Email Notifications and Templates
Deformity can email your team when someone submits a form, email the respondent a confirmation or receipt, or do both. You can also customize the emails so they match the message and design you want people to receive.
Manual template editing is available on every plan. AI template editing and removing the free Deformity email badge are available on Pro.
Quick start
- Open Notifications
From your form, go to Settings, then Notifications.
- Choose Team notification or Respondent confirmation
Team notification controls emails sent to you or your team. Respondent confirmation controls emails sent to the person who submitted the form.
- Preview, edit, test, and save
Use Preview to check what the email will look like. Use Edit to change the subject or body. Send a test email before saving if you want to verify the result in an inbox.
Team notification
Team notifications are sent to you or your teammates when someone submits the form. Use this when you want new responses delivered to sales, support, operations, or anyone else who needs to act on them.
- Open the Team notification tab.
- Add the email addresses that should receive new submissions.
- Edit the subject and template if you want a custom message.
- Send a test email, then save your changes.
Team notifications can include a link back to the full conversation and a link to manage notification settings.
Respondent confirmation
Respondent confirmations are sent to the person who completed the form. Use this for thank-you emails, receipts, next steps, or a copy of the submitted values.
- Open the Respondent confirmation tab.
- Turn on Send confirmation email.
- Choose the form field that collects the respondent's email address. If your form has a field named Email or Email address, Deformity will try to select it automatically.
- Edit the subject and template.
- Send a test email, then save your changes.
Respondent confirmations do not include the admin-only conversation button by default.
Editing templates
The email preview is also the editor. Switch to Edit, then click into the subject or body and type directly. You can change headings, paragraph text, links, buttons, colors, images, and other layout details.
Type /in the editor to add dynamic fields or formatting. Dynamic fields insert values from the submitted form, such as the respondent's name, email, or answers to specific questions.
In Preview, dynamic fields are shown as tokens so you can see where live answers will appear without confusing them for static text.
Improving a template with AI
On Pro, click Improve with AI to ask Deformity to rewrite or redesign the current email. You can ask for content changes, visual changes, brand styling, different colors, different buttons, new images, or a completely different look and feel.
You can upload multiple images with your prompt. The AI decides whether an image is a reference for style or an asset that should be included in the email. Images used in the final template are saved so the email can render correctly when sent.
AI changes are not live until you save. If you do not like the result, keep editing manually, use the template history, or reset back to the default template.
Saving, testing, and resetting
Template edits are drafts until you click Save changes. The save bar appears only when you have unsaved changes.
- Send test email: Opens a confirmation step so you can choose the test recipient before sending.
- Reset to default: Restores the original Deformity template for the selected email type.
- Template history: Lets you move between saved versions of the template when history is available.
Free plan branding
Free users can send notification emails and edit templates manually, but emails include a Runs on Deformity badge. Upgrade to Pro to remove the badge and use AI template editing.
Custom sending domains
By default, Deformity sends notifications from updates@mail.deformity.ai. If you want emails to come from your own domain, set up a custom sending subdomain such as mail.yourdomain.com or updates.yourdomain.com.
Custom sending domains use DNS records to verify that you own the domain and to improve deliverability. After you enter a sending subdomain, Deformity creates the required DNS records. Add those records at your DNS provider, then verify the domain in Deformity.
The custom sender is only used after the domain is verified. Until then, Deformity continues sending from the default Deformity sender.
Custom sending domains are different from form hosting domains. To learn about hosting a form on your own URL, read the custom domains guide.
Troubleshooting
I do not see the respondent template.
Turn on Respondent confirmation first. The respondent template only appears when that email is enabled.
The respondent email is not sending.
Make sure the form has an email field and that it is selected as the respondent email field.
My template changes are not showing in live emails.
Click Save changes. Preview edits and AI changes stay in draft until they are saved.
My custom sending domain is still pending.
Check that every DNS record shown in Deformity has been added exactly at your DNS provider. DNS can take time to update, so try verifying again after propagation.
