Email Notifications in Forms and Surveys

Email Notifications let you alert your team whenever someone submits a Form or Survey. The Auto Responder feature lets you automatically send a confirmation email to the person who submitted the form. You can use both features at the same time.

This article explains how to set up both notification types, attach submission details as a PDF, and review survey responses.

What Are Email Notifications and Auto Responder?

• Email Notification — Sends an alert to one or more email addresses on your team whenever a Form or Survey is submitted.
• Auto Responder — Automatically sends a confirmation email to the person who submitted the Form or Survey.

You can use these to notify team members of new leads, send an automatic follow-up to the submitter, customize the subject line and sender name, and optionally attach submission details as a PDF.

Step 1 — Open the Notifications Tab

In your Captivation Hub account, go to Funnels, then click Forms or Surveys in the top menu. Open an existing form or survey, or create a new one. Inside the builder, click the Notifications tab.

Step 2 — Configure Email Notifications

In the Notifications tab:

1. Toggle on Email Notification.
2. Fill in the available fields:
   • Subject — The subject line for the notification email. If left blank, Captivation Hub uses the form or survey name.
   • Email (To) — One or more email addresses that should receive the notification.
   • Reply-to Email — The email address that receives replies to the notification.
   • Sender Name — The name shown as the sender. If left blank, Captivation Hub uses the account name.
3. Click Save.

Note: Email notifications use email credits. Make sure your account has enough credits to send.

Step 3 — Attach Submission Details as a PDF (Optional)

You can include a PDF copy of the submitted responses with the notification email. To set this up:

1. Open the form or survey editor and click the Notifications tab.
2. Enable Email Notification or Auto Responder, depending on where you want the PDF attached.
3. Turn on the option to attach the submission as a PDF.
4. Save your changes.

Note: The PDF is generated from the submission record at the time the email is sent. Available PDF options may vary depending on the builder and submission type.

Step 4 — Configure Auto Responder

The Auto Responder sends a confirmation email directly to the person who submitted the form or survey.

1. In the Notifications tab, toggle on Auto Responder.
2. Configure the fields:
   • Subject — The subject of the email sent to the submitter. If blank, Captivation Hub uses the form or survey name.
   • Reply-to Email — Where replies from the submitter will go.
   • Sender Name — The sender name shown in the email.
3. Click Save.

Note: The Reply-to Email set for the Auto Responder is separate from the one used for internal Email Notifications. Each can be configured independently.

After saving, test your setup by opening the form or survey preview, submitting a test response, and confirming that both the internal notification and the Auto Responder email arrive as expected.

How to View Survey Responses After Receiving a Notification

Email notifications are alerts only — they don't include the full survey responses in the email body. To review responses:

1. In your Captivation Hub account, go to Funnels, then click the Surveys tab.
2. Click Submissions.
3. Browse the list of submissions by timestamp.
4. Click any individual entry to see all the answers submitted.

Frequently Asked Questions

Can I send notifications conditionally based on form answers?

Not through the built-in form notifications — those apply to all submissions equally. For conditional routing (e.g., send to one team member for "Option A" and another for "Option B"), set up a Workflow using the "Form Submitted" trigger with conditions to route notifications accordingly.

Can I notify more than one team member?

Yes — add multiple email addresses in the Email (To) field. Notifications will be sent to all valid addresses listed.

What's the difference between Email Notification and Auto Responder?

Email Notification goes to your team or a designated recipient when someone submits the form. Auto Responder goes to the person who submitted it.

Do Auto Responder emails use email credits?

Yes. Both notification emails (to your team) and Auto Responder emails (to the submitter) consume email credits. If credits run out, neither type will send until credits are added.

What if one of the email addresses I enter is invalid?

Notifications will still go to all valid addresses. An invalid address will fail silently — it won't block delivery to other recipients. It's a good habit to periodically verify the addresses in the Email (To) field.

Can I use merge fields like {{contact.email}} in the Email (To) field?

Not currently. The Email (To) field only accepts static email addresses. For dynamic recipient routing, use a Workflow triggered by the form submission instead.