HoopAI can send email notifications automatically whenever a form or survey is submitted. There are two distinct notification types: an internal notification that alerts your team, and an auto-responder that goes to the person who submitted the form.
Both are configured from within the form builder using the bell icon in the top toolbar.
Enabling notifications
- Open the form in the builder.
- Click the bell icon in the top toolbar.
- A notification settings panel opens with two sections: Email Notification (to your team) and Auto Responder (to the submitter).
- Toggle on whichever types you want to enable.
Internal email notification
This sends an alert to one or more of your team members whenever a new submission arrives.
To (recipients)
Enter one or more email addresses separated by commas. Each address converts into a removable tag. You can add as many addresses as needed. Note that merge fields are not supported in the recipient field — only static email addresses work here.
Subject
The subject line of the notification email. If left blank, HoopAI uses the form name. Customizing the subject helps your team instantly recognize what the email is about in a crowded inbox — for example: “New lead submitted: Website Contact Form.”
Reply-to email
The address that receives replies when a team member hits Reply on the notification. Set this to a shared team inbox or the responsible salesperson’s address.
Sender name
The display name shown as the sender. Defaults to your location or agency name if left blank.
Email body
The body of the notification email. You can include merge tags such as {{contact.first_name}}, {{contact.email}}, and {{contact.phone}} to pull submitted values directly into the message. This lets your team see the most important information without clicking through to the submission.
Auto-responder
The auto-responder sends a confirmation email to the person who just submitted the form. This is the immediate acknowledgment that their submission was received.
The auto-responder has the same configuration fields as the internal notification — subject, reply-to, sender name, and body — but the recipient is always the email address submitted in the form. You do not need to enter a “To” address.
Use the auto-responder to:
- Confirm receipt and set expectations (“We’ll be in touch within one business day”)
- Deliver a lead magnet, free resource, or registration confirmation
- Provide next steps or instructions
Both notification types consume email credits from your account. Ensure your account has sufficient credits enabled, especially if you are running high-volume forms. Failed deliveries due to insufficient credits will not retry.
Limitations of built-in notifications
The built-in notification system is intentionally simple — it sends the same email to the same addresses every time, regardless of what was submitted. If you need more flexibility, use a Workflow instead:
- Conditional routing — notify different team members based on which answer was selected
- Delay before notifying — wait a set period before sending an internal alert
- Notify via SMS or Slack — send alerts through channels other than email
- Include all field values — format a detailed summary using merge tags from every form field
To set this up, create a workflow with the Form Submitted trigger, select your form, and add an Internal Notification or Send Email action. See Form submission actions for details.
Use the auto-responder for the immediate confirmation and use a workflow for any follow-up sequences, lead nurturing, or conditional routing. This separation keeps the immediate acknowledgment fast and reliable while giving you full control over what happens next.
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