How opt-outs are handled by the AI Recruiter

Overview

CollegeVine’s AI Recruiter supports a flexible and respectful communication model that allows students to opt out of outreach at any time. This includes:

Collecting student opt-outs from CollegeVine AI communications and sending them back to your team
Ingesting your CRM’s opt-out preferences to prevent outreach to students who’ve already opted out from your team’s communications

CollegeVine and partner opt-out fields are stored separately, but the AI Recruiter respects both when determining who to contact.

CollegeVine opt-out fields

These fields are created and managed by CollegeVine. We’ll send these values to you via the bi-directional CRM sync (if applicable) or through manual data exports.

Note: All CollegeVine opt-out fields are boolean fields (true/false). A value of true indicates that the student has opted out of that communication channel.

Step 1: Create matching fields in your CRM

To ingest our opt-out values, first create the following fields in your CRM:

CV email opt out
CV SMS opt out
CV phone opt out
CV global opt out

When CV email opt out = true, CollegeVine automatically suppresses the student from all email communications, including marketing and Missions content. Suppression happens system-wide, and no additional configuration is required on your end.

Global opt-outs override all channel-specific preferences.

Step 2: Send a file from CollegeVine to your CRM

If you are set up to sync automatically via our bi-directional data integration, the file we are sending to your CRM should already include these fields.

If you are using manual imports and exports, you will need to export a file that includes these new fields to your CRM.

Step 3: Map the fields in your CRM

Once these fields exist in your system, CollegeVine’s exports will include values for them. You can use these fields for filtering and reporting as needed.

Understand how students opt out

CollegeVine collects opt-outs via multiple channels:

Email: Clicking “unsubscribe” in any email footer
SMS: Replying with STOP or similar keywords
Phone: Verbally requesting to be unsubscribed during a call

These opt-outs are channel-specific, meaning a student can opt out of one communication type but remain eligible for others. A global opt-out applies across all channels.

How Opt-Outs Interact with CollegeVine Missions

Opt-Outs Always Take Precedence

If a student’s opt-out field is set to true, CollegeVine will automatically suppress that student from any communication on that channel. For example:

CV email opt out = true
The student will not receive any email, regardless of mission settings.
CV SMS opt out = true
The student will not receive any text messages, even if a mission includes SMS steps.

You do not need to configure additional suppression rules in Missions. The platform enforces them by default.

AI Consent vs. Opt-Outs

AI Consent is not an opt-out field.

Opt-outs specify which channels a student does not want to receive communications from.
AI Consent indicates whether CollegeVine is allowed to use AI systems to contact the student through phone or SMS.

A student may still be eligible for phone or text outreach as long as:

They have not opted out of the channel, and
AI Consent = true is provided.

Including AI Consent on any phone or SMS mission is helpful for clarity and configuration, but it is not required for honoring opt-outs. Opt-outs always override AI Consent.

Partner opt-out fields

You can also send your CRM’s opt-out data to CollegeVine, either through a manual file import or via the bi-directional sync.

Note: Your consent fields should be sent as boolean fields (true/false). A value of true indicates that the student has opted out of that communication channel.

Step 1: Add fields to your CRM export file

Include the following fields in your CRM export, Slate query, or sync setup:

your email opt out field
your SMS opt out field
your phone opt out field
your global opt out field

You may send any combination of these fields that you would like. If you don’t have all of these fields, that is not a problem.

Step 2: Map the fields in the CollegeVine UI

Once your file includes these fields, go into the CollegeVine import interface to map each field to the corresponding opt-out category. Here are our field names:

Partner email opt out
Partner SMS opt out
Partner phone opt out
Partner global comms opt out

CollegeVine will respect these fields during outreach:

If a student is opted out in either system (yours or ours), the AI Recruiter will not contact them via that channel.

Summary

Both sets of opt-out data are honored, but not overwritten.
Mapping is required on both sides (in your CRM and in CollegeVine) to ensure the sync functions properly.
We recommend regularly reviewing opt-out field mapping when making changes to your data flow or CRM structure.

Field name	Direction	Source	Type	Used for
`CV email opt out`	Export (CV → Partner)	CollegeVine	Boolean	Indicates student opted out of email via CV; send to partner’s CRM
`CV SMS opt out`	Export (CV → Partner)	CollegeVine	Boolean	Indicates student opted out of SMS via CV; send to partner’s CRM
`CV phone opt out`	Export (CV → Partner)	CollegeVine	Boolean	Indicates student opted out of phone calls via CV; send to partner’s CRM
`CV global opt out`	Export (CV → Partner)	CollegeVine	Boolean	Indicates student opted out of all channels via CV
`Partner email opt out`	Import (Partner → CV)	Partner CRM/Exports	Boolean	Suppresses email outreach if set to true
`Partner SMS opt out`	Import (Partner → CV)	Partner CRM/Exports	Boolean	Suppresses SMS outreach if set to true
`Partner phone opt out`	Import (Partner → CV)	Partner CRM/Exports	Boolean	Suppresses phone outreach if set to true
`Partner global comms opt out`	Import (Partner → CV)	Partner CRM/Exports	Boolean	Suppresses all AI Recruiter outreach if set to true

If you have any further questions related to opt outs or need help with setup, please contact your partnerships team!

For more and answers to FAQs, check out more here (Opt out and consent FAQs).