Email Integration

Attributes

Setup

Use the Email integration when a Rooster account owner wants form submission notifications in an inbox.

1. Open Integrations in the dashboard.
2. Find Email in Available.
3. Click Connect.
4. Confirm or edit the notification email address.
5. Choose whether notification emails should show submitted field values.
6. Choose whether Rooster should send submitter confirmation emails.
7. Review the configuration.
8. Click Save integration.

By default, Rooster keeps both optional email-content settings off. After Email is saved, it appears in your account's connected integrations, but it only receives submissions from websites or hosted forms where you link it.

Link Email To A Website Or Hosted Form

To send website submissions to Email:

1. Open Websites.
2. Open the website action menu.
3. Choose Link integration or View integration.
4. Click Add integration if you are viewing existing links.
5. Choose Email from the dropdown.
6. Review the Email settings for that website.
7. Click Link integration.

The website must have a valid connected domain before Email can be linked.

To send hosted form submissions to Email:

1. Open Form builder.
2. Open the hosted form action menu.
3. Choose Link integration or View integration.
4. Click Add integration if you are viewing existing links.
5. Choose Email from the dropdown.
6. Review the Email settings for that hosted form.
7. Click Link integration.

The hosted form must be published before Email can be linked.

Manage Or Remove Email

Open Integrations, then click Manage Email to change the account-level destination email, submission-detail setting, submitter confirmation setting, or display name.

Use Disable when you want to pause Email delivery but keep existing website and hosted-form links. Use Disconnect when you want to remove the Email integration from your account.

From a website or hosted form's View integration modal, use the edit icon to change Email settings only for that source. Use the delete icon to remove Email from that source only.

Owner Notifications

When Show submission details in email is off, notification emails do not include submitted field values. They include safe metadata such as form name, source page, submitted time, and a dashboard link.

When it is on, Rooster renders submitted fields dynamically from the saved submission. Use this only for inboxes that are allowed to receive form contents.

Submitter Confirmations

When Send submitter confirmation email is on, Rooster looks for one valid email address in the submitted form data. Common field names such as email, email_address, emailAddress, contact_email, and user_email are prioritized. If no valid email is detected, no confirmation is sent.

Submitter confirmations are short and do not include dashboard links, owner emails, hidden account metadata, or full submission contents.

The Submitter confirmation display name controls the sender name the submitter sees. If it is blank, Rooster falls back to the form name, website name, or Rooster Form.

Health And Bounces

If notification delivery repeatedly bounces, Rooster disables the Email integration and shows a dashboard warning.

Update the destination email from the Integrations page to resume notification delivery. An address that was disabled after repeated bounces cannot be immediately reused for that same account.

Compatible Apps

The Email integration works with any mailbox or app that can receive inbound email. Common destinations include:

• Gmail and Google Workspace
• Outlook and Microsoft 365
• Apple Mail and iCloud Mail
• Fastmail and Proton Mail
• Shared inbox tools with inbound addresses
• Help desks that create tickets from email, such as Zendesk, Help Scout, or Freshdesk