Email destinations
Send a form to a specific inbox, or email someone the moment a lead reaches a stage such as Won.
Every site already sends one notification email per submission. An email destination is the more precise tool for when that one address isn’t enough:
- Route a form to a person. Send the “Wholesale enquiry” form to your wholesale manager and the “Booking” form to the front desk.
- Alert on a stage. Email the owner when a lead moves to Won, or the accountant when one reaches Qualified.
Email destinations are part of the Pro plan. See Basic and Pro plans. The standard notification email works on every plan.
Notification email or email destination?
| Notification email | Email destination | |
|---|---|---|
| Plan | Basic and Pro | Pro |
| How many | One address per site | Up to 5 per site |
| Which forms | All forms | One form, or all |
| Fires on | New submissions | New submissions, stage changes, or both |
| Delivery log and retries | No | Yes |
Many sites use both: the notification email as the catch-all, and one or two destinations for the cases that need a specific person.
Setting one up
- Open your site in the editor, open Settings and go to the Forms tab.
- Under Destinations, click Add and choose Email.
- Give it a Name and choose the Form scope.
- Choose the Triggers: New submission, one or more stages, or both.
- Under Recipient, pick an address, or add a new one (see below).
- Click Create Email destination.
Each destination sends to one recipient. To email three people,
create three destinations, or point one at a shared mailbox such as
sales@yourbrand.com.
Recipients and verification
PageFork only emails addresses that have proven they want the mail. That stops a destination being used to send unwanted email to a stranger.
Your team members are verified automatically. Pick a teammate’s address and it’s ready to use.
Anyone else gets a one-time code:
- Type the address and click Add email.
- PageFork emails a 6-digit code to that address.
- Ask the recipient for the code, enter it, and click Verify email.
Good to know about codes:
- A code is valid for 15 minutes.
- You get 3 attempts per code. After that, request a new one.
- Resend code is available once an hour per address.
A verified recipient belongs to your team, so once an address is verified you can reuse it on any site without verifying again.
What the emails look like
On a new submission the subject is “New form submission on site”. The email lists every field the visitor filled in.
On a stage change the subject is “A lead on site is now stage”. The email shows who the lead is and which stage it moved from and to, using your stage names.
Both link straight to the lead in PageFork.
Stage alerts
Stage triggers use your own pipeline. If you rename “Won” to “Booked”, the chip and the emails say “Booked”.
A few rules worth knowing:
- An alert fires when a lead moves into the stage, each time it does.
- It fires for leads that came from a form. Leads added by hand or imported don’t send alerts. See what fires a destination.
- Moving many leads at once from the list does not send alerts.
- If you delete a stage, destinations that were watching it simply stop matching. Check your alerts after editing the pipeline.
Testing it
Send test sends a sample email to the recipient, built from your form’s real field names.
Limits
- 5 enabled email destinations per site.
- One recipient per destination.
Troubleshooting
The recipient never got the code. Check spam, then check the address for typos. You can resend once an hour.
The email isn’t arriving. Open the destination and read Recent
deliveries. A success line means the email was handed to the mail
system, so look in the recipient’s spam folder. A failed or dead
line shows the reason next to it.
My stage alert stopped. The stage was probably deleted or replaced. Open the destination and select the stage chips again.
I get two emails per submission. You have both the notification email and an email destination pointing at the same address for the same form. Remove one.