Email Notifications in Forms & Surveys offer a convenient way to stay updated on form submissions without the need for manual monitoring. With this feature, you can respond promptly, share submission details with team members, and ensure seamless form management. Additionally, Auto Responder allows you to automatically send a confirmation email back to the person who filled out the form.

TABLE OF CONTENTS

• What are Email Notifications in Forms & Surveys?
• Key Benefits of Email Notifications in Forms & Surveys
• Finding Notification Icon
• Navigate to Forms or Surveys
• Select or Create a Form or Survey
• Open the Notification Sidebar
• Configure Email Notifications
• Attach the submission as a PDF 
• How it works
• Configure Auto Responder
• How to View Survey Responses After Receiving an Email Notification
• Frequently Asked Questions

What are Email Notifications in Forms & Surveys?

Email Notifications are alerts sent whenever a form or survey is submitted. These notifications go directly to designated inboxes, keeping teams informed in real time. Auto Responder works alongside this feature, sending an automated reply to the person submitting the form, which may include a copy of their responses.

Key Benefits of Email Notifications in Forms & Surveys

Email notifications and auto responders improve efficiency, speed, and collaboration for teams handling form and survey data.

• Instant alerts: Receive an immediate email whenever someone submits a form or survey.

• Improved response time: Ensure faster follow-up with leads and contacts.

• Collaboration: Send notifications to multiple team members at once.

• Customization: Personalize the subject, sender name, and reply-to email for better organization.

• Auto Responder: Automatically acknowledge the person submitting the form, creating a professional touch.

Finding Notification Icon

The notification option is found in the form editor's secondary bar. From here, you can enable email notification and auto responder.

Access Notification Settings

Notification settings are available from the dedicated Notifications tab in the Form and Survey builders. From this tab, you can configure internal email notifications and Auto Responder emails.

Navigate to Forms or Surveys

Go to Sites → Forms or Sites → Surveys. Select an existing form or survey, or create a new one.

Open the Notification Sidebar

Inside the Form or Survey builder, select the Notifications tab. The notification settings panel opens, where you can configure email notifications and Auto Responder emails.

Configure Email Notifications

Open the Notifications tab, then enable Email Notification.

Complete the following fields:

Subject: Enter the notification email subject. If you leave this field blank, HighLevel uses the form or survey name.

Email (To): Enter one or more recipient email addresses.

Reply-to Email: Enter the email address that receives replies.

Sender Name: Enter the sender name. If you leave this field blank, HighLevel uses the location or agency name.

Select Save to apply your changes.

Note: Email notifications use email credits. Confirm that your account has sufficient credits.

Attach the submission as a PDF 

You can automatically attach a submission PDF to your email notifications. When enabled, HighLevel generates a PDF of the submitted Form/Survey/Quiz and includes it as an attachment—no manual download required.

How it works

• The attachment is generated from the submission record at send time.
  
  

• Use the PDF layout selector in the submissions view if you need to compare New vs Old  formatting.
  
  

Steps

1. Open the form or survey editor and click the Notification tab open notifications.
   
   
   
   
2. Enable Email Notification  or Auto Responder.
   
   

3. Auto Responder sends an automated email to the person who submits the form (email includes a copy of the information they entered in the form).
   
   

4. Save your changes.
   
   

Configure Auto Responder

Auto Responder sends an email to the contact after they submit the form or survey.

Open the Notifications tab, then enable Auto Responder.

Complete the available email fields, then select Save.

Open the Form Notification sidebar. Toggle on Auto Responder.

Fill out the configuration fields:

• Subject: Enter a subject line. Default is the form name.

• Reply-to Email: Add an email for contact replies.

• Sender Name: If blank, defaults to the sub-account name.

• Save your changes.

Note: The Reply-To you set here applies only to the auto-responder email that goes to the submitter. It does not affect the team notification email. Replies to this notification will go to the address set in the "Reply-to-email" field".

Test Your Notification Settings: After saving the form or survey, open its preview and submit a test response. Confirm that the internal notification and Auto Responder email reach the intended recipients.

How to View Survey Responses After Receiving an Email Notification

Email notifications serve as alerts only and do not include full survey responses. To view responses:

Steps:

1. Navigate to Sites from the left-hand menu.
   
   

2. Select the Surveys tab, then click Submissions.
   
   

3. Review the list of submissions with timestamps and answers.
   
   

4. Click an individual entry to see all responses.

Frequently Asked Questions

Q: Can I send email notifications conditionally, based on how someone answers a form or survey question?

No, native email notifications in the Form Notification sidebar apply to all submissions equally. If you want conditional routing (for example, send to one team member if the answer is “Option A” and another if it’s “Option B”), you’ll need to use Workflows. The “Form Submitted” workflow trigger allows you to set conditions and route notifications accordingly.

Q: Do Auto Responder emails count toward my email credit usage just like notifications?

Yes. Both Email Notifications (sent to your team) and Auto Responder emails (sent to the submitter) consume email credits from your account. If your credits are exhausted, neither type of email will send until credits are added. You can monitor credit usage in your account’s email reporting or billing area.

Q: What happens if I enter multiple emails in the “Email (To)” field and one of them is invalid? Will the others still receive the notification?

Yes. Notifications will still be delivered to valid addresses. Invalid addresses will fail silently and not block delivery to other recipients. However, it’s recommended to regularly verify the addresses entered in the “Email (To)” field to avoid repeated delivery failures.

Q: Can I use dynamic merge fields (like {{user.email}} or {{contact.email}}) in the “Email (To)” field for notifications?

Currently, merge fields are not supported in the “Email (To)” field. You must enter static email addresses. If you need notifications to go to dynamic recipients, set up a Workflow triggered by the form submission and use workflow actions to send email to the appropriate contact or user.