Send a Follow-Up Email or Start a Sequence
Three ways to follow up, and when each is right
A form submission is the moment someone is most interested in you. An email that arrives while that is still true does more than one sent the next morning.
Zyntro gives you three ways to send it, and they behave quite differently. One sends a fixed message. One starts a multi-step campaign. One writes something specific to what that person actually said.
Before You Begin
- An email field on the form, mapped to the contact's email address
- A verified sending domain, or nothing will leave Zyntro
- A saved email template or sequence, if you plan to use one
Steps
Open Manage Form Actions and enable email
From Sales → CRM → Forms, open the form's row menu and choose Manage Form Actions.
Switch on Send an email or fire a sequence. The options appear beneath it.
Choose your approach
The Select a template or sequence list holds three kinds of option:
- Your saved email templates
- Your email sequences, each labelled with its type
- AI-Generated Email, marked with a star
Pick one. The table further down this article sets out what each does and when it is the right choice.
If you chose AI-generated, write the context
A Context box appears. This is a short instruction shaping what the email should say — not the email itself.
Good context is specific about purpose and tone: Follow up on their enquiry, reference the specific problem they described, and offer a call. Poor context is vague: Send a nice email.
The AI already has the form answers and what Zyntro knows about the contact. Use the context to tell it what the email is for.
Set the delay
Send after a delay of is in seconds. The default is 300, which is five minutes.
A short delay feels responsive without feeling automated. Instant email arriving before the person has closed the tab reads as a robot; an hour later, they have moved on.
Two to ten minutes suits most forms. If your thank-you message promises immediate confirmation, keep it short.
Save
Save the screen. The email applies from the next submission onward.
Saving also publishes the form, so the change is live at once.
Test it properly
Submit the form with an email address you can actually check, then wait past your delay. A 300-second delay means the email becomes eligible to send after five minutes — it is not late at four.
If nothing arrives after a reasonable wait, check your sending domain first. An unverified domain is the most common reason nothing leaves Zyntro at all.
Info: Every delay on this screen is measured in seconds, and each field is labelled accordingly. One minute is 60, five minutes is 300, an hour is 3600. The keep-warm interval is the one exception — that is measured in days.
The three approaches
| Approach | What sends | Choose it when |
|---|---|---|
| A saved template | One email, the same wording every time, with merge tags filled in for that contact. | You want a predictable, reviewable confirmation. Best when wording matters — anything with a commitment or a compliance angle in it. |
| An email sequence | A multi-step campaign over days or weeks. The contact is enrolled and receives each step in turn. | One email is not enough. Good for nurturing a lead who is interested but not ready. |
| AI-Generated Email | A message written for that specific submission, using the form answers and what Zyntro knows about the contact. | Answers vary a lot between people and a fixed template would read as generic. Strongest on longer or more consultative forms. |
What happens behind each option
The email is queued against the contact with your delay applied, then delivered by the background sending process. It appears in the contact's communication history like any other email.
Zyntro creates a system list for this form the first time it is needed — named after the form with -system appended — adds the contact to it, and enrols them in the sequence.
If the contact has been through this sequence before and it stopped or completed, they are enrolled again. If they are currently part way through it, they are left alone rather than being restarted. That means a returning submitter does not jump back to step one of a campaign they are already receiving.
The request is queued for Segmentation Intelligence with your delay attached. SI writes the message with the form answers and the contact's history in front of it, then sends it.
Because a model writes each one, expect slightly longer between submission and delivery than a template takes.
Warning: A verified sending domain is not optional. Without one, Zyntro has no legitimate address to send from and the email does not go out. If a form's follow-up email never arrives and everything on this screen looks right, check your sending domain before anything else.
Tip: Starting out, use a template. It is predictable, you can read exactly what every person receives, and it is easy to reason about. Move to a sequence when one email is provably not enough, and to AI-generated when your form answers vary enough that a fixed message would read as generic.
Result
Every submission now produces a follow-up email. You can confirm it on the contact's record, where the queued or sent message appears in their communication history.
