How to create a product demo request form that notifies sales

Build a fast-response demo request flow

A demo request form isn’t just a lead capture tool, it’s the first step in your sales pipeline. In this guide, you’ll create a clean, conversion-ready form that instantly notifies your sales team whenever a potential customer requests a demo.
This workflow is perfect for SaaS companies, agencies, and B2B teams that rely on timely outreach.

📘 Learn more: Getting started with Formaloo

Why this helps

• Ensure no high-intent lead is ever missed, sales receives instant automated alerts.
• Standardize demo requests with structured fields (company, problem, use case).
• Use logic to keep the form short, dynamic, and tailored to the user’s answers.
• Store all demo requests in one place, ready for CRM handoff.
• Built using Formaloo’s native email notifications and On Submit logic.

📘 Learn more: Why use workflows in Formaloo

Step 1 – Create your demo request form

You can start from scratch or use a template from our Template Gallery (e.g. product demo request form).

Inside your workspace:

1. Click + New → Form.
2. Add core fields your sales team needs:
   • Full name
   • Work email
   • Company
   • Job title
   • Company size (single-choice)
   • What would you like a demo of? (single-choice or dropdown)
   • What challenge are you trying to solve? (long text)
   • Ideal meeting time (short text)
3. Add an optional file upload if leads commonly share documents or requirements.

💡 Tip: If you want to build a more advanced version, try Magic Create to auto-generate the full form based on a prompt.
📘 Learn more: Form editor and field types

Step 2 – Add conditional logic to keep the form short

Use simple field-based logic to show or hide questions based on earlier answers. Examples:

• If Company size = Enterprise, show a field asking for team size or region.
• If Demo topic = Advanced features, show a question to specify which ones.

This keeps the form focused and increases conversion.

📘 Learn more: Show or hide fields based on previous answers

Step 3 – Set up automated email notifications for your sales team

Your sales team needs instant visibility on every demo request.
To enable this:

1. Open your form .
2. Select Notify tan.
3. Add the recipients (e.g., sales@company.com).
4. Customize the email body using response fields like @field_ID.

Include key details such as:

• Lead name
• Company
• Selected product
• Reason for demo

💡 Tip: Add multiple recipients if your team works in regions or shifts.
📘 Learn more: How to send and receive email notifications

Step 4 – Add “On Submit” logic to trigger sales alerts

For more granular control (e.g., notify different sales reps based on product):

1. Go to Advanced logic → On Submit.
2. Click Add Logic.
3. Example rule:
   • When: "What would you like a demo of?" = Enterprise Suite
   • Do this: Send email → enterprise-sales@company.com

You can add as many rules as needed, each routing to the correct owner.

📘 Learn more: What is On Submit logic and how it works

Step 5 – Organize demo requests in a dashboard (optional)

Turn your form into a mini sales intake dashboard:

1. Open your form’s Responses page.
2. Create a quick view using:
   • Table to filter by product
   • Kanban board grouped by stage (New → Contacted → Qualified)
   • Charts for daily/weekly request trends

This becomes the sales team’s real-time request tracker.

📘 Learn more: How to showcase charts based on form responses

Pro tips

💡 Pro Tip: Add answer piping to personalize the form.
Re-use the user’s name in later questions for a warmer experience.
📘 Learn more: Answer piping

💡 Pro Tip: Use auto-assignment if you have multiple sales representatives.
Assign leads to individual reps based on company size or product.
📘 Learn more: On Update logic

💡 Pro Tip: Embed the form on your website’s “Book a demo” page.
Keep the experience on-brand and increase submission rate.
📘 Learn more: Customize your form/app layout and design

Real-world example

A SaaS company used this exact workflow to centralize all demo requests and route them instantly to the correct sales rep. They reduced response time from 3 hours to under 15 minutes, increasing conversion for high-intent leads.

📈 See more examples: Formaloo use cases

FAQ

1. How can I notify different sales reps based on what product the lead selects?

Use On Submit logic to route based on form answers.
❓ Learn more: On Submit logic

2. Can I send the lead a confirmation email too?

Yes. Add a separate submitter notification in Email Notifications.
🔒 Learn more: Email notifications

3. Can I track demo request trends over time?

Use the Charts view to visualize submissions by date or product.
🛠️ Learn more: Charts overview

4. Can my sales team edit or update the request status?

Yes. Turn the form into an app and give your team edit access.
🛠️ Learn more: Create or edit an app

You’re ready to launch your demo request workflow

You’ve created a clean, conversion-friendly demo request form with automated sales notifications and optional dashboards. Next, you can expand this into a lightweight CRM or add follow-up automations.

🎉 Learn more: Expand your workflow in Formaloo

Last updated November 2025