How to get website form messages by email (and share them with your team)

This post is part of our How to series on getting more from your htmlhost site. Every feature it mentions is documented in the docs.

A form is only useful if the right person sees the message quickly. On htmlhost every message is saved in your dashboard, and you decide who gets emailed, how often, and who can read them.

You get every message by default

As soon as your form is live, each new message is emailed to your account address. When the visitor left their email address, replying goes straight to them, so you can answer without opening the dashboard.

All your sites' messages also appear in one place: the Inbox tab on your dashboard.

Add a colleague (or three)

1. From your dashboard, open the site (the ⚙ button on its row) and go to the Forms tab.
2. Under Who gets new messages, click Add recipient and enter their email.
3. They get one email asking them to confirm. Nothing else reaches them until they click it.

They don't need an htmlhost account, and every email they get has a link to stop. Free sites can add 1 extra person; Pro sites up to 10.

Send different forms to different people

Maybe job applications should go to your hiring manager and enquiries to sales. Under each person's name, click All forms and choose Only these forms, then tick the ones they should get. You still get every form yourself, unless you switch your own emails off (possible once someone else is receiving them).

Instant, daily, or paused

In the same tab, Email notifications has three options:

• Instantly: an email for every message (the default).
• Daily summary: one email a day, around 08:00 UTC, listing that day's messages. Good for busy forms.
• Paused: no emails, for when you're away. Messages are still saved on the Messages tab, and your dashboard reminds you that notifications are paused.

Let collaborators read messages

People you've added as collaborators can edit your site, but they can't see its messages until you allow it. Turn on Collaborators can read messages in the Forms tab. They'll see the site in their Inbox and can read, mark and export messages; only you can delete them.

Read more in the docs: recipients, notification options and collaborator access.