Prerequisites
- How a Form Decides Who Gets the Lead — The assignment alert follows lead ownership
Who Gets Told About a Submission
Two different alerts, for two different jobs
What It Is
Zyntro sends two distinct kinds of alert when a form is submitted, and keeping them apart is the key to configuring notifications sensibly.
The submission alert says a form came in. It goes to a watch list you nominate — people who want to see everything arriving through this form, whether or not they will act on it.
The assignment alert says this one is yours. It goes to the single person who ended up owning the lead.
They are not alternatives. Most forms want both: a manager watching the flow, and the person responsible for responding.
How It Works
The submission alert
Sent to every member on the watch list, by email, by SMS, or both — you choose per channel, and the two lists are independent. Somebody can be on the email list without being on the SMS list.
It is informational, so it is sent at normal priority.
The assignment alert
Sent to whoever owns the lead. That is the member the rotation picked for a new contact, or the existing owner of a returning one.
It is sent at high priority, because it is the one alert where somebody is expected to do something.
Its wording adapts to the situation. For a brand-new contact it reads as a new lead being assigned. For somebody already in your CRM it reads as your contact having submitted a form — which is a different thing, and worth being told differently.
Somebody on both lists gets both alerts
If a watcher also turns out to own the lead, they receive the submission alert and the assignment alert. This is deliberate: a watch list stays a watch list regardless of who the rotation happened to pick. Two messages is the correct outcome, not a duplicate.
Why It Matters
With no configuration at all, the lead's owner is still told by email. That default exists so a form can never swallow a lead silently. Everything else — the watch lists, and SMS on either alert — is off until you turn it on.
Only Active members receive alerts. Members who are Inactive, Suspended, or Pending are filtered out, so a watch list does not need maintaining when somebody leaves. Pending means invited but never signed in, which is the case people most often miss when wondering why a colleague hears nothing.
An SMS watcher with no mobile number on their profile is skipped. No error is raised. If somebody expects texts and gets none, their profile is the first place to look.
Nothing is instant. Both channels are queued and delivered by background processes.
Info: Completions are visible to everyone in your organisation, not only to whoever built the form. Anybody who can see the form in My Forms can open its submissions, so the person a lead is assigned to can read what was answered. Following the link in an alert opens that specific submission directly.
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.
Examples
A small team where one person handles all enquiries
Leave it at the default. The owner is told by email, and nothing else needs setting up.
A sales team with a manager who wants oversight
Put the manager on the submission email watch list, and leave the assignment alert on. Each salesperson hears about their own leads; the manager sees everything.
A high-value form where response time matters
Turn on assignment SMS as well as email. The owner gets a text the moment the lead is theirs, rather than waiting until they next check email.
A feedback survey from existing clients
Respondents keep their existing owners, so each account manager is told when their own client responds. Add whoever reviews feedback to the submission watch list.
