Customize Email Templates

This guide will show you how to customize email templates for both notification emails (sent to you/your team) and auto-response emails (sent to customers after they submit a form).

Types of Email Templates

Qivra Form Builder supports two types of email templates:

1. Notification Emails

Emails sent to you or your team when a customer submits a form. You can configure:

• To, CC, BCC recipients (up to 5 email addresses)
• Subject line for the notification email

2. Auto-Response Emails

Automatic confirmation emails sent to customers immediately after they submit your form. You can customize:

• Sender name displayed to customers
• Recipient field - which email field from the form receives the email
• Subject and body with personalized content using tokens

Accessing Email Settings

1. Go to Forms in your app dashboard
2. Click Edit on the form you want to configure
3. In the form editor, click the Email tab in the right sidebar

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Configuring Notification Emails

The Notification Emails section lets you set who receives form submissions.

Step 1: Set Email Recipients

In the Notification Emails section:

1. To - Enter the main recipient email address (or multiple addresses separated by commas)
2. CC - Add CC recipients if needed
3. BCC - Add BCC recipients if needed

Note: You can add up to 5 email addresses total. Need more? Contact us to unlock higher limits.

Step 2: Customize Subject

Enter a custom subject line for the notification email. This helps you quickly identify which form was submitted.

Example subjects:

• “New Contact Form Submission”
• “Wholesale Inquiry”
• “Product Question”

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Configuring Auto-Response Emails

Auto-response emails are sent automatically to customers after they submit your form. This helps confirm their submission and provides a better customer experience.

Requirements

To enable auto-response emails, your form must contain at least one Email field. The checkbox will be disabled if no email field exists in your form.

Step 1: Enable Auto-Response

1. In the Email tab, find the Auto Response section
2. Check the box “Send auto-response email”
3. Click the Edit email button to open the email composer

The email composer modal will open where you can customize your email.

Step 2: Configure Sender Information

In the email composer modal:

Sender Name:

• Enter the name that will appear in the “From” field
• Use your store name or a recognizable brand name
• Example: “Your Store Name” or “Customer Support Team”

Send to (Recipient):

• Select which email field from your form should receive the auto-response
• Only email fields in your form will appear in this dropdown
• If you have multiple email fields, choose the primary one (e.g., “Customer Email”)

Step 3: Customize Subject and Body

Subject Line:

• Enter a clear, friendly subject line
• Use personalization tokens to make it more engaging

Email Body:

• Use the rich text editor to write your message
• Format text with bold, italic, lists, and more
• Insert links, images, or other content as needed
• Use personalization tokens to insert customer data

Using Personalization Tokens

Personalization tokens (also called “merge tags”) let you insert customer data from the form into your email. Tokens are automatically generated from your form fields.

How to use tokens:

1. In the email composer, look at the Personalization Tokens section
2. Click on any token to insert it into your email
3. First, click in the Subject field or Body editor where you want to insert the token
4. Then click the token button

Token format: {{field-name}}

Example tokens:

• {{your-name}} - Customer’s name
• {{email}} - Customer’s email address
• {{phone}} - Phone number
• {{company-name}} - Company name (if you have this field)
• {{message}} - Customer’s message

Each token button shows both the token code and the field name, making it easy to identify which data it represents.

Example auto-response email:

Subject: Thank you for your inquiry, {{your-name}}!

Body:

<p>Hi {{your-name}},</p>

<p>Thank you for reaching out to us! We've received your message and will get back to you within 1-2 business days.</p>

<p>Here's a summary of what you submitted:</p>
<ul>
  <li><strong>Email:</strong> {{email}}</li>
  <li><strong>Phone:</strong> {{phone}}</li>
  <li><strong>Message:</strong> {{message}}</li>
</ul>

<p>If you have any questions in the meantime, feel free to reply to this email.</p>

<p>Best regards,<br>
The Team</p>

Step 4: Test Your Email

Before saving, test your auto-response email to see how it will look to customers.

1. In the Send Test Email section at the bottom of the modal
2. Enter a test email address (your own email)
3. Click Send Test
4. Check your inbox to see the actual email

Benefits of testing:

• Verify all tokens display correctly
• Check formatting and layout
• Ensure links work properly
• Catch any spelling or grammar mistakes

Step 5: Save Your Changes

1. Click the Done button to close the email composer
2. Click Save on the form editor to save all changes

⚠️ Important: Always click Save after making changes, or your customization will be lost.

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Managing Token Errors

If you delete or rename a form field that has a token in your email template, the token will become invalid.

How we handle token errors:

1. A red ! badge appears on the “Edit email” button
2. The email composer shows which tokens are invalid
3. Invalid tokens will not display customer data in sent emails

How to fix token errors:

1. Open the email composer
2. Look for error messages showing invalid tokens
3. Either:
   • Remove the invalid token from your email
   • Replace it with a valid token from the token list

Note: Tokens automatically update when you rename a field while keeping the same ID. This helps prevent errors during normal editing.

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Tips for Effective Auto-Response Emails

Do’s:

• Keep it brief - Customers prefer short, clear confirmations
• Set expectations - Let them know when you’ll respond
• Personalize - Use tokens to address customers by name
• Add value - Include links to helpful resources or FAQs
• Test thoroughly - Always send test emails before going live

Don’ts:

• Don’t use all caps - It looks like spam
• Don’t include sensitive info - Never include passwords or credit card details
• Don’t overpromise - Only commit to response times you can meet
• Don’t forget to test - Untested emails may have formatting issues

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Email Template Best Practices

Subject Lines

• Keep under 50 characters for mobile devices
• Include relevant tokens for personalization
• Be clear about the email purpose

Good examples:

• “Thanks for contacting us, {{first-name}}!”
• “Your inquiry has been received”
• “Application received - {{company-name}}”

Email Body

• Use a friendly, professional tone
• Break up text with paragraphs and bullet points
• Include a clear call-to-action if needed
• Add your brand signature at the end

Timing and Frequency

• Auto-response emails are sent immediately after submission
• Only one auto-response per form submission
• Notification emails are sent immediately to your team

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Common Use Cases

Use Case 1: Contact Form Confirmation

Subject: Thanks for reaching out, {{name}}!

Body:

<p>Hi {{name}},</p>

<p>Thanks for contacting us! We've received your message and a member of our team will get back to you within 24 hours.</p>

<p><strong>Your message:</strong></p>
<p>{{message}}</p>

<p>In the meantime, check out our <a href="#">FAQ page</a> for instant answers to common questions.</p>

<p>Best regards,<br>
{{from-name}}</p>

Use Case 2: Wholesale Application

Subject: Wholesale Application Received - {{company-name}}

Body:

<p>Dear {{name}},</p>

<p>Thank you for your interest in our wholesale program! We've received your application from {{company-name}}.</p>

<p>Our wholesale team will review your application and contact you at {{email}} within 2-3 business days.</p>

<p>If you have questions, reply to this email anytime.</p>

<p>Best regards,<br>
Wholesale Team</p>

Use Case 3: Product Inquiry

Subject: Question about {{product-name}}

Body:

<p>Hi {{name}},</p>

<p>Thanks for your question about <strong>{{product-name}}</strong>!</p>

<p>Our product specialists have received your inquiry and will respond to {{email}} within 24 hours with detailed information.</p>

<p><strong>Your question:</strong></p>
<p>{{message}}</p>

<p>Can't wait? Browse our <a href="#">product catalog</a> for more details.</p>

<p>Thanks for your interest!</p>

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Troubleshooting

Auto-response checkbox is disabled

Problem: You can’t check “Send auto-response email”

Solution: Your form doesn’t have an email field. Add an Email field to your form first.

Test email not received

Problem: You clicked “Send Test” but didn’t receive the email

Solutions:

• Check your spam/junk folder
• Verify the test email address is correct
• Try sending to a different email address
• Check if your email service is blocking messages

Tokens not displaying correctly

Problem: Tokens appear as {{token-name}} instead of actual data

Solutions:

• Make sure the customer filled in that field
• Check if the token name matches your field name exactly
• Verify the field is not hidden from the form

Invalid token error

Problem: Red badge appears on “Edit email” button

Solution: Open the email composer and remove or replace any invalid tokens shown in the error message.

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Video Tutorial

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Related Docs

• Email Notification Settings
• Setup Resend
• View Form Submissions