Form Notifications (Get notified about new submissions)
When a form receives a new submission, the store owner and the staff you choose are notified by in-app notification and/or email.
Where to find: Forms → open a form (New Form or Edit) → Form Settings in the top bar → Notifications tab Who it's for: Anyone with forms that must be seen immediately — contact forms, quote requests, service requests In short: When a form receives a new submission, the store owner and the staff you choose are notified by in-app notification and/or email.
What is it for?
Forms you build with the form builder collect answers, but those answers notify nobody on their own. So even if a customer fills in your contact form, you only find out when you open the Submissions screen and look.
The notification setting closes exactly this gap: the moment a new submission arrives,
- a notification drops into the bell (notifications) menu of the management panel,
- and/or an email is sent to the people you selected.
The setting is configured per form. So you can say "email me when the contact form arrives, but send nothing for the newsletter sign-up form".
Where do I find it?
- Go to Forms in the left menu.
- Choose ⋮ → Edit on a form (or build a new one with New Form).
- Press the Form Settings button in the top bar.
- The window that opens has two tabs: General and Notifications. Switch to Notifications.
The settings one by one
1. Notify me
| Setting | What is it for? |
|---|---|
| Notify me | The main switch. While it is off, none of the settings below apply and no notification is sent. |
Below it the screen reads: "Notify the selected people whenever this form receives a new submission."
Tip: On a new form this switch arrives on. On existing forms you created earlier it is off — this was done so your old forms do not suddenly start sending emails. You need to turn the switch on manually for older forms.
2. Channels
You choose where the notification goes. You can select both.
| Channel | What happens? |
|---|---|
| In-app notification | Appears in the notification menu in the top bar of the management panel. Clicking the notification opens that submission's detail directly. |
| The submission summary is delivered as an email prepared with your store branding. |
If you select no channel, a yellow warning appears: "Select at least one channel, otherwise no notification is sent." Saving is not blocked, but no notification will be sent.
3. Recipients
You choose who the notification goes to.
| Recipient | Description |
|---|---|
| Store owner | While on, the store owner always receives notifications. |
| Staff | You pick people from your team in the multi-select box. You can click the box and search. |
If neither the store owner nor any staff is selected, this warning appears: "No recipient selected. The notification will not reach anyone."
Why isn't everyone in the staff list?
Only staff allowed to see form submissions appear in the list. The screen says so too: "Only staff allowed to view form submissions (Customers → Read) are listed."
The reason is simple: form submissions are customer data. Emailing someone data they are not allowed to see would be wrong.
If the permission is removed later, notifications stop too. If you select a staff member as a recipient and later remove their Customers → Read permission, they no longer receive notifications even though the record still lists them. The permission is checked both when saving and when sending.
You edit staff permissions under Store Settings → Team Members.
What happens when many submissions arrive? (Notification flood protection)
At the bottom of the screen there is a blue info box: "If many submissions arrive in a short period, notifications are merged into a single one."
It works like this:
| Situation | What happens? |
|---|---|
| First 3 submissions in a 5-minute window | Each one is notified immediately, separately. |
| Further submissions in the same window | They are not notified one by one; they are counted and at the end of the window a single summary notification is sent: "… form received N new submissions". |
So no submission is lost, the notifications are simply calmed down. When your form receives 200 answers on a campaign day, your phone does not ring 200 times.
The counter works per form — a busy contact form does not suppress notifications from your service request form.
What does the email look like?
The email arrives with your store's name and colors and contains:
- Which form received the submission,
- A summary of the submitted fields (long texts are shortened),
- If the form has many fields, a note in the form of "N more fields",
- A button that takes you straight to the panel.
To see the full submission, always look at the Submissions screen (see Form Submissions (Responses)).
Email quota
Form notification emails count towards the monthly email quota (MAX_EMAILS) in your plan.
| Situation | Result |
|---|---|
| Quota available | Both the in-app notification and the email are sent. |
| Quota exhausted | The email is not sent, the in-app notification still is. So you still learn about the submission. |
In-app notifications do not count towards the quota — they are unlimited. To see your quota status, look at the Subscription & Billing → Usage screen (see Usage and Quota).
Step by step: setting up notifications for a contact form
- Forms → ⋮ → Edit on your contact form.
- Form Settings in the top bar → Notifications tab.
- Turn on the Notify me switch.
- Under Channels, leave In-app notification and Email on.
- Under Recipients, leave Store owner on; also select your customer representative from the Staff box.
- Close the window and press Save in the top bar.
From now on, every answer that reaches the form appears both in the panel and in your inbox.
Frequently asked questions
I saved the setting but no notification arrives. Check in order: (1) is Notify me on, (2) is at least one channel selected, (3) is at least one recipient selected, (4) did you press Save on the form, (5) is the form Active.
If I turn notifications off, are submissions lost too? No. Submissions are always stored; the notification is only the alerting layer. You can always see the answers on the Submissions screen.
I can't see a staff member in the list. That person does not have the Customers → Read permission. Grant it under Store Settings → Team Members and they will appear in the list.
Do I have to configure every form separately? Yes. The setting is per form, so you can turn notifications on for important forms and keep them off for noisy ones.
If the notification fails, does the form record break? No. Even if something goes wrong while sending the notification, the customer's submission is stored in every case.
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