Docs / Integrations & email
4 min read

Email notifications

Set up admin notification emails and auto-responder messages for form submissions.

#Email notifications

Form Builder can send emails automatically whenever a customer submits a form. There are two types of email notifications you can set up: admin notifications (sent to you and your team) and auto-responders (sent to the customer who filled out the form).

You'll find email settings in the Email tab of the form builder.

#Admin notifications

Admin notifications let you know the moment a new submission comes in. Instead of checking the submissions page manually, you'll get an email with all the details right in your inbox.

Setting up admin notifications

  1. Open your form in the form builder.
  2. Go to the Email tab.
  3. Toggle Admin Notification on.
  4. Fill in the following fields:
Field Description
To The email address(es) to receive notifications. Separate multiple addresses with commas (up to 5 recipients).
Subject The email subject line. You can use template variables (see below).
Content The email body in HTML. Use template variables to include submission data.

Example setup:

  • To: orders@mystore.com, support@mystore.com
  • Subject: New form submission #{{id}}
  • Content: <h2>New submission received</h2>{{data}}

Multiple recipients

You can send admin notifications to up to 5 email addresses. Separate each address with a comma:

admin@mystore.com, manager@mystore.com, support@mystore.com

All recipients receive the same email with the full submission details.

#Auto-responder

The auto-responder sends a confirmation email to the customer who submitted the form. This is a great way to acknowledge their submission, provide next steps, or share a thank-you message.

Setting up the auto-responder

  1. Open your form in the form builder.
  2. Go to the Email tab.
  3. Toggle Auto Responder on.
  4. Fill in the following fields:
Field Description
Recipient field Select which email field in your form should be used as the "To" address. This dropdown lists all email-type fields in your form.
Subject The email subject line. You can use template variables.
Content The email body in HTML. Use template variables to personalize the message.

Example setup:

  • Recipient field: Email Address (your form's email field)
  • Subject: Thank you for contacting us, {{customer.name}}!
  • Content: <p>Hi {{customer.name}},</p><p>We received your submission #{{id}} and will get back to you soon.</p>

The auto-responder only sends if the selected email field has a valid value in the submission. If the customer didn't fill in the email field, no auto-response is sent.

#Template variables

Both admin notifications and auto-responders support template variables — placeholders that get replaced with actual submission data when the email is sent.

Variable Replaced with
{{data}} An HTML table containing all form field answers. This is the easiest way to include the full submission in an email.
{{id}} The submission number (e.g., 10042).
{{customer.name}} The value from the "name" field in the form.
{{customer.email}} The value from the email field in the form.
{{page.title}} The title of the page where the form was submitted (e.g., "Contact Us").
{{page.href}} The URL of the page where the form was submitted (e.g., /contact).

Usage tips:

  • Use {{data}} in admin emails to get a complete summary of the submission without manually listing each field.
  • Use {{customer.name}} in auto-responder emails to personalize the greeting.
  • Use {{id}} in subject lines so you can easily reference specific submissions.
  • Use {{page.title}} and {{page.href}} if you have the same form on multiple pages and want to know where the submission came from.

#Content width settings

Both admin notifications and auto-responders include an option to limit the content width. When enabled, the email body will be constrained to a maximum width (default 600px), which keeps the email looking clean and readable across different email clients.

This is especially useful when your email content includes the {{data}} table, which can get wide if your form has many fields. Limiting the width prevents horizontal scrolling in email clients.

#SMTP requirements

Email notifications are sent using SMTP (Simple Mail Transfer Protocol). For emails to be delivered, your app needs a working SMTP configuration. This is typically set up by your app administrator and includes:

  • SMTP host — The email server address (e.g., smtp.gmail.com).
  • SMTP port — The server port (usually 587 or 465).
  • SMTP username and password — Credentials for authenticating with the email server.

If emails aren't being delivered, check with your administrator to make sure SMTP is properly configured. Common issues include incorrect credentials, blocked ports, or the sending address not being authorized by the email provider.

#Tips for effective email notifications

  • Keep admin notification subjects descriptive. Including the submission number (#{{id}}) makes it easy to find and reference specific submissions later.
  • Personalize auto-responders. Use {{customer.name}} to address customers by name. A personalized confirmation feels more professional than a generic one.
  • Include next steps. In auto-responder content, let customers know what happens next — when they can expect a reply, a link to your FAQ, or a tracking number if applicable.
  • Test your emails. Submit a test form entry and check that both the admin notification and auto-responder arrive correctly with all variables properly replaced.
  • Don't overload recipients. Stick to the people who actually need to see submissions. Up to 5 recipients should cover most team setups.
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