Clearstream

Step-by-Step Overview

1. Account Creation and Number Selection

• Begin by signing up for a Clearstream account.
• Select a unique 10-digit local phone number for your organization or subaccounts. This number will be used for all text messaging.

2. Carrier Registration

• Register your chosen phone number with major wireless carriers (such as AT&T, Verizon, and T-Mobile).
• This step is initiated within your Clearstream account. Once your registration is approved, you’ll receive a notification and can start sending messages.

3. Adding Contacts

• Import your contacts using a CSV file, integrate with church management systems, or allow sign-ups through keywords and web forms.
• Organize your contacts into lists for targeted messaging.

4. Setting Up Messaging and Workflows

• Create and schedule text messages for individuals or groups.
• Set up keywords and automated workflows for tasks like visitor follow-up, event registration, or information requests.

5. Integrations (Optional)

• Connect with church management software and other tools to sync data and expand functionality.

6. Training and Support

• Access support via live chat, email, phone, or Zoom.
• Use available guides, video tutorials, and the Clearstream mobile app for ongoing management.

Typical Implementation Timeline

• Standard Setup: Most organizations complete the initial setup—including account creation, number selection, carrier registration, and contact import—within a few hours to one business day, depending on carrier approval and contact list size.

• Carrier Approval: For standard 10-digit numbers, registration is usually quick. If you opt for a dedicated short code, setup and approval can take two to three weeks.

• Full Rollout: Integrations, advanced workflows, and staff training are typically finished within a few days, especially with Clearstream’s support resources.

Clearstream offers a high degree of customization to fit a variety of business and organizational requirements. Here are the main ways you can tailor the platform:

1. Automated Workflows and Conditional Logic

• You can build custom automated workflows that send a series of texts, use menus, and branch based on user responses or data.
• Workflows can be triggered by keywords, forms, or list changes, and automate tasks like follow-up, event registration, or targeted campaigns.
• Conditional logic allows for advanced branching, targeted messaging, and moving users between workflows or subaccounts based on specific actions or data.

2. API and Integration Capabilities

• Clearstream provides a robust API, allowing you to integrate with other software, automate processes, and build custom solutions.
• The API supports tasks like managing contacts, sending messages, and syncing with external systems.
• You can create and manage subaccounts and API keys for detailed access control and automation.

3. Custom Endpoints and Data Integration

• The platform supports sending data to custom endpoints, making it possible to connect with your own backend systems or databases.
• You can define the type of web request (such as GET, POST, PUT) and customize the data sent to match your needs.

4. Personalized Messaging

• Messages can be tailored using personalized fields, images, emojis, polls, and menus.
• Supports multi-language communication and audience segmentation for highly targeted outreach.

5. Third-Party Integrations

• Clearstream integrates with a variety of popular platforms, including church management systems, Slack, Mailchimp, and automation tools like Zapier.
• This enables seamless data flow and workflow automation with tools you already use.

Clearstream’s pricing is straightforward, with most costs included in the monthly subscription. Here’s a breakdown:

1. Setup Fees

• No setup fees for standard accounts and features. Signing up and onboarding are included in your monthly plan.

2. Maintenance Fees

• No separate maintenance fees. All platform updates and maintenance are covered by your subscription.

3. Support Charges

• No extra charges for support. All plans include live chat, email, phone, and Zoom support at no additional cost.

4. Monthly Subscription

• Plans start at $29 per month and scale up based on usage and features. There are no contracts, and you can upgrade, downgrade, or cancel at any time.

5. Short Code Costs (Optional)

• If you need a dedicated SMS short code:
  • $500/month for a standard short code, or $1,000/month for a custom number.
  • One-time $1,100 connection fee for short code setup.
  • No additional hosting, management, or carrier surcharges.

Clearstream offers a robust set of training and support options to ensure new users can get up and running quickly and confidently:

Training Resources

• Tutorial Videos: Step-by-step video guides walk users through all major features and processes.

• Live Webinars: Regular webinars provide interactive demonstrations and Q&A sessions on product features and best practices.

• Workshops: Specialized workshops are available for deeper learning on specific topics, often led by Clearstream experts.

• User Guides: Comprehensive documentation and quick start manuals cover every aspect of the platform.

• Knowledgebase: An extensive library of articles and FAQs provides answers to common questions and troubleshooting tips.

  Support Channels

• Live Chat: Real-time chat support is available within the platform.

• Email and Phone: Users can reach the support team for personalized assistance.

• Zoom Support: Video calls are offered for more complex questions or onboarding.

• Community Forum: A user forum allows for peer-to-peer support and sharing of best practices.

• In-App Ticketing: Users can create and manage support requests directly from within the Clearstream dashboard.

• Personalized Support Plans: Organizations with advanced needs can arrange for tailored support agreements.

Clearstream employs multiple layers of security to protect user data and ensure privacy:

• Network and Infrastructure Security

• Firewalls: Multiple firewall systems are used to block unauthorized access and minimize vulnerabilities.

• Intrusion Detection: Real-time monitoring tools detect and respond to suspicious activity on the network.

• Encrypted Data Transmission: All data sent between users and the platform is encrypted using secure protocols.

Access and Authentication

• Strong Authentication: Digital certificates, smart cards, and secure key management ensure only authorized users can access sensitive information.
• Role-Based Access Controls: Access to data and features is restricted based on user roles and responsibilities.

Operational Security

• Due Diligence: Rigorous identity verification and anti-fraud processes are in place to prevent unauthorized access.
• Continuous Monitoring: Systems are continuously monitored for compliance and security threats.

Data Privacy

• Organizational Safeguards: Technical and organizational measures are implemented to protect against data loss, unauthorized access, and data breaches.

• Regular Maintenance: Daily and weekly maintenance windows are scheduled for system updates and essential upkeep.

• Planned Software Releases: Major updates and new features are rolled out during scheduled release cycles, typically on weekends to minimize disruption.

• Advance Notifications: Clients are informed ahead of time about upcoming updates, maintenance windows, and any expected impact on service.

• Change Management: Updates are carefully managed and tested to ensure stability and minimal disruption to users.

Data Ownership

• Customer Control: You, as the customer, retain full ownership and control of your data. Clearstream acts as a data processor, handling your data only according to your instructions.

• No Unauthorized Copies: Clearstream is not allowed to make copies of your data except for essential backup purposes or when required by law.

• Return or Deletion of Data: When your agreement with Clearstream ends, or upon your request, all your data and related documents will be either returned to you or securely deleted, unless legal retention rules require otherwise. Clearstream can provide a record of deletion if you request it.

Data Portability

• Right to Transfer: You have the right to request your data be transferred to another service or third party. Clearstream supports this process in line with data protection regulations.

• Location of Data Processing: Your data is processed within the European Union, and any transfer outside of this region is subject to strict data protection safeguards.

• Adjustable Plans: Clearstream offers flexible, tiered pricing plans. You can upgrade or downgrade your plan at any time based on your organization’s needs, without being locked into long-term contracts.

• No Setup or Exit Fees: There are generally no fees for setting up or leaving the service for standard accounts, making it easy to scale your usage up or down.

• Volume Discounts: The more you use the service, the better the pricing per message or transaction, allowing for cost savings as your organization grows.

• Support for All Sizes: Clearstream’s infrastructure and support are designed to handle organizations of any size, whether you’re scaling up or down.

Contract Renewal

• Automatic Renewal: Clearstream contracts typically run for one year and automatically renew for additional one-year periods unless either party provides notice to terminate.

• Notice Period: Either party can end the contract by giving ninety (90) days’ written notice before the end of the current term.

• Written Notice: Termination must be communicated in writing and sent to the official correspondence address specified by each party.

• Immediate Termination: Clearstream may terminate the contract and suspend services immediately if there is a material breach by the customer or if circumstances arise that could seriously affect the customer’s ability to meet contractual obligations.

• Return of Materials: Upon termination, the customer must return all software, documentation, and confidential materials to Clearstream and confirm in writing that all copies have been returned or destroyed.

• Account Cancellation: For software-as-a-service or cloud-based accounts, customers can cancel at any time through their account dashboard. There are no refunds for unused time, and data may be deleted upon cancellation.

Clearstream adheres to a broad set of international compliance standards and regulatory requirements to ensure security, transparency, and legal adherence:

• General Data Protection Regulation (GDPR): Clearstream processes personal data in accordance with European data protection laws, ensuring privacy, security, and the right to data access and deletion.

• ISAE 3402: Undergoes regular independent audits to confirm the effectiveness of internal controls relevant to financial reporting.

• USA PATRIOT Act: Maintains certifications to support U.S. financial institutions’ due diligence requirements for foreign banks.

• FATCA and CRS: Complies with global tax reporting standards, including the Foreign Account Tax Compliance Act and the Common Reporting Standard.

• Anti-Money Laundering (AML) and Know Your Customer (KYC): Implements robust procedures to prevent financial crime and ensure proper client identification.

• ISSA Principles: Applies international principles for financial crime compliance in securities custody and settlement.

• Sanctions Compliance: Adheres to all relevant international financial sanctions and updates processes as regulations change.

• Audit and Transparency: Customers have the right to verify Clearstream’s compliance, including requesting audit reports and certifications for security and data protection.