> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Form notifications

> Set up email alerts to notify your team and auto-respond to contacts when a form is submitted.

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

1. Open the form in the builder.
2. Click the **bell icon** in the top toolbar.
3. A notification settings panel opens with two sections: **Email Notification** (to your team) and **Auto Responder** (to the submitter).
4. 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 account 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

<Warning>
  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.
</Warning>

## 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](/forms/form-submission-actions) for details.

<Tip>
  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.
</Tip>