Prerequisites
- Who Gets Told About a Submission — Understand the two alerts first
Choose Who Is Notified About Submissions
Watch lists, and the alert to whoever owns the lead
Notification settings live in the Lead Routing & Notifications panel on the Form Actions screen, beneath the routing controls.
There are two groups: the people who want to see everything, and the person who has to act.
Before You Begin
- The team members you want notified, set up and Active
- A mobile number on their profile, for anyone who should receive SMS
- A form whose actions you can edit
Steps
Open the notification settings
Go to Sales → CRM → Forms, open the form's row menu and choose Manage Form Actions. Find the Lead Routing & Notifications panel.
The notification controls are under two headings: one for telling people every submission came in, one for telling the member who gets the lead.
Build the email watch list
Under Tell these people every submission came in, use Notify by email to pick members.
This is a watch list, not a routing list. Everyone on it is emailed about every submission regardless of who the lead went to.
Keep it short. A watch list that produces more mail than anyone reads trains people to ignore it, which is worse than having none.
Build the SMS watch list, if you need one
Notify by SMS is a separate list. Someone can be on one list, the other, or both.
Be sparing. A text for every submission on a busy form becomes noise quickly, and unlike email it interrupts.
Anyone on this list needs a mobile number on their profile — without one they are skipped and nothing tells you.
Set the assignment alert
Under Tell the member who gets the lead, there are two toggles: Notify the owner by email and Notify the owner by SMS.
Email here is on by default, and leaving it on is almost always right — it is what stops a lead sitting unnoticed.
Turn on SMS for forms where response time genuinely matters. It reaches one person about one lead that is specifically theirs, so it is far less intrusive than an SMS watch list.
Save
Save the screen. Notifications apply from the next submission.
Saving the Form Actions screen also publishes the form.
Test with a real submission
Submit the form yourself and check the alerts arrive. Allow for the queue — these are not instant.
If you are on the watch list and also end up owning the lead, expect two emails. That is correct behaviour, not a fault.
Info: Alerts are queued, not sent instantly. Email alerts are placed in a notification queue and delivered by a background process; SMS alerts go into a sending queue and are delivered by another. Expect a short delay rather than an immediate arrival, and allow for it when testing.
Sensible starting points
| Form | Watch list | Assignment alert |
|---|---|---|
| One person handles all enquiries | Empty | Email on |
| Sales team with a manager | The manager, email only | Email on |
| High-value demo or quote request | The manager, email only | Email and SMS on |
| High-volume signup or download | Empty — review completions instead | Email on |
| Booking form for a shared calendar | Whoever runs scheduling, email | Email on, SMS if same-day bookings are possible |
Tip: Start with the default — owner by email, no watch list — and add people only when somebody actually asks to be kept informed. It is much easier to add a watcher than to undo the habit of ignoring alerts.
Result
Submissions now reach the people who need to know. Each alert links straight to the submission, so the recipient can open it and read exactly what was answered.
