How can I set up a staff alert for when client forms are submitted?

This type of notification requires access to Automated Messaging Triggers. This feature is enabled by request only as it can significantly increase the volume of emails and texts that are sent from an account. Please reach out to support@timetap.com to request this feature be enabled for your account. 

This guide walks through how to set up a staff notification email that is automatically sent when a client submits a form. This setup uses a combination of a form-level email setting and an automated messaging trigger. 

Overview 

To notify staff when a form is submitted, you’ll need to: 

1. Add an Email to the Form Profile 
2. Create an Automated Messaging Trigger

How This Works Together
 

Step 1: Add an Email to the Form Profile

Each form profile in TimeTap includes a Disclaimer Form Email field. This field connects to the %DISCLAIMER_FORM_EMAIL% tag that is used by default in the Disclaimer Form Updated (To Staff) template and determines where staff notifications related to that form are sent. 

1. Go to Settings > Forms 
2. Click View to open the form profile you want to configure 
3. Use the Edit button to make changes to the profile 
4. Locate the Disclaimer Form Email field and enter the staff email address that should receive notifications related to this specific form
5. Save the changes to the form 

Step 2: Create an Automated Messaging Trigger

Once the email is set on the form profile, you’ll need to create a trigger to actually send the notification when form statuses are updated. 

1. Go to Messaging > Automated Messaging Triggers
2. Click Add New Trigger 
3. Give the trigger a recognizable name in the Internal Description field 
4. Change the Add Event For: to Disclaimer Forms 
5. If you only want to notify staff when certain forms are submitted, you can update the Disclaimer Forms To Send For field to select that specific form. If you want to notify staff when forms are submitted for all form profiles on the account, you can leave this set to All Disclaimer Forms 
6. Set Trigger Based On: to Status Change 
7. To alert staff when forms are completed, configure the Status Changes: 
   • From: Any Status 
   • To: Submitted 
8. Under Messages select: 
   • To: Staff 
   • Type: Email 
   • Template: Disclaimer Form Updated 
9. Select Save Event to confirm the trigger 

How This Works Together

This notification works the same way as other Automated Messaging Triggers in TimeTap:

• The Automated Messaging Trigger controls when a message is sent

• The email template selected on the trigger controls who the message is sent to

When a client submits a form, the form’s status changes to Submitted. That status change is what causes the Automated Messaging Trigger to fire. The trigger then sends the staff email template you selected in the Messages section of the trigger.

The default Disclaimer Form Updated (To Staff) template uses the %DISCLAIMER_FORM_EMAIL% tag in the To: field. This tag pulls in the email address stored on the form’s Disclaimer Form Email field that is being initiated by the trigger. This setup allows you to use that one default template while still sending notifications to different emails depending on which form was submitted.