How to send custom emails to your form submitters

Have you ever wondered how you can send personalized emails that match the content of your forms after someone submits them? Formaloo allows you to easily customize email notifications for each form submission, ensuring that both you and your respondents get the information you need—exactly how you want it.

Whether you're sending a confirmation email to your users or receiving notifications of form submissions yourself, this feature gives you the flexibility to manage email communication in a personalized, data-driven way.

Why customized email notifications matter

Email notifications are a critical part of form automation and data collection. Customized emails help you:

• Improve user experience by delivering personalized responses based on submitted data.
• Keep your team informed about form submissions in real-time.
• Automate communication and save time, reducing the need for manual follow-ups.
• Increase brand consistency by tailoring emails with your branding, tone, and messaging.

How to send and receive custom email notifications using Formaloo

Formaloo provides an intuitive no-code platform to send and receive email notifications for each form submission. Here's how to get started:

To begin, you’ll need to create an email template in Formaloo. There are two ways to do this: from the dashboard or the form editor.

Step 1: Create a New Email Template

You have two options for creating custom email templates in Formaloo:

Option 1: From the dashboard

1. Open the Formaloo dashboard and click on your profile icon.
2. Navigate to the App Store and select Email Templates from the available apps.
3. Click on + Add New Template. A new window will appear where you can create and customize your template.
4. Make sure to give your template a recognizable name for future use in different forms.

Option 2: From the form editor

1. Go to your dashboard and choose the form you'd like to edit.
2. Click on the Notify tab in the form editor.
3. Enable notifications for submitters and administrators by toggling the appropriate options.
4. Select + Add New Template to open the email editor, where you can build a new email template.

Step 2: Customize your email template

When customizing an email template, you can include several fields such as:

• Template Name: Helps you organize and assign templates across multiple forms.
• From Name: Specify the sender’s name or email ID.
• Email Subject: Personalize the subject line to match the content of your message.
• Reply-to Email: When the user wants to reply to the email, which email address should it be addressed to? You can put the email address or the ID of the sender. You can make it one of the supported fields on your form. This only works when you have set up your custom SMTP. Check the last section of this article to learn more about custom SMTP.‍
• Email server: You have 2 options, Formaloo Server (System Default) or your own SMTP Server.

You can personalize your emails using form data fields. For example, include the submitter's name using {{field_2_value}} if their name is collected in the second field of your form. This way, if the user enters "Jane" as their name in the second field, they'll receive an email that says "Hi Jane!".

Step 3: Assign custom email templates to forms

Once you’ve created and customized your email template, it’s time to assign it to your form:

1. Go to the form editor.
2. Under the Notify tab, select the email template you’ve created from the dropdown menu for both submitters and admin notifications.
3. Save your changes.

This allows you to use different templates for different forms based on the needs of your audience.

How to use SMTP for custom email delivery

Using your own SMTP server gives you greater control over email delivery and branding. When using your custom SMTP, emails will be sent directly from your email address, allowing you to ensure that important notifications land in the inbox.

Step 1: Set up your SMTP server

1. Go to the Formaloo dashboard and click on your profile icon.
2. Navigate to Integrations and select Email.
3. Click on SMTP Settings to enter your server details, including:
   • SMTP Host
   • SMTP Port
   • Username and Password
   • Sender Email

Once configured, you can select your SMTP server as the default sending option when creating new email templates.

Step 2: Use custom SMTP in email templates

After configuring your SMTP server:

1. Go to the email template you wish to customize.
2. Select Custom SMTP under the Email Server option.
3. Save the settings.

Using a custom SMTP server bypasses Formaloo’s default email delivery system, meaning you’ll have full control but must ensure your server is configured correctly for reliable email delivery.

Best practices for email customization in forms

1. Personalize the Message: Always include form data like the user's name, submission details, or a thank-you message to make the email more engaging.
2. Use a Clear Call-to-Action: Whether it's encouraging users to take the next step, complete another form, or visit your website, ensure your email has a defined action.
3. Test Your Templates: Before going live, test the email templates with a sample submission to ensure everything works as expected.

Why choose Formaloo for your email notifications?

Setting up custom email templates in Formaloo is a straightforward yet powerful way to communicate effectively with your form submitters and team members. With personalized messages and the ability to use custom SMTP servers, you can ensure that your emails are always relevant, timely, and branded correctly.

Start creating custom email templates today and elevate your form experience with Formaloo!