Managing submissions and notifications

Building and publishing a form is only half the job — the other half is making sure a submission actually reaches someone who can act on it, and that you have a reliable way to review or export everything a form has collected. This article covers the Submissions view, notifications, automations, and keeping spam out of your inbox.

#Where to find submissions

Every form has a Submissions tab (sometimes found under the form's settings, or in a dedicated Submissions area under Sites > Forms). It shows every response as a row in a spreadsheet-style table, one column per field, most recent first.

Screenshot coming soon

The Submissions tab showing a table of form responses with columns for each field

From this view you can typically:

• Search and filter submissions by date range or field value.
• Open an individual submission to see the full detail and jump directly to the resulting contact record.
• Export submissions — commonly to a CSV file, or connected directly to a Google Sheet for a live-updating copy of every response.

Tip: If you're already sending every submission into a workflow anyway, an export is mainly useful for a one-time analysis or for sharing raw data with someone outside the platform (a client, an accountant, a report). For anything ongoing — following up, notifying your team — set up notifications and automations instead of relying on someone remembering to check the Submissions tab.

#Setting up notifications

Open the form in the builder and click the notification (bell) icon to configure two independent notification types:

#1. Internal notification (to your team)

An email sent to your team the moment a submission comes in, so a new lead doesn't sit unnoticed. Configure who receives it, and confirm the recipient address is one someone actually checks regularly — a notification sent to an inbox nobody monitors is the same as no notification at all.

#2. Auto-responder (to the person who submitted)

A confirmation email sent automatically back to the visitor, letting them know their submission was received. You can customize:

• Subject line
• Reply-to address — where a reply from the visitor should land
• Sender name — defaults to your business/location name, but can be customized per form

Note: An auto-responder does double duty: it reassures the visitor their submission went through (reducing the chance they submit twice, unsure if it worked), and it's often the first real piece of communication they get from your business — worth making it sound like a person wrote it, not a system.

Test both notification types by previewing the form and submitting a real test entry before publishing — confirm the internal alert lands, and the auto-responder actually sends and looks right.

#Triggering automations on submission

Beyond a simple notification email, most businesses connect a form to a full automation (workflow) that does more than just alert someone. A Form Submitted trigger starts a workflow the instant a submission comes in, and that workflow can:

• Send a personalized email or text using the visitor's own answers.
• Create a task for a specific team member to follow up.
• Add the contact to a pipeline stage.
• Branch based on any field's value — a high-value answer routes to a "call immediately" path; a low-value answer routes to a nurture sequence instead.
• Wait, then follow up again if there's been no response.

This is where the field mapping discussed in How forms, contacts, and custom fields work together pays off — a workflow can only branch on data the form actually captured and mapped correctly, so it's worth double-checking field mappings before building a complex automation around them.

Tip: Start simple. A single workflow that sends one confirmation and creates one task is far more likely to actually run correctly than an elaborate branching automation you haven't fully tested. Add complexity once the basics are proven reliable.

#Keeping spam out

Forms that are publicly accessible on the internet will eventually attract spam submissions — bots filling in garbage data, sometimes at volume. A few ways to reduce it:

• Use email validation on the email field, which checks that submitted addresses are properly formatted (and, depending on configuration, verifies they're real/deliverable) before accepting the submission.
• Use SMS verification on phone-based forms, requiring the submitter to confirm a code sent to the number they entered — this single step eliminates the vast majority of bot submissions on phone-capture forms, since bots generally can't receive and enter a real SMS code.
• Watch for patterns in your Submissions view — a burst of near-identical garbage entries in a short window is a sign a form is being targeted, at which point tightening validation or adding verification is worth the small amount of extra friction for real visitors.

Warning: Every anti-spam measure adds friction, and friction lowers conversion for real visitors too. Don't add SMS verification to every form by default — reserve it for forms that have actually attracted spam, or where the lead is high-value enough that a small conversion cost is worth it (e.g., a form gating a paid offer).

#What done looks like

For any live form, you should be able to answer: where do I go to see every submission, who gets notified when a new one comes in, and what — if anything — happens automatically afterward. If the answer to any of those is "nobody knows" or "nothing happens," that's a lead-generation form quietly producing leads nobody is following up on, which is worse than not having the form at all.

#Related articles

• How forms, contacts, and custom fields work together
• Build your first form
• Conditional logic, hidden fields, and UTM capture

#Frequently asked questions

#Can multiple team members receive the internal notification?

Yes, most setups support sending the internal alert to more than one recipient — add each address you want notified when configuring the notification.

#Is there a limit to how many submissions a form can store?

There's no practical limit for typical business use — submissions accumulate in the Submissions view indefinitely. For very high-volume forms, periodically exporting older data to a spreadsheet or Google Sheet can make the live view easier to work with, though it isn't required.

#If I delete a form, do its past submissions disappear too?

The resulting contacts and their field data remain in your account regardless — deleting a form removes the form itself and its dedicated Submissions view, but it does not delete the contacts that were already created from it. Always double-check before deleting a form that's still actively receiving traffic anywhere it's embedded.