What Happens When Someone Submits a Form
The sequence behind a single click
What It Is
When someone clicks submit, Zyntro does considerably more than store the answers. A submission starts an ordered sequence that creates or updates a contact record, decides who owns the lead, files each answer where you told it to go, carries out every action you configured, and tells the right people.
Understanding the order matters because it explains two things people often find surprising: why a follow-up email does not arrive the instant someone submits, and why one action failing does not lose the submission.
How It Works
1. The submission is recorded
The answers are stored as a completion before anything else happens. This is the point of no return in a useful sense: once the completion exists, the submission is safe even if a later step has a problem.
2. The lead owner is decided
Zyntro works out which member of your team owns this lead — once, here, before anything is written. If the form took a booking on a group calendar, the rotation decides. Otherwise the form's routing settings do. That single decision then governs the contact's owner, the calendar event's organiser, who gets notified, and the context for every follow-up action.
3. The contact is created or updated
Zyntro looks for an existing contact, preferring a contact id if the form had one, then the email address, then the phone number. An existing contact is updated rather than duplicated, and keeps its current owner — a returning person is not reassigned to whoever happens to own this form.
4. The answers are filed
Each answer goes where its Map Data To setting says: a named CRM field, the contact's notes, or their profile data. Answers on unmapped fields stay with the completion and go no further. Uploaded files are attached to the contact.
At this stage Zyntro also reads the submission as a whole to build profile context and detect signals, which can move the contact along your pipeline.
5. The booking is made, if there is one
If the form included a calendar step, the event and the meeting are created and both sides are emailed an invitation with a calendar file attached.
6. Your form actions run
Now the things you configured on the Manage Form Actions screen are carried out, in this order: the webhook, keep-warm scheduling, the follow-up email, the follow-up SMS, contact enrichment, and the outbound call.
7. People are notified
Finally, the people you nominated are told a submission arrived, and the member who owns the lead is told it is theirs.
8. Workflows are triggered
A form.submitted event fires, so any workflow subscribed to this form — or to all forms — picks it up from here.
Why It Matters
Almost nothing is instant, and that is deliberate. Follow-up messages are queued with a delay you control and then delivered by a background process. An email set to send after 300 seconds will not appear in five seconds, and it may not appear at exactly five minutes either — it becomes eligible to send at that point.
This matters when you test. Submit a form, then give it a few minutes before concluding an action is broken.
The submission survives a failing action. Because the completion is stored first and each action is attempted separately, a webhook pointing at a dead URL or a template that has since been deleted does not lose you the lead. The problem is recorded against the completion and the rest of the sequence carries on.
The person filling in the form waits for none of it. They see your thank-you message or get redirected as soon as their answers are accepted. Everything else happens behind them.
Tip: When you are testing a form, submit it with a real email address you can check, and wait. Most reports of "the email never sent" turn out to be a delay that had not elapsed yet.
Info: Two of these steps have their own sections. Who gets the lead and how bookings are allocated is covered in Lead Allocation & Calendars. Who is notified, and where to find completions, is covered in Alerts & Completions.
