Step-by-Step: Sending Heartfelt Welcome Emails to Google Form Submitters

Step-by-Step: Sending Heartfelt Welcome Emails to Google Form Submitters

If you’re using Google Forms to collect attendees’ information for an event and want to leave a good first impression, read this. Sending your form responders a personalized welcome email is a great approach to engage them and give them important event information. We’ll walk you through the process of setting up an automated email system using Google Forms, complete with a PDF attachment providing event information, and even include a barcode or QR code for added convenience. Let’s get going!

Utilizing Google Form for Event Registration:

Google Forms is a flexible tool that enables you to design unique surveys, gather information, and, in our example, register attendees for events. If you’ve never used Google Forms before, just adhere to these easy instructions:

Creating a Google Form: Log into your Google account and go to Google Forms to get started. To create a new form, select the “+ Blank” option. Add pertinent fields to your form, such as name, email, and event preferences.

Setting Up Form Rules: Set up form rules to automatically gather the respondent’s name and email address so you can send them a customised welcome email. You won’t have to manually extract this information later if you do it this way.

Sending a Personalized Welcome Email:

Gmail Add-ons for Automation: You may automate tasks inside of Gmail using a variety of add-ons available through Google Workspace. For this use, we advise installing “Yet Another Mail Merge” (YAMM). YAMM is simple to use and lets you customize emails with form data.

Composing the Welcome Email: Create your welcome email once YAMM has been deployed. Express your excitement to having them attend the event and use the recipient’s name (which was automatically extracted from the form responses). Keep your email kind, succinct, and educational.

Attaching a PDF File with Event Details:

Creating an Event Details PDF: Gather all the necessary event details, including the time and place, the speakers’ biographies, and any other pertinent information. To create a document with a professional appearance, use Google Docs or any PDF editor.

Attaching the PDF in the Welcome Email: Include a link to the PDF file containing the event details in your customized welcome email. Easy access for your responses is ensured by hosting the PDF on Google Drive.

Sending Automated Emails from Google Forms:

Google Forms Add-on: Form Notifications: Use Google Forms’ “Form Notifications” add-on to automate the sending of emails. Install the add-on, then alter the email template to suit your tastes.

Setting Up Email Notification Rule: Set up the add-on so that whenever a fresh form response is submitted, an email notification will be sent. By doing this, each respondent will get a welcome email almost immediately after submitting the form.

Including a Barcode and QR Code in the Email:

Generating a Barcode and QR Code: Create a barcode and QR code for each respondent’s registration details to offer an added layer of convenience and professionalism. These codes can be easily created using web resources.

Incorporating the Codes in the Welcome Email: Include the photos of the barcode and QR code in your welcome email. By using these codes, the respondent can check in quickly and easily during the event, saving time and effort.

Testing the Email Notification Rule:

Trial Run with a Test Submission: Test the full email notification system with a test submission before publishing the event registration form on your website. Check that the email’s components—including the personalized information and attachments—all work properly.

Reviewing the Test Email: Check the appearance of the test email and ensure that all links, attachments, and codes are operating as intended. Make sure the email arrives in your inbox without any problems.


Congratulations! You’ve mastered the skill of sending an enthusiastic welcome email to Google Form participants for event registration. You’ll amaze your event attendees and create the ideal atmosphere for your upcoming event by customizing the emails, attaching a comprehensive PDF, automating the process, and even including a barcode and QR code. You’ll be prepared for a flawless and easy event registration procedure if you remember to run a trial run to test the email notification system.

Learn how to automatically send customized welcome emails to your Google Form responses, complete with event specifics and QR codes. To establish a flawless event registration process, refer to this beginner’s tutorial.

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