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FormHug does more than collect submissions. By connecting your Gmail account, you can automatically send a confirmation email the moment someone submits your form — and send bulk reminder emails to selected submitters whenever you need to follow up. This guide walks through both using an AI workshop signup as the example.

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When Would You Use This?

A few situations where this comes up naturally: You’re running an event or workshop. Someone registers and immediately wonders: did my sign-up go through? With an automatic confirmation email, they get an answer before they even close the tab — with the date, time, and location already in the message. The day before the event, you bulk-select all registrants and send a reminder in two clicks. You’re collecting job applications or program sign-ups. An applicant submits their information and hears nothing. That silence creates anxiety and follow-up emails to you. An automatic “Application received — we’ll be in touch” email fixes that immediately, and costs you nothing to set up. You run a recurring class or membership. At the start of each cycle, you filter your submission list by relevant entries, write a quick update, and send it to everyone at once — no export, no paste-into-Mailchimp, no separate tool. You need to ask submitters to fix something. A batch of submissions came in with an incomplete field. Select those records, write a targeted message, and send — it reads like a personal email from you, not a system alert. AI Workshop Signup form built in FormHug

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Two Ways to Send Emails

ModeWhat it doesWhen to use
AutomaticFires immediately after each submissionConfirmation, receipt, next-step instructions
Bulk sendYou select submissions and send manuallyReminders, updates, announcements
Both modes use your connected Gmail account as the sender. Submitters receive the email as if you sent it personally.

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Before You Start

Make sure your form includes an Email field — this is what FormHug uses to address each outgoing email. FormHug form editor showing the AI Workshop Signup form with an Email address field visible in the builder
  • You have a Gmail account available to use as the sender
  • Gmail personal accounts send up to ~500 emails per day — suitable for most small to mid-size forms

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Part 1: Send an Automatic Confirmation Email

When someone signs up for the AI workshop, they should immediately receive a confirmation with the event details.
1

Open Notifications

Go to your form → Settings → Notifications, then click Create notification.Notifications page empty state showing Create notification button
2

Set the Trigger

Set When the following occurs to New submission created.
3

Connect Your Gmail Account

Under Edit email, click the Sender dropdown and select Connect Gmail.Sender dropdown showing Connect Gmail and Add SMTP email server optionsA Google authorization screen opens. Click Continue to grant FormHug permission to send emails from your account.Google authorization screen for formhug.ai requesting send email permissionYour Gmail address now appears as the sender. This authorization applies to all your forms — you only need to do this once.
4

Set the Recipient

In the To field, select the form field that holds the submitter’s email address (e.g., Email address).
5

Write the Email

Enter a subject line and body. Use Insert Field to personalize both with values from the submission.Email editor with Insert Field dropdown open showing form fields including name, email, and registration detailsFor the workshop example, the subject reads: Jane, You’re in! 🎉 AI Workshop Registration Confirmed — the name is inserted from the form field automatically.
6

Save and Enable

Click Save and enable. The rule activates immediately — every new submission fires the email.Notifications page showing the rule enabled: When new submission created, send email to Email address
When someone submits the form, the end page confirms their registration and sets the expectation that a confirmation email is on its way. End page after form submission: Thank You for Signing Up! We'll send a confirmation email with next steps and event details. Seconds later, the email arrives in their inbox — sent from your Gmail address. Received confirmation email in Gmail inbox: Jane, You're in! AI Workshop Registration Confirmed, sent from Evan Spark

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Part 2: Send a Bulk Reminder Email

The day before the workshop, you want to remind all registrants. Go to the submissions table and send directly from there.
1

Go to the Data Tab

Open your form and click Data at the top.
2

Select Submissions

Check the boxes next to the submissions you want to email. To select all, check the header checkbox.Submissions table with checkboxes selected and Send button highlighted in the toolbar
3

Click Send

Click the Send button in the toolbar. The send dialog opens showing your connected Gmail as sender and the number of selected submissions.
4

Write the Reminder

Enter a subject and body. Use Insert Field to address each person by name. Keep the message focused — one reminder, one call to action.Send dialog showing selected submissions, Gmail sender, and reminder email addressed to the submitter by name
5

Send

Click Send. An Email records panel confirms delivery — subject, recipient, timestamp, and status for each email.Email records panel showing Reminder: AI Workshop is tomorrow sent to jane@gmail.com with status Sent

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Check Email Records

Sent emails are tracked in two separate places depending on how they were sent. Automatic notification emails are logged in Settings → Notifications → Send logs. Each entry shows the recipient, send time, and delivery status — useful for verifying that confirmation emails fired correctly after new submissions. Send logs table showing Status, Type, Recipient, and Sent at columns Bulk emails sent from the Data tab are accessible via the ... menu → Email records in the submissions table. This shows the subject, recipients, timestamp, and status for each manual send. Data tab overflow menu with Email records option highlighted

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Personalization

Both the subject line and email body support Insert Field — click it to insert any form field or system field as a variable. FormHug replaces it with the actual submitted value when the email is sent.
What to insertExample result
Submitter’s name”Hi Jane,“
Event name field”Your spot at May 1 AI Workshop is confirmed”
Submission serial number”Your reference number is #0042”
Job title or organization”We’re glad to have you, PM at Formagic LLC”
Personalizing the subject line with the submitter’s name is especially effective — it reads as a direct reply rather than a mass send.

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Limitations

  • Emails are sent from your connected Gmail address. Submitters reply to that address.
  • Only submissions with a valid email address field can receive emails. Bulk send automatically skips records without one.
  • Gmail personal accounts are limited to approximately 500 emails per day. For higher volume, connect an SMTP server instead (available in the Sender dropdown).
  • This feature is designed for form-related follow-up — confirmations, reminders, and updates. It is not intended for cold outreach or newsletter-style campaigns.

Submission Notifications

Reference guide: notification rules, triggers, Gmail vs SMTP, and send logs

Create a Registration Form

Build the form that collects sign-ups with capacity limits

Submissions

Manage, filter, and export form submission data

Submission Rules

Set capacity limits and close a form when it’s full
Last modified on April 20, 2026