Setting Up Email Notifications

Get instant email alerts when someone submits your form - never miss an important submission with automated email notifications.

What Are Email Notifications?

Email notifications are automatic emails sent to you when someone completes your form. They include:

• Subject line with form name
• Submission timestamp
• All form responses in the email body
• Quick access to view the full submission

Plan Requirement: Email notifications are available on all FormRobin plans (Free and Individual).

Enabling Email Notifications

For New Forms

Email notifications are enabled by default when you create a form.

For Existing Forms

1. Go to Forms
2. Select the form you want to configure
3. Click Edit Form or form settings
4. Find the Email Notifications toggle or checkbox
5. Turn ON email notifications
6. Click Save Form

Disabling Email Notifications

To stop receiving emails for a specific form:

1. Edit the form settings
2. Turn OFF the Email Notifications toggle
3. Click Save Form

You'll no longer receive emails for new submissions to that form.

What's in the Email?

Each notification email contains:

• Subject: "New Submission for: [Form Name]"
• Form Name: The name of the form that was submitted
• Submission Time: When the form was submitted
• Responses: All field labels and user answers
• File Attachments: Links to download uploaded files (if any)
• View Link: Direct link to see the full submission in your dashboard

Who Receives Notifications?

Email notifications are sent to:

• Form Owner: The account email address
• One recipient only: Currently no option to add multiple notification recipients
• Same for all forms: Uses the account email for all form notifications

To change the notification recipient, update your account email in Settings.

When Are Emails Sent?

• Immediately: Emails sent as soon as the form is submitted
• One per submission: Each submission triggers one email
• No delays: Emails are not batched or scheduled
• Background processing: Email sending happens in the background, so form submission is fast

Note: Email delivery time depends on your email provider. Most emails arrive within seconds to a few minutes.

Per-Form Control

Email notifications are configured on a per-form basis:

• Enable for important forms (contact, leads, registrations)
• Disable for high-volume forms (polls, surveys)
• Enable/disable anytime without affecting other forms
• Default is ON for new forms

Avoiding the Spam Folder

To ensure you receive notifications:

1. Whitelist sender: Add FormRobin's email address to your contacts
2. Check spam folder: Look for notifications in spam/junk if missing
3. Mark as "Not Spam": Train your email provider to trust FormRobin emails
4. Create filter/rule: Set up an email rule to always accept FormRobin notifications
5. Use professional email: Some free email providers are more aggressive with spam filtering

Setting Up Email Rules

To organize notification emails:

• Gmail: Create a filter to label or forward FormRobin emails
• Outlook: Set up a rule to move notifications to a specific folder
• Apple Mail: Create a rule to categorize or highlight notifications

Tip: Filter by subject line pattern: "New Submission for:"

Managing High-Volume Forms

For forms that receive many submissions:

• Disable notifications: Turn off emails for high-traffic forms
• Check dashboard instead: Review submissions in batches via the Responses tab
• Use email filters: Route form notifications to a dedicated folder
• Forward selectively: Use email rules to forward only certain submissions
• Export data: Use CSV export for bulk analysis instead of individual emails

Testing Email Notifications

1. Ensure email notifications are enabled for your form
2. Submit a test entry to your form
3. Check your email inbox (including spam folder)
4. Email should arrive within a few minutes
5. Verify all form responses appear correctly in the email

If you don't receive the email, check the troubleshooting section below.

Limitations

• One recipient: Cannot send to multiple email addresses
• No customization: Cannot customize email template or subject line
• No CC/BCC: Cannot add additional recipients
• No scheduling: Emails sent immediately (not batched or scheduled)
• No conditional sending: Cannot send emails based on specific answers
• Account email only: Sent to account email, not a different address

Troubleshooting

Issue: Not receiving email notifications.

Fix: Verify email notifications are enabled in form settings (toggle should be ON). Check your spam/junk folder for emails from FormRobin. Confirm your account email is correct in Settings ➜ Account. Test with a fresh form submission. Add FormRobin's sender address to your email contacts or whitelist.

Issue: Emails go to spam folder.

Fix: Mark FormRobin emails as "Not Spam" or "Not Junk". Add the sender to your contacts. Create an email filter/rule to always accept emails from FormRobin. Consider using a professional email service (Gmail, Outlook) instead of free providers with aggressive spam filters.

Issue: Receiving too many notification emails.

Fix: Disable email notifications for high-volume forms that you don't need immediate alerts for. Set up email filters to organize notifications into folders. Check the Responses dashboard periodically instead of relying on emails for every submission.

Issue: Email doesn't show file attachments.

Fix: FormRobin emails include download links to uploaded files, not actual attachments. Click the link in the email to download files from your dashboard. Files are stored securely and not sent as email attachments for security reasons.

Issue: Want to send notifications to a different email.

Fix: Change your account email address in Settings ➜ Account. This will affect where all form notifications are sent. Alternatively, set up email forwarding rules in your current email client to forward FormRobin notifications to another address.

FAQ

Q: Can I send notifications to multiple people?

A: Not directly. Notifications go to your account email only. Use email forwarding or create email distribution rules in your email client to share notifications with team members.

Q: Can I customize the email template?

A: No. The email template is standardized and cannot be customized. It includes all form responses in a clean, readable format.

Q: Are file uploads included in the email?

A: Files are not attached to the email. Instead, the email includes download links that take you to your FormRobin dashboard where you can securely download the files.

Q: Can I get daily or weekly digest emails instead of immediate notifications?

A: No. Emails are sent immediately after each submission. There's no digest or batching option. For high-volume forms, consider disabling notifications and checking the dashboard manually.

Q: Do notifications work for embedded forms?

A: Yes. Email notifications work the same whether the form is accessed directly or embedded on another website.

Need help with email notifications? Contact our support team - we're here to help!