Confirmation emails and team notifications
Send useful customer receipts and notify the staff who handle new orders.
A confirmation should tell the customer what was ordered and what happens next. Staff notifications should give the responsible people enough information to act.
Map the recipient
Open a response from Responses. Under Additional Details, choose Email respondents → Configure. The first step asks What is the email address of the respondent? Select the form question that contains the customer's email address, such as Email. Review Configure key fields in the editor if the expected question is missing.
Review Allow respondent to edit response & participate in workflow. Choose it only when customers should have that access, then click Next.
Write the confirmation
The next step asks What should be in the email subject? Enter a subject, use the @ field picker to insert answers, and click Next. The reference function can appear as #${RESPONSEID()} in the subject.
The body step provides a rich-text message editor. Retain the response content variable, ${response()}, when you want the submitted order details included. Add your instructions around it rather than replacing it accidentally. Insert other answers through the field picker.
Useful content includes:
- Business name and an order reference.
- Products, quantities, and the amount.
- Pickup date, location, or delivery details.
- Payment instructions or a clear statement of the next payment step.
- A contact route for questions or changes.
For Willow Kitchen, a subject such as Your Willow Kitchen order and a short pickup instruction are more useful than an unexplained “response recorded” message.
Brand and test the message
Use the rich-text message editor to add a logo, readable headings, links, and form fields. Submit an example with an email address you control. Check the actual received message: field values, product summary, links, and payment or collection instructions.
Changing the confirmation message shown after submit is separate from configuring an email notification.
Notify your team
Use Additional Details → Email collaborators → Configure for staff notification setup and select the people who need it. A kitchen worker may need product quantities, while the person arranging delivery needs the address and customer contact.
Do not confuse Share → Email, which sends a form link to someone, with an automatic notification triggered by a submission.
Troubleshooting
Check the mapped email field, notification recipient, and saved configuration. Search spam and filtered folders. For a paid order, inspect the payment record separately; receipt delivery is not proof of settlement. See payments and emails troubleshooting.