The Respondent Email feature allows you to automatically send an email to a respondent after they have submitted their final response to a form.
Please make sure to review the following key points before using this feature.
- To use this feature, your form must include an Email Address question that collects the respondent’s email. Emails can only be sent to the addresses collected through this question.
- You can create multiple Thank you pages in a form and send different emails based on which page the respondent reaches. By using logic, you can guide each respondent to the appropriate Thank you page based on their answers, and then send a custom email that matches the content of that page.
- The Respondent Email feature is available only in the PRO plan.
- PRO Monthly Plan: Up to 5,000 emails per month
- PRO Annual Plan: Up to 75,000 emails per year
- If you need more email volume, you can purchase additional capacity only with the PRO Annual Plan. Please contact customer support for assistance.
How to Set It Up
1. Complete Your Form
Make sure your form is fully created and ready to go. It is recommended to set up Respondent Email after your form is complete. Don’t forget to include the Email Address question—this is required to send respondent emails.
2. Go to the Respondent Email Tab
In the form editor, click the Respondent Email tab at the top of the left panel. Then, click Create Respondent Email to create a new email.
3. Configure the Email
Once you create the email, a settings panel will appear. Configure each item in the following order:
- Respondent email alias: This is for internal reference only. You can keep the default name or enter your own to help you distinguish between different emails.
- Thank you page mapping: Choose which Thank you page this email should be sent from.
For example, if your form includes a question about consent for use of personal data, and logic routes respondents to different Thank you pages based on whether they agree or decline, you may want to send different emails to each group.
Respondents who gave consent could be directed to a Thank you page that expresses gratitude, and this email could match that tone.
For those who didn’t consent, you may choose not to send an email at all or send a different one. Just connect the appropriate Thank you page to this email accordingly. - Recipient email address: Select the Email Address question from your form to indicate which answer will be used as the recipient.
- Reply-To email address: Emails are always sent from noreply@moaform.com, and this cannot be changed. However, you can set a separate Reply-To address.
For example, if you set it to moaform@qoom.net, replies from recipients will go to that address even though the sender appears as noreply@moaform.com. - Email subject: Enter the subject line of the email. You can also insert variables.
- Email body: Enter the body of the email. Variables can also be used here.
Email Delivery
- Once a response is submitted, the system extracts the email address, applies the subject and content (including variables), and sends the email in sequence.
- Emails are usually delivered within one minute. If many responses are submitted in a short time, delivery may take longer.
- If the Email Address question is not marked as required, and the respondent skips it or does not reach it due to logic conditions, the email will not be sent.
- The Respondent Email feature is only available with the PRO plan.
- PRO Monthly: Up to 5,000 sends/month
- PRO Annual: Up to 75,000 sends/year
Checking Email Status & Resending
You can check your current email quota by opening the Notification center at the top right corner of the My Forms page.
To view the delivery history, go to the Respondent email tab on the form’s Results page.
Email statuses are as follows:
- Sending: The email is being prepared or is currently in the process of being sent.
Sent: The email has been sent from the sending mail server.
Delivered: The email has been successfully delivered to the recipient’s server.
- Failed (Delivery error): The email failed to send due to reasons other than quota limits, such as bounces, complaints, or technical issues.
- Failed (Quota exceeded): The email was not sent because you exceeded your respondent email quota.
Resending:
- Resending is allowed up to 5 times and only within 30 days of the initial send date. Each resend counts toward your total email quota.
- If a respondent is deleted, all of their data is permanently removed, and you will no longer be able to resend respondent emails to them.
- If you delete the email question that is linked to respondent emails from the form, the email addresses will also be removed from the respondent email records on the results page. However, resending is still possible using a different email address.