The Response alerts card decides who hears about each response by email: the account owner, other people on the team and the person who responded. Everything in it takes effect as soon as you save, without publishing the form again. At ClÃnica Vitta, in Miami, the owner gets each intake form, the front desk gets a copy and the patient gets the instructions for the procedure she chose.
The card is in Forms › (form) › Edit › "Response alerts" card. After making changes, click Save alerts.
Email to you
This alert goes to the account owner's email, even when an Editor is the one setting it up. The options:
- For every response (the default) — one email per response, with the subject "New response: (form title)", the response number, what the person answered and the View response button, which opens the response directly in the dashboard.
- One summary a day, at 8 a.m. — a single email with how many responses each form received in the last 24 hours. A day without responses sends no email.
- Don't send — no alert to you. The confirmation to the respondent, if turned on, keeps going out.
The alert shows only what the person saw: questions hidden by logic and hidden fields are left out. It arrives in the language the owner uses in the dashboard. A response moved to the trash before the email goes out triggers no alert.
Also notify
In Also notify, type an email and press Enter. Up to 5 addresses besides the owner, and each one gets its own message: no one sees the others' addresses. At Vitta, the front desk is added here as frontdesk@example.com.
- Extra emails receive the For every response alert. The daily summary goes only to the owner.
- Only the account owner changes who is on this list. For an Editor, the field is locked.
Confirm receipt to the respondent
Turn on Confirm receipt to the respondent to send the person a short email saying the response arrived. Three fields appear:
- Field with the respondent's email — pick an Email field from the form. Without an email field, the confirmation has nowhere to go: add one first.
- Subject — up to 150 characters. If blank, it is "We received your response: (form title)".
- Message — up to 2,000 characters. Shown below the receipt notice.
The confirmation goes out in the form's language and includes the title, the date and time received, your text and the line "If you did not send this response, you can ignore this email."
It never repeats the answers. The form is public: anyone can type someone else's email. If the confirmation echoed what was filled in, someone could use your form to send any text to any address in your company's name. For the same reason, one address receives at most 3 confirmations per hour.
The chosen field must exist, as an Email field, in the version the person answered. If you pick an email field you just created and have not published yet, people answering the live version get no confirmation until you publish. If the person leaves the email blank, there is no confirmation either.
Different messages depending on the answer
With the confirmation on, Different messages depending on the answer appears. Each rule has its own conditions, subject and message. At Vitta:
- Click Add message rule.
- In Send when, build the condition: "Procedure of interest" is equal to "Chemical peel".
- Subject for this rule: "How to prepare for your peel". If blank, the default subject is used.
- Message for this rule (required): "Avoid sun and acids in the 48 hours before the session and come without makeup."
- Repeat with "Facial cleansing" and other instructions, and save.
How rules work:
- They apply in order, top to bottom: the first one that matches sends its message. Anyone matching none gets the default message.
- Each rule needs at least one condition, and you choose whether all or any of them must be true. Up to 10 rules.
- They use the fields of the saved draft but only apply to what is already published. A rule citing a field or option that is not live yet is ignored, and the person gets the default message until you publish.
- A question hidden by logic counts as not answered.
- The rule's message never repeats the answers either.
Where to go next
- Show fields based on the answer (Form logic collection) — how to build conditions.
- Organizing responses: status, tags, notes and trash (Responses collection) — where the alert link takes you.
- Webhooks and Google Sheets (Integrations collection) — to send each response to another system.
- Roles and invitations (Team and roles collection) — who the account owner is and what an Editor can change.
In short: the Response alerts card sends the account owner an email for every response, a daily summary at 8 a.m. or nothing; up to 5 extra addresses get every response; the confirmation to the respondent goes to the chosen email field, with your subject and message, never with the answers; and rules change the message based on what the person answered.