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Overview

Email Notifications send you an email every time someone submits your form. Add multiple team members as recipients, customize the subject line and message with dynamic variables, and never miss a lead again.

Multiple Recipients

Send notifications to your entire team.

Custom Templates

Personalize subject lines and message content.

Instant Delivery

Get notified the moment a form is submitted.

Workflow Integration

Use with AI qualification and conditional logic.

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Choose Your Setup Method

Email notifications can be configured in two ways. Choose based on your needs:

Integrations Page

Create email notifications from the Integrations page in your dashboard. Best for quick setup and managing all notifications in one place.Best for:
  • Quick setup for all forms or specific forms
  • Managing multiple notification rules
  • Simple recipient and template management
Set up via Integrations

Workflows

Add email notifications as a destination in your workflows. Best for conditional sending and advanced automation.Best for:
  • Sending only for qualified leads
  • Including enriched data in emails
  • Conditional routing to different recipients
Set up via Workflows

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Setting Up Email Notifications

Follow these steps to create email notifications from the Integrations page in your dashboard.

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Step 1: Go to Integrations

1

Open your dashboard

Sign in to OrbitForms and go to your dashboard.orbitforms.ai → Sign In
2

Click "Integrations" in the sidebar

Find and click “Integrations” in the left navigation menu.Left sidebar → Integrations
3

Find Email Notifications

Scroll down or look for “Email Notifications” in the integrations list.Click on Email Notifications card

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Step 2: Create a New Notification

1

Click "Add Notification"

Click the “Add Notification” button to open the configuration modal.Click "Add Notification" button
2

Give it a name

Enter a descriptive name like “Sales Team Alerts” or “Support Inquiries”.Type in the Name field
3

Choose which forms to apply to

Select “Global (All forms)” to notify on all submissions, or choose a specific form.Click dropdown → Select form or Global
Global vs. Form-SpecificGlobal notifications fire for every form submission in your workspace. Form-specific notifications only fire for the selected form.

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Step 3: Add Recipients

1

Click "Add team member..."

Click the dropdown to see available team members.Click the recipients dropdown
2

Select team members

Click on each team member you want to receive notifications. You can add multiple recipients.Click on team member names
3

Review your recipients

Selected recipients appear as tags above the dropdown. Click the X on any tag to remove them.Review recipient tags
Security: For security reasons, only team members can receive email notifications. Need to add someone? Invite them to your team first.

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Step 4: Customize Your Email Template

1

Edit the subject line

Customize the email subject. The default is “New submission: {{form_name}}”.Edit the Subject Line field
2

Customize the message

Edit the email body. Use {{all_responses}} to include all form fields.Edit the Email Message field
3

Insert variables

Click any variable button to insert it at your cursor position.Click variable buttons like {{form_name}}

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Step 5: Save and Activate

1

Ensure notification is active

Make sure the “Notification is active” toggle is enabled.Toggle should be on (active)
2

Click "Create Notification"

Click the button to save your notification. It will start working immediately.Click "Create Notification" button
Done! Your email notification is now active. Submit a test form to verify it’s working.

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Template Variables

Use these variables in your subject line and message to include dynamic content from form submissions:
Use {{field.field_name}} to reference any form field. Replace field_name with the field label (lowercase, spaces as underscores).

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Using Email with Workflows

For advanced use cases, add Email Notifications as a destination in your workflows. This gives you conditional control over which submissions trigger emails.

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Use workflows when you need to:

  • Send emails only for qualified leads (after AI agent classification)
  • Include enriched data in your emails (from Clay, Clearbit, etc.)
  • Route different submissions to different recipients
  • Use AI SDR analysis results in the email content
  • Combine with other destinations like your CRM

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Adding Email to a Workflow

1

Create or open a workflow

Go to Workflows in your dashboard and create a new workflow or open an existing one.Dashboard → Workflows → Create/Edit
2

Add a trigger

Set up a Form Submission trigger for the form(s) you want to send emails for.Add Trigger → Form Submission
3

Add filtering or enrichment (optional)

Add AI Agent for qualification, Enrichment nodes, or Filter nodes as needed.Add AI Agent, Enrichment, or Filter nodes
4

Add Email destination

Click the + button and select “Email” from the destinations list.+ Add Destination → Email
5

Configure the Email node

Add recipients, customize subject and message. You can use enriched data from previous nodes.Configure email settings
6

Save and activate

Save your workflow and toggle it to Active. Emails will now flow through your workflow.Save → Toggle Active

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Example: Alert Sales for Hot Leads Only

A workflow that only emails your sales team for high-quality leads: Form Submission → AI Agent (Score) → Filter (Score > 80) → Email (Sales Team)

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Testing Your Notifications

After setting up email notifications, verify they’re working correctly:
1

Submit a test form

Fill out and submit your form with test data.
2

Check your inbox

Look for the notification email in your inbox. It should arrive within seconds.
3

Check spam folder

If you don’t see it, check your spam/junk folder. Add [email protected] to your contacts.

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Troubleshooting

Not receiving emails?Check your spam folder and add [email protected] to your contacts. Verify the recipient email is correct and the notification is set to “Active”.
Variables not working?Make sure variable names match exactly. Use lowercase and underscores for field names. For example, “Full Name” becomes {{field.full_name}}.
Can’t add a recipient?Only team members can receive notifications. Invite them to your team first, then they’ll appear in the recipient dropdown.
Duplicate emails?Check if you have both an Integration-based notification AND a Workflow email node for the same form. Use one method or the other to avoid duplicates.
Want different recipients per form?Create form-specific notifications. When adding a notification, select the specific form instead of “Global (All forms)”. You can create multiple notifications for different forms with different recipients.

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Ready to Get Started?

Set up email notifications in minutes and never miss another form submission. Go to Integrations