How to Set Up Email Notifications for Your Forms

FormRobin emails you each time someone submits your form. Turn it on or off per form in the form editor: click Settings and use Enable email notifications.

What Are Email Notifications?

Email notifications are automatic emails sent to your account email address when someone completes one of your forms. Each email includes:

• A subject line with the form name
• The date and time of the submission
• Every question with the respondent's answer
• A View All Submissions button that opens the form's Sessions page

Plan: email notifications are available on both plans, Free Plan and Individual Plan.

Enabling Email Notifications

For New Forms

Email notifications are turned on by default when you create a form.

For Existing Forms

1. Open the form in the form editor.
2. Click Settings in the editor toolbar.
3. Switch on Enable email notifications. The change is saved immediately, and the text below the switch shows the address the emails go to.

Disabling Email Notifications

To stop emails for one form, open it in the form editor, click Settings and switch off Enable email notifications. Other forms are not affected.

What's in the Email?

• Subject: "New Submission for: [Form Name]"
• Submission Details: the form name and when it was submitted
• Responses: each question label with the answer
• View All Submissions: a button that opens the form's Sessions page in FormRobin

Uploaded files are not attached to the email. Open the Sessions page to download them (see Viewing and Managing Form Responses).

Who Receives Notifications?

• The form owner: emails go to the email address of the account that owns the form
• One recipient: there is no option to add more recipients
• Same address for all forms: every form with notifications on uses your account email

To change the address, click your name in the top right to open User settings, change Email and click Save changes. FormRobin then sends a confirmation email to the new address; the change applies once you confirm it.

When Are Emails Sent?

• Right after submission: the email is sent as soon as the form is submitted
• One per submission: each completed submission sends one email
• No batching: there are no digests or scheduled summaries

How quickly the email arrives also depends on your email provider; most arrive within seconds to a few minutes.

Per-Form Control

Notifications are set for each form separately:

• Keep them on for important forms (contact, leads, registrations)
• Turn them off for high-volume forms (polls, surveys)
• Change the setting at any time without affecting other forms

Avoiding the Spam Folder

• Add the sender to your contacts so your provider trusts FormRobin emails
• Check spam or junk if an email is missing
• Mark as "Not spam" to train your provider
• Create a filter or rule that always accepts FormRobin notifications

Setting Up Email Rules

• Gmail: create a filter to label or forward FormRobin emails
• Outlook: set up a rule to move notifications to a folder
• Apple Mail: create a rule to sort or highlight notifications

Tip: filter on the subject "New Submission for:".

Managing High-Volume Forms

• Turn notifications off for high-traffic forms
• Review submissions in batches on the form's Sessions page
• Use email filters to route notifications to a dedicated folder
• Export to CSV for bulk analysis (see Exporting Form Data as CSV)

Testing Email Notifications

1. Check that Enable email notifications is on for the form.
2. Submit a test entry on the live form.
3. Check your inbox, including spam.
4. Confirm every answer appears in the email.

Limitations

• One recipient: the account email only; no extra addresses, CC or BCC
• Fixed template: the subject and layout cannot be customized
• No scheduling: one email per submission, sent immediately
• No conditional sending: emails cannot depend on specific answers

Troubleshooting

I am not receiving notification emails

• Open the form in the editor, click Settings and check that Enable email notifications is on.
• Check the address shown below the switch, and your spam or junk folder.
• Submit a new test entry on the live form.

Notification emails go to spam

• Mark them as "Not spam", add the sender to your contacts, and create a rule that always accepts FormRobin emails.

I get too many notification emails

• Turn notifications off for high-volume forms and review their submissions on the Sessions page instead (Viewing and Managing Form Responses), or filter the emails into a folder.

I want notifications at a different address

• Change your account email on the User settings page (click your name in the top right) and confirm the new address (see Account Settings Overview), or forward the notifications with a rule in your email program.

Still stuck? Email support@formrobin.com with the form's link and the time of your test submission.

Frequently Asked Questions

Can I send notifications to several people?

Not directly. Notifications go to your account email only; use forwarding rules in your email program to share them.

Can I customize the email?

No. The subject and layout are fixed and always include every question and answer.

Are uploaded files included in the email?

No. Click View All Submissions in the email and download the files from the Sessions page.

Do notifications work for embedded forms?

Yes. Submissions from an embedded form send the same email as submissions from the form link.