How to Set Up Hubspot Form Submission Notifications

Setting up form submission notifications in Hubspot ensures that your team sees every new lead or inquiry the moment a visitor submits a form on your website.

In this guide, you will learn how to configure notification emails for individual users and entire teams, customize recipients per form, and control what information is included in each notification.

Understanding Hubspot Form Submission Notifications

Form submission notifications in Hubspot are automated emails sent when a contact fills out and submits a form created in your CRM or on your website.

These notifications can be used to:

• Alert sales reps about new leads
• Inform support teams of new tickets or requests
• Notify marketing about event registrations or content downloads
• Keep internal stakeholders up to date on key form activity

Notifications can be configured globally at the user level, and more specifically at the form level, to ensure the right people receive the right alerts.

Prerequisites for Hubspot Form Notifications

Before setting up form submission notifications in Hubspot, verify the following:

• You have a user account with permission to edit forms.
• Your email address is verified and able to receive system emails.
• Any team-based notifications require your teams to be already created in Hubspot.
• You know which forms should send notifications and who should receive them.

If you need help with broader CRM setup or optimization beyond this tutorial, you can explore expert services at Consultevo.

Configure Default Hubspot Form Submission Notifications

Each Hubspot user can configure their own default form submission notification settings. These defaults apply to all new forms they create unless overwritten at the individual form level.

Step 1: Open Your Hubspot User Settings

1. Log in to your Hubspot account.
2. Click your profile picture in the main navigation bar.
3. Select Profile & Preferences or the equivalent user settings option.

In the user settings area, you can manage how Hubspot communicates with you, including form notifications.

Step 2: Locate Notification Preferences

1. In the left sidebar menu, navigate to the Notifications section.
2. Look for email notification types related to forms or submissions.
3. Ensure your primary email address is correct and that email notifications are enabled.

These preferences act as a baseline configuration that Hubspot uses for form alerts, which you can still refine within individual forms.

Edit Form-Level Notifications in Hubspot

To fine-tune who receives alerts when a specific form is submitted, configure notifications directly inside the individual form settings.

Step 1: Access Your Forms Tool in Hubspot

1. In the main navigation, go to Marketing (or the hub where your forms live).
2. Select Forms from the dropdown to open the forms dashboard.
3. Locate the form for which you want to change notifications.

You can search or filter by type, status, or other attributes to quickly find the correct form in Hubspot.

Step 2: Open the Form Editor

1. Hover over the desired form in the list.
2. Click Edit to open the form editor.
3. Wait for the editor to fully load, including all options and tabs.

The form editor is where you manage form fields, styling, and post-submission behavior, as well as notifications.

Step 3: Navigate to Options and Notification Settings

1. Inside the form editor, click the Options tab.
2. Scroll to the section related to Send submission notifications to or similar wording.
3. Review the current recipients list for this form.

This section determines which users or teams in Hubspot receive an email every time the form is submitted.

Step 4: Add or Remove Notification Recipients

Within the form options, adjust who should receive submission emails:

• Add users: Start typing the name of a user and select them from the dropdown to add.
• Add teams: Type the team name and choose it from the results.
• Remove existing recipients: Click the X or remove icon next to a user or team to stop sending notifications to them.

These changes apply only to this specific form and override general user notification defaults in Hubspot for this context.

Step 5: Save and Publish the Form

1. After adjusting recipients, click Save in the editor.
2. If your form is embedded on a page or used in a campaign, review the Update or Publish prompt and confirm changes.
3. Test the form on the live page with a sample submission.

Verify that the selected Hubspot users or teams receive the new submission notification email as expected.

Control Notification Content in Hubspot Emails

Notification emails from Hubspot typically include key form details so recipients can quickly assess and act on new submissions.

Depending on your subscription level and configuration, notification emails may include:

• Contact name and email address
• Form name and submission time
• Values for each form field
• Links to view or edit the contact record

To ensure data privacy, review what fields you capture with the form and avoid including highly sensitive information that should not be transmitted via email.

Best Practices for Managing Hubspot Form Notifications

Thoughtful configuration is essential to avoid inbox overload while still capturing every important event in Hubspot.

• Limit recipients: Send notifications only to people who must act on the submission.
• Use teams: Instead of listing individual users, send notifications to Hubspot teams when several people share responsibility.
• Segment by form type: Configure different notification rules for lead generation forms, support forms, and event registrations.
• Test regularly: Periodically submit each high-value form to verify that notifications still reach the right people.
• Review turnover: Update recipient lists whenever team members change roles or leave the company.

Troubleshooting Hubspot Form Submission Notifications

If notification emails do not appear in the inbox of intended recipients, use this basic checklist.

Check User and Team Settings in Hubspot

• Confirm the user or team is added as a notification recipient on the form.
• Verify the user’s email address is correct and active.
• Ensure email notification types are enabled in the user’s personal settings.

Check Email Delivery and Spam Filters

• Look in spam or junk folders.
• Whitelist Hubspot sending domains in your email system.
• Confirm there are no company-level filters blocking automated emails.

Retest the Form

1. Open the live page containing the embedded form or the form preview.
2. Submit a new test entry with a unique email address.
3. Monitor your inbox for the new notification email.

If problems persist, compare your configuration against the official documentation in the Hubspot knowledge base for form submission notifications at this support article.

Next Steps for Optimizing Hubspot Form Processes

Once your form submission notifications are working reliably, you can extend your setup in Hubspot by:

• Building workflows that automatically assign new contacts to owners based on form responses.
• Triggering follow-up email sequences after specific form submissions.
• Segmenting contacts by form type to tailor outreach and reporting.
• Tracking conversion performance of each form in your analytics tools.

Properly configured notifications keep every team aligned, ensure faster response times to new inquiries, and help your organization get maximum value from forms created in Hubspot.

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