Email Notifications
Instant email alerts for form submissions
Email Notifications send you an email every time someone submits your form. Add multiple team members as recipients, customize the subject line and message with dynamic variables, and never miss a lead again.
Multiple Recipients
Send notifications to your entire team
Custom Templates
Personalize subject lines and message content
Instant Delivery
Get notified the moment a form is submitted
Workflow Integration
Use with AI qualification and conditional logic
Choose Your Setup Method
Email notifications can be configured in two ways. Choose based on your needs:
Integrations Page
Create email notifications from the Integrations page in your dashboard. Best for quick setup and managing all notifications in one place.
- Quick setup for all forms or specific forms
- Managing multiple notification rules
- Simple recipient and template management
Workflows
Add email notifications as a destination in your workflows. Best for conditional sending and advanced automation.
- Sending only for qualified leads
- Including enriched data in emails
- Conditional routing to different recipients
Setting Up Email Notifications
Follow these steps to create email notifications from the Integrations page in your dashboard.
Step 1: Go to Integrations
Open your dashboard
Sign in to Orbit AI and go to your dashboard.
Click "Integrations" in the sidebar
Find and click "Integrations" in the left navigation menu.
Find Email Notifications
Scroll down or look for "Email Notifications" in the integrations list.
Step 2: Create a New Notification
Click "Add Notification"
Click the "Add Notification" button to open the configuration modal.
Give it a name
Enter a descriptive name like "Sales Team Alerts" or "Support Inquiries".
Choose which forms to apply to
Select "Global (All forms)" to notify on all submissions, or choose a specific form.
Global vs. Form-Specific
Global notifications fire for every form submission in your workspace. Form-specific notifications only fire for the selected form.
Step 3: Add Recipients
Click "Add team member..."
Click the dropdown to see available team members.
Select team members
Click on each team member you want to receive notifications. You can add multiple recipients.
Review your recipients
Selected recipients appear as tags above the dropdown. Click the X on any tag to remove them.
Security: For security reasons, only team members can receive email notifications. Need to add someone? Invite them to your team first.
Step 4: Customize Your Email Template
Edit the subject line
Customize the email subject. The default is "New submission: {{form_name}}".
Customize the message
Edit the email body. Use {{all_responses}} to include all form fields.
Insert variables
Click any variable button to insert it at your cursor position.
Step 5: Save and Activate
Ensure notification is active
Make sure the "Notification is active" toggle is enabled.
Click "Create Notification"
Click the button to save your notification. It will start working immediately.
Done! Your email notification is now active. Submit a test form to verify it's working.
Template Variables
Use these variables in your subject line and message to include dynamic content from form submissions:
{{form_name}}The name of the submitted form
{{all_responses}}All field values formatted as a list
{{field.email}}Value of the email field
{{field.name}}Value of the name field
{{field.company}}Value of the company field
{{field.message}}Value of the message field
Tip: Use {{field.field_name}} to reference any form field. Replace field_name with the field label (lowercase, spaces as underscores).
Using Email with Workflows
For advanced use cases, add Email Notifications as a destination in your workflows. This gives you conditional control over which submissions trigger emails.
Use workflows when you need to:
- Send emails only for qualified leads (after AI agent classification)
- Include enriched data in your emails (from Clay, Clearbit, etc.)
- Route different submissions to different recipients
- Use AI SDR analysis results in the email content
- Combine with other destinations like your CRM
Adding Email to a Workflow
Create or open a workflow
Go to Workflows in your dashboard and create a new workflow or open an existing one.
Add a trigger
Set up a Form Submission trigger for the form(s) you want to send emails for.
Add filtering or enrichment (optional)
Add AI Agent for qualification, Enrichment nodes, or Filter nodes as needed.
Add Email destination
Click the + button and select "Email" from the destinations list.
Configure the Email node
Add recipients, customize subject and message. You can use enriched data from previous nodes.
Save and activate
Save your workflow and toggle it to Active. Emails will now flow through your workflow.
Example: Alert Sales for Hot Leads Only
A workflow that only emails your sales team for high-quality leads:
Testing Your Notifications
After setting up email notifications, verify they're working correctly:
Submit a test form
Fill out and submit your form with test data.
Check your inbox
Look for the notification email in your inbox. It should arrive within seconds.
Check spam folder
If you don't see it, check your spam/junk folder. Add noreply@notifications.orbitforms.ai to your contacts.
Troubleshooting
Not receiving emails?
Check your spam folder and add noreply@notifications.orbitforms.ai to your contacts. Verify the recipient email is correct and the notification is set to "Active".
Variables not working?
Make sure variable names match exactly. Use lowercase and underscores for field names. For example, "Full Name" becomes {{field.full_name}}.
Can't add a recipient?
Only team members can receive notifications. Invite them to your team first, then they'll appear in the recipient dropdown.
Duplicate emails?
Check if you have both an Integration-based notification AND a Workflow email node for the same form. Use one method or the other to avoid duplicates.
Want different recipients per form?
Create form-specific notifications. When adding a notification, select the specific form instead of "Global (All forms)". You can create multiple notifications for different forms with different recipients.
Ready to Get Started?
Set up email notifications in minutes and never miss another form submission.
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