicated support hours. We do not charge extra for this — many competitors charge $150+. The registration uses your real agency entity, EIN, address, and contact info. Falsifying any of this information voids carrier compliance and exposes the agency to suspension by Twilio / the carriers.
4. AI-powered messaging
The snapshot includes AI voice (inbound receptionist + outbound caller) and AI chat (web + SMS + Facebook + Instagram). All AI personas disclose that they are an automated assistant when asked, and all AI flows are configured to triage and hand off — they will not quote rates, bind policies, recommend coverage, or otherwise practice insurance. The producer remains the licensed party of record. AI-generated SMS is subject to all the same consent and STOP-handling rules above.
5. Time-of-day windows
All marketing SMS workflows are configured to send only between 9:00 AM and 8:00 PM in the recipient's local time zone, consistent with TCPA. Transactional SMS (renewal warnings, payment-due alerts, claim status updates) are subject to the same window unless the recipient has separately opted in to off-hours alerts.
6. Medicare-specific rules (CMS)
Medicare Supplement, Medicare Advantage, and Prescription Drug Plan workflows additionally respect the CMS scope-of-appointment requirement, the cold-SMS prohibition, and the AEP (Oct 15 – Dec 7) and OEP (Jan 1 – Mar 31) marketing rules. The snapshot will not send unsolicited SMS to a Medicare-eligible contact who has not first opted in by completing a scope-of-appointment form. Final responsibility for CMS-rule adherence rests with the licensed Medicare-appointed producer.
7. PHI and sensitive data
Health insurance, life insurance, and Medicare workflows do not transmit protected health information (PHI) in plain SMS. Intake forms capture minimum necessary data and route the producer into a secure 1-1 channel for any deeper questions. The snapshot is not HIPAA-certified software and is not a substitute for a HIPAA-compliant CRM if your agency handles material volumes of PHI.
8. State Insurance Department disclosure
Some state insurance departments require the producer's name, license number, and state of licensure to appear in marketing communications. The snapshot includes a configurable footer on every email and SMS workflow that can be populated with this information. The agency owner is responsible for populating those values correctly and keeping them current.
9. Audit logs and retention
Every consent capture, opt-out, message send, and AI conversation is logged in the GHL CRM and is exportable as a CSV report for state-DOI or attorney requests. The agency is responsible for retaining these logs for the period required by state law (typically 3–7 years) and for producing them on demand.
10. Final responsibility
Insurance Snapshot for GHL provides automation tooling. The licensed insurance agency that installs the snapshot — including the producer of record, the agency principal, and the agency's E&O carrier — remains solely responsible for compliance with TCPA, state-DOI rules, CMS rules, HIPAA (where applicable), and any other law that touches insurance marketing or customer communications. We are not your compliance officer. If you need one, hire one.
Questions
Email [email protected] for compliance-related questions about the snapshot's communication features.