How to Create a Form in HubSpot and Send an Automated Email Confirmation

Creating a form and automating responses is a powerful way to streamline lead generation and enhance user engagement. This guide will walk you through the process of building a form in HubSpot, customizing its design, embedding it on your website, and setting up an automated email response. Whether you're using HubSpot's CMS or an external platform like WordPress or Wix, this tutorial has you covered.

Step 1: Creating a Form in HubSpot

1. Access the Form Builder

   • Navigate to the "Create a Form" section in HubSpot.

   • Choose between embedding the form on your website or using it directly within HubSpot's CMS.

2. Start with a Blank Template

   • Select a blank template to build your form from scratch.

   • Add fields such as First Name, Last Name, Email, and any other relevant information (e.g., City, State, Mobile Number).

3. Customize Field Labels

   • Use the drag-and-drop interface to add fields and make them required if necessary.

   • Customize field labels to suit your audience (e.g., change "First Name" to "What is your first name?").

4. Optional Features

   • Add Progressive Fields: These allow users to see new fields based on their previous responses (e.g., if they select "Mexico," a follow-up question could ask for their city).

   • Include CAPTCHA: Prevent spam submissions by adding a CAPTCHA field.

Step 2: Setting Up Submission Options

1. Choose Post-Submission Actions

   • Redirect users to a thank-you page or display a thank-you message after form submission.

   • If payments are required, enable the payment collection option (optional).

2. Set Lifecycle Stages

   • Assign lifecycle stages to contacts submitting the form (e.g., Subscriber, Lead, MQL). For most contact forms, "Lead" is a good default option.

3. Configure Notifications

   • Enable email notifications for contact owners when someone submits the form.

   • Avoid duplicate contact creation by disabling the option to create new contacts for repeated submissions with different email addresses.

Step 3: Styling and Previewing the Form

1. Customize Design

   • Style your form to match your website's theme (e.g., use rounded edges for a friendly look or adjust button colors to align with your brand).

   • Preview the form to ensure it looks polished and professional before publishing.

2. Publish the Form

   • Once satisfied with the design, publish the form and generate an embed code for integration into external CMS platforms like WordPress or Wix.

Step 4: Automating Responses with Workflows

1. Create an Automated Workflow

   • Set up a workflow that triggers when someone submits the form.

2. Draft an Email Response

   • Create a personalized email thanking users for their submission. Include dynamic tokens like their first name for personalization (e.g., "Hi [First Name], thank you for your submission!").

3. Add a Call-to-Action (CTA)

   • Include a link in the email encouraging users to take further action, such as scheduling a discovery meeting or exploring additional resources.

4. Test and Activate

   • Test the workflow by submitting the form yourself to ensure that the automated email is sent correctly.

Step 5: Embedding and Testing Your Form

1. Embed on Your Website

   • Use the embed code provided by HubSpot to integrate the form into your website's contact page or landing page.

2. Test Functionality

   • Submit test entries to confirm that:

     • The thank-you page or message displays correctly.

     • The automated email is triggered.

     • The data is captured accurately in HubSpot.

Best Practices for Form Creation

• GDPR Compliance: If applicable, include GDPR consent checkboxes or privacy text in your form.

• User Experience: Keep forms simple and only request essential information.

• Styling: Ensure that forms are visually consistent with your website's branding.

• Spam Prevention: Use CAPTCHA or other anti-spam measures.

By following these steps, you can create professional forms that not only capture leads but also engage them through automated responses. HubSpot’s intuitive tools make it easy to design forms, customize workflows, and integrate them seamlessly into your website.

Have questions or need further assistance? Drop them in the comments below—I'd be happy to help! See you in the next tutorial! 🚀

Let us know how this solution works for you! Have questions? Drop them in the comments below! 🚀