Send Emails Later Using Autoresponder Email

February 27, 2023

Sending an Autoresponder email right after your user submits a form may not always be the right way for you. You may want to notify your users at a later date. For example, you have a hotel booking form and you want to notify your form’s respondents one day before their check-in date. This function can be helpful for you in this case.

To set up the Send Emails Later function:

  1. Click on Settings at the top of your Form Builder’s screen.
  2. At the left section of the screen, click on Emails.
  3. Hover over the Autoresponder and click on the pencil icon to open the settings of your Autoresponder.
Jotform's Settings tab and Emails sub tab pointed with numbers

If you don’t have an Autoresponder Email in your form, check out this Setting up an Autoresponder Email guide to create one.

After opening the settings of your Autoresponder, click the Advanced tab. There you will see the Send Emails Later option.

Jotform's Emails tab pointing Send Emails Later with a red rectangle

the dropdown list has a lot of options to choose from in order to decide when you would like your emails to be sent.

Jotform's Advanced sub tab under the Emails of the Settings tab with opened options of the Send Emails Later
  • Right away – this is the default option, Autoresponder emails are sent right after the submission is received.
  • 7 Days – email is sent 7 days after the submission date.
  • 14 Days – email is sent 14 days after the submission date.
  • On a later date – after clicking this option, you can choose your preferred date of email to be sent from the opening date field.
  • CustomDateFields – these are your date fields that are on the form. By choosing them, your form’s respondents can specify the date they would like to receive the email. If you have another date field on your form, it will also appear on your Send Emails Later dropdown list.

Setting up an Email Reminder

So let’s see this function in action. Let’s say you have a hotel booking form and you would like to notify your guests about their check-in date the day before they check-in. first, you’ll need to create a simple booking form as seen below:

Jotform's card form with a visinble and hidden date fields

There are two date fields on this form:

  • Check-in Date – this field is for the user to enter their desired check-in date.
  • Guest Notification Date – a hidden field that we will use in our send emails later option. Users will not be able to see this field, and we will set this field’s date as Check-in Date – 1 by setting the Conditions feature of Jotform.

Start by hiding the Guest Notification Date field.

  1. Select the field, and click the gear icon next to it.
Jotform's Date field with an arrow pointing to the options icon
  1. In the Date Picker Properties section, click on Advanced.
  2. Toggle On the Hide field option.
Jotform's Right Panel with numbers pointing Hide Field option under the Advanced tab of a Date field

Now as the notify date field has been set as hidden, users will not be able to see it when they are filling up the form. Now use conditions to set the notify date as the day before the check-in date. To set up conditions:

  1. On your form builder screen, click Settings at the top.
  2. Select Conditions from the left panel.
  3. There will be a list of condition types to select from, choose Update/Calculate Field.
Jotform's Conditional Logic settings pointed with numbers
  1. After that, enter the information about this condition. In the example above; if the Check-in Date (user chooses the date) is filled, the Guest Notification Field is calculated and filled as Check-in Date – 1. You can set different conditions like Check-in Date – 7 if you would like to notify your customers one week before their check-in date.
  2. After you set your condition, don’t forget to click the Save button.

Now that the condition is set, all you have to do is to set Send Emails Later to the guestNotification field.

Jotform's Emails settings with an arrow pointing to the guestNotification select option of the Send Emails Later option

You are all set now!

There are two autoresponders set in the demo form, one of them sends an email right away, and the other one will be sent a day before the date user chose at the Check-in Date. You can clone or examine this demo form and try this feature for yourself:

You can also check the Spice up your email campaigns guide to see another use case of the Send Emails Later function.

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