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FCas_
Member

How to send automated emails to form submissions on specific dates

SOLVE

Hi!

 

We are hosting weekly webinars. And our current process is that we create a new form for each webinar. In those sign up forms, there's an autmated emails workflow for a welcome email, reminder email, and thank you for coming.

 

Instead of creating a new form each week, is it possible to create one form for all sign-ups, and automate the email workflows to be sent to a filtered set of contacts based on their form submission date?

 

An ideal scenario I want to achieve is in our landing page, there is 1 form. People will sign up there. and each week, instead of renewing the form, i just duplicate the workflow, and filter out whom the workflow applies to based on form submission date.

 

I hope Im making sense!

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1 Accepted solution
karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

How to send automated emails to form submissions on specific dates

SOLVE

Hi @FCas_,

 

Generally yes, there are ways to achieve that - but I would challenge sending the confirmation emails, for example, at fixed times during the week. As a webinar registrant, wouldn't you expect to receive the confirmation right away, after submitting the form?

 

Have you considered instead to add a date selector (dropdown) to your form? Your workflows could be triggered by the form submission AND a chosen date - that would allow you to use one form and contacts would even have more options to choose their preferred date. This is how I typically set this up.

 

Best regards!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

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karstenkoehler
Solution
Hall of Famer | Partner
Hall of Famer | Partner

How to send automated emails to form submissions on specific dates

SOLVE

Hi @FCas_,

 

Generally yes, there are ways to achieve that - but I would challenge sending the confirmation emails, for example, at fixed times during the week. As a webinar registrant, wouldn't you expect to receive the confirmation right away, after submitting the form?

 

Have you considered instead to add a date selector (dropdown) to your form? Your workflows could be triggered by the form submission AND a chosen date - that would allow you to use one form and contacts would even have more options to choose their preferred date. This is how I typically set this up.

 

Best regards!

Karsten Köhler
HubSpot Freelancer | RevOps & CRM Consultant | Community Hall of Famer

Beratungstermin mit Karsten vereinbaren

 

Did my post help answer your query? Help the community by marking it as a solution.

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kennedyp
Community Manager
Community Manager

How to send automated emails to form submissions on specific dates

SOLVE

Thanks for the question @FCas_ & thanks to @karstenkoehler for the suggestion here! 

 

I would agree that some sort of custom field on the form to define which webinar they're attending would streamline the automation process. That said, you can branch workflows based on the date of a form submission. If you have a webinar schedule set up, you could create branches with different emails to be sent based on when the same original form was submitted. I would be cautious as this may not work super smoothly if a contact fills out the form multiple times. 

 


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