Before Voice AI places an outbound call, Aesthetix CRM runs a pre-call compliance scan to confirm the contact has given valid opt-in consent to receive AI-powered voice calls. The consent engine recognizes opt-in collected across several places in your account—Forms, Surveys, Appointment Forms/Calendars, and Facebook Lead Forms. This article explains how consent is captured, evaluated, and audited, how to configure each asset type so it collects the right data, and how to troubleshoot calls that are blocked for missing consent.
For broader policy guidance on messaging consent, opt-outs, and HIPAA/TCPA obligations, see the Compliance collection. This article covers how Voice AI checks consent inside Aesthetix CRM; it is not legal advice—consult your own counsel for jurisdiction-specific requirements.
Note on PHI: Don't enter protected health information (PHI) into Voice AI. AI features aren't approved for processing PHI — use them for productivity, communication, scheduling, and engagement, not to store or process medical records. See the HIPAA Compliance guide for details.
Voice AI performs a pre-call compliance scan to determine whether a contact has provided valid opt-in consent for voice calls. The consent engine looks beyond standard Forms and also recognizes consent captured via Surveys, Appointment Forms/Calendars, and Facebook Lead Forms. Understanding how consent is stored, evaluated, and surfaced in logs lets your team confidently automate compliant outbound calling.
Why this matters for your practice:
Broader coverage: Consent found in Forms, Surveys, Appointment Forms/Calendars, and Facebook Lead Forms is recognized before a call is placed.
Fewer false blocks: Valid opt-in from any supported asset allows eligible calls to proceed.
Centralized compliance: Pre-call validation reduces manual reviews and keeps workflows moving smoothly.
Better auditability: Source and timestamp visibility make reviews and investigations faster.
These are the asset types the system checks before dialing. Knowing every source that contributes to the pre-call decision prevents confusion and rework.
Forms
Surveys
Appointment Forms/Calendars
Facebook Lead Forms (configured in Meta Business Suite, then mapped in Aesthetix CRM)
Tip: Use consistent consent language across all assets to produce predictable allow/block outcomes.
Clear criteria prevent misinterpretation and help your team standardize consent language across every asset.
A clear, affirmative action (such as a checked box) indicating consent to receive voice calls.
Displayed consent text that references voice calls specifically—avoid vague or bundled language.
A timestamp, and when available, submission details such as IP address and user agent.
The consent submission must be associated with the contact and the phone number you intend to call.
Language that is region-agnostic and adaptable to your legal framework. Consult counsel for jurisdiction-specific requirements.
Following a clear setup sequence ensures your assets collect the right data and that Voice AI can evaluate it reliably before dialing.
Navigate to an existing form or create a new form.
Click the settings icon to edit the consent information.
Add a required consent checkbox, and ensure the phone field is present and mapped to the contact's phone number.
Confirm submissions save the timestamp and the consent text that was shown.
Add a required consent item (a checkbox or explicit confirmation).
Capture or confirm the phone number so the consent is associated correctly.
Enable a required consent checkbox on booking forms.
Ensure the booking collects the phone number used for Voice AI calls.
Submit each asset once, then open the contact timeline to confirm the consent entries, source, and timestamps.
Facebook Lead Forms used for Voice AI outbound calling must include the correct consent disclaimer so Aesthetix CRM can verify that a lead agreed to receive AI-powered calls. Because Facebook Lead Forms are managed by Meta, the disclaimer must be added inside Meta Business Suite rather than directly in Aesthetix CRM. Aesthetix CRM checks the connected form after it is mapped and refreshed to confirm whether the disclaimer is present.
The setup requires work in both Aesthetix CRM and Meta Business Suite. Start by verifying the disclaimer in Voice AI, then add it to the Facebook Lead Form, map the form in Aesthetix CRM, and refresh the consent status to confirm approval.
In Aesthetix CRM, go to AI Agents > Voice AI.
Click Update Disclosure in the top-right corner.
Review the existing disclosure or enter your desired consent language.
Use the compatibility checker to confirm the disclaimer follows the recommended structure for Voice AI outbound calling.
Once the disclaimer is verified, copy the approved disclaimer text before leaving this page.
In the same Voice AI disclosure area, go to Choose Applicable Products > Manual Consent Application.
Locate the Facebook Forms section.
Click Update Consent.
Meta Business Suite opens in a new browser tab. (Note: Facebook Lead Forms cannot be modified inside Aesthetix CRM. Any changes to the form disclaimer must be completed in Meta Business Suite.)
In Meta Business Suite, create a new Facebook Lead Form or edit a drafted form. (Note: Existing published Facebook Lead Forms may not be editable. If the form cannot be edited, create a new form with the required disclaimer.)
Complete the form setup until you reach the Privacy Policy section.
In the Privacy Policy section, select Add Custom Disclaimer.
Add a title for the disclaimer.
Paste the Voice AI disclaimer text you copied from Aesthetix CRM.
Confirm the disclaimer is placed specifically in the Privacy Policy section.
Click Create Form.
Return to Aesthetix CRM and click Refresh in the Update Disclosure module to load the form.
The form might show "No disclaimer found."
To fix it, go to Settings.
Then Integrations → Facebook.
Click the three-dot menu and select Form Field Mapping.
Select the newly created or updated Facebook Lead Form.
Map all required fields.
Go back to AI Agents → Voice AI → Update Disclosure.
Return to Manual Consent Application.
The form may initially still appear in the list of forms missing a disclaimer.
Refresh the page.
If the form disappears from the missing-disclaimer list, the disclaimer has been successfully recognized.
Opt-out always wins. A recent opt-out or Do Not Call (DNC) flag blocks calls even when a prior opt-in exists.
Number-specific consent is the best practice. Consent is most reliable when it is tied to the specific phone number being called. If your policy uses contact-level consent instead, confirm that approach with your legal team.
Older submissions can count. Consent collected from earlier Survey or Calendar submissions can be recognized, provided the submission is associated with the contact and the phone number you intend to call.
Auditability. When a call is allowed or blocked, you can review the decision, the reason, and any available consent source in the Voice AI call logs and the contact timeline.
Is opt-out always stronger than opt-in?
Yes. A recent opt-out or DNC flag blocks calls even if a prior opt-in exists.
Do I need separate consent for each phone number?
Best practice is number-specific consent. If your policy uses contact-level consent, confirm it with your legal team.
Are older Survey or Calendar submissions recognized now?
They can be, provided the submission is associated with the contact and phone number. Verify in the contact timeline and logs.
Where can I see why a call was blocked?
Review the Voice AI call logs and the contact timeline for the decision, the reason, and any available consent source.
What should my consent text include?
A clear statement authorizing voice calls, presented next to an explicit affirmative action and not bundled with unrelated permissions.
Can I edit an existing Facebook Lead Form?
Some published Facebook Lead Forms may not be editable. If the form cannot be edited, create a new Facebook Lead Form in Meta Business Suite and add the Voice AI disclaimer before publishing.
Where should I add the Voice AI disclaimer in Meta Business Suite?
Add it in the Privacy Policy section of the Facebook Lead Form using Add Custom Disclaimer.
Can I add the disclaimer directly in Aesthetix CRM?
No. Facebook Lead Forms must be edited in Meta Business Suite. Aesthetix CRM can help you reach the correct Meta area through Update Consent, but the form changes must be made in Meta.
Do I need to map the Facebook Lead Form after publishing it?
Yes. After the form is published in Meta Business Suite, return to Aesthetix CRM and map the form fields under Settings → Integrations → Facebook → Form Field Mapping.
Why does the form still show as missing a disclaimer after I publish it?
The form may still appear until the page is refreshed. After mapping the form, return to Manual Consent Application and refresh the page.
How do I know the disclaimer was recognized?
If the Facebook Lead Form no longer appears in the missing-disclaimer list after refreshing, Aesthetix CRM has recognized the disclaimer.
Can a Facebook Lead Form have more than one disclaimer?
Yes. Meta forms can include multiple disclaimers, but the Voice AI disclaimer must be added in the Privacy Policy section so it can be recognized properly.
Does disclaimer recognition guarantee that outbound Voice AI calls will always go through?
No. The form disclaimer is one consent requirement. Outbound Voice AI calls must still meet all other applicable Voice AI outbound calling requirements.
