Open the form's Edit Form page, find the Notification Settings section, turn on Response Notifications, and choose the team members to subscribe. Each of them then gets an in-app notification and an email whenever a response to that form is completed. The setting is per form, so you turn it on for the forms you care about rather than for the whole account.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
The setting lives in the Equip web app, on the Edit Form page.
You need the Forms module set to Administrator on your role, or you need to be an account owner.
You can subscribe any team member in the account, at any permission level. Participants cannot be subscribed.
Subscribers receive both an in-app notification and an email. There is no per-person way to choose one or the other for form responses.
Forms is turned on for your account by the Equip team. If you do not see Forms in the left menu, ask us to enable it.
Steps
Click Forms in the left navigation. Use the Search box if the list is long.
Click the three dots to the right of the form and choose Edit Form.
Scroll to Notification Settings, below Preferences. Its subtitle reads "Determine who should be notified when responses are submitted or expire."
Turn on Response Notifications, whose helper text reads "Would you like to be notified when someone submits a response?"
A Subscribers picker appears. Choose the people to notify. The placeholder reads "No Subscribers" until you pick someone.
Click Update Form.
The form's page now lists them under Notification Settings as Response Subscribers, so you can confirm at a glance who is on the list.
When the notification actually fires
Situation | What subscribers get |
A response is submitted on a form without approval | Notified straight away. |
A response is submitted on a form that requires approval | Nothing yet. Only the approvers are told. Subscribers are notified when the response is approved. |
Someone clicks Save & Finish Later | Nothing. The response is In Progress and is not a submission. |
That In Progress response is later submitted | Notified at that point. |
A response is denied | Nothing goes to subscribers. The responder is told so they can correct it. |
A response is deleted | Nothing. |
The email is titled "You have a form response to review", says which form has a new response, and carries a Review Response button that opens it.
Limits and what the errors mean
Turning the toggle off clears the list. Saving the form with Response Notifications off removes every response subscriber. Turning it back on means picking people again.
Approval changes the timing, not the recipients. This is the most common surprise. On an approval-required form, subscribers hear nothing at submission, because the response might still be denied. They are notified once it is approved.
Restrict Access is not applied to the subscriber list. If the form restricts who can read responses, a subscriber whose role is not allowed will still be notified and then be unable to open it. Keep the two lists aligned.
A subscriber only receives what their access allows them to open. The notification is sent regardless, so check the person's Forms module level and their role's Scope of Support if they say the link does not work.
Notifications do not depend on the form's status. An Inactive form that a team member still fills in will notify subscribers as normal.
Expiration reminders are a separate toggle. The Expiration Notifications setting, in the same section, is about renewing responses that have gone stale, and it has its own subscriber list.
Approvers are not automatically subscribers. The Approvers list and the Response Subscribers list are independent. Add someone to both if they need to see the response at both points.
On an umbrella-shared form, the subscribers are the ones set on the umbrella account's copy of the form. Sub-accounts cannot edit the form, so they cannot change that list.
FAQ
Who can I subscribe to a form's responses?
Any team member in the account, whatever their role. Unlike the Approvers picker, this one is not limited to administrators. Participants are never offered.
Do subscribers get an email or just an in-app notification?
Both. Every subscriber gets an in-app notification and an email titled "You have a form response to review", with a button that opens the response.
I turned on notifications but nobody is getting them. Why?
Check three things in order: does the form require approval, in which case subscribers wait until the response is approved; were the responses saved with Save & Finish Later, which is not a submission; and did the subscriber list survive your last save, since turning the toggle off clears it.
Will subscribers be told when a response is only partly filled in?
No. Save & Finish Later leaves the response In Progress, and nothing is sent. The notification goes out when the responder clicks Submit Response.
Can I notify someone about a single participant's responses only?
No. Subscriptions are per form, not per participant. A subscriber is told about every response to that form, though they can only open the ones their role's Scope of Support allows.
A subscriber got notified but can't open the response. What's wrong?
Almost certainly Restrict Access on the form, or their role's Scope of Support. Notifications are not filtered by either, so add their role to the form's allowed roles, or widen the Scope of Support under Settings, Permissions, Custom Roles.
Does the person who filled the form get a notification too?
Not for their own submission. They are notified if a response of theirs is approved or denied, which are separate messages driven by the approval workflow rather than by this setting.
Can I change who is notified without editing the form?
No. The subscriber list is part of the form, so changing it means opening Edit Form and clicking Update Form. That needs the Administrator level on the Forms module.
Related
Create a form
Require approval before a form response is final
Set up form expirations and renewal reminders
Limit who can see a form's responses
Sending Form Reminders
Viewing Form Responses