Lead Delivery
Capture visitor details through conversation and deliver qualified leads directly to your sales team's inbox in real time.
Email Form Module
Automate Chat-to-Email Delivery
The Email Form module sends an email containing all data collected during the workflow — names, email addresses, phone numbers, messages, and any custom fields. Visitors experience a natural conversation while your team receives a neatly formatted email the moment the workflow completes.
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What Is the Email Form Module?
The Email Form module is a server-side action node in the IMSupporting chat workflow builder. When the workflow reaches this step, it compiles every piece of data collected during the conversation — names, email addresses, phone numbers, free-text answers, and custom fields — and sends them as a formatted email to one or more recipients on your team. The visitor never sees a traditional HTML form; from their perspective, they simply had a natural chat conversation.
This approach to data collection is dramatically more effective than embedding a static contact form on your page. Because each piece of information is requested individually through friendly chat messages, visitors are far more likely to complete every field. The Email Form module then packages all of those responses into a single, clearly structured email that arrives in your inbox seconds after the conversation ends. It's the bridge between conversational engagement and your existing email-based workflows.
Enquiry Capture
Collect detailed enquiry information conversationally and email it to the right department — support, billing, or sales.
Appointment Requests
Gather preferred dates, contact details, and reason for visit, then email the request to your scheduling team instantly.
Internal Notifications
Alert team members when specific workflow paths are triggered — ideal for urgent issues, VIP visitors, or escalation alerts.
How the Email Form Module Fits Into a Workflow
The Email Form module is typically placed after one or more Collect Info steps, once all the data you need has been gathered. It acts as the delivery mechanism — taking everything that has been captured and sending it to the people who need to act on it. Because it runs entirely on the server, it executes instantly and invisibly; the visitor simply continues through the workflow without interruption.
You can use multiple Email Form modules within a single workflow to send data to different recipients depending on the branch. For instance, a general enquiry might be emailed to your support team, while a sales-related conversation sends the lead details to your sales team. Each module can have its own recipient list, subject line, and field selection, giving you fine-grained control over who receives what information.
Example: Law Firm Intake Workflow
A law firm uses the Email Form module to collect potential client details conversationally and email them to the intake team.
START
Email Form
Email to intake team
Step-by-Step Breakdown
- Welcome Message: A branded greeting introduces the firm and sets a professional tone. The visitor immediately feels they're dealing with a real practice, not a generic chatbot.
- Collect Name & Phone: The workflow asks for the visitor's full name and telephone number. Each field is requested individually, keeping the interaction conversational and easy to follow.
- Collect Case Details: A free-text Collect Info step invites the visitor to describe their legal matter in their own words, capturing the nuance a dropdown menu never could.
- Email Form: The highlighted Email Form module bundles the name, phone, and case description into a structured email and sends it to
intake@smithpartners.co.ukwith the subject line "New Website Enquiry". - Confirmation Message: A final Message node reassures the visitor that a solicitor will be in touch, setting clear expectations and reducing follow-up calls.
Best Practices & Tips
The Email Form module is straightforward to set up, but a few best practices will ensure your emails are useful, reliable, and professional.
Include All Relevant Fields
Select every field the recipient needs to take action. If your sales team needs a phone number and company name alongside the enquiry, make sure all three Collect Info values are mapped into the email. Missing fields mean follow-up work and slower response times.
Set Clear Subject Lines
Use descriptive, actionable subject lines like "New Lead — Website Chat" or "Appointment Request — Dr. Smith". Clear subjects help recipients prioritise and filter incoming emails, especially in high-volume inboxes where a vague "Chat submission" gets buried.
Add Confirmation Messages After
Always follow the Email Form module with a Message node that confirms the submission. A simple "Thanks — we've sent your details to our team and they'll be in touch shortly" reassures visitors and sets response time expectations.
Test with Real Email Addresses
Before publishing your workflow, run through it using a real email address as the recipient. Check that the email arrives, the formatting looks correct, all fields are present, and it doesn't land in spam. Test across Gmail, Outlook, and your company email provider.
Frequently Asked Questions
Can I send to multiple recipients?
Yes. The Email Form module supports multiple recipient email addresses separated by commas. You can also add CC and BCC addresses. This is useful when several team members or departments need to see incoming enquiries — for example, sending a copy to both the sales manager and the CRM integration inbox simultaneously.
What data is included in the email?
By default, the email includes every field collected by Collect Info nodes earlier in the workflow. You can customise which fields are included when configuring the module. The email also contains metadata such as the visitor's page URL, browser information, and the timestamp of the conversation, giving your team full context to respond effectively.
Does it work when agents are offline?
Absolutely. The Email Form module is a workflow action, not a live agent feature. It runs server-side regardless of whether any agents are logged in. This makes it ideal for after-hours lead capture — visitors can still submit enquiries through the chat workflow, and your team receives the email to action the next working day.
Can I customise the email template?
The email is sent in a clean, structured HTML format that displays well in all major email clients. You can configure the subject line, recipient addresses, and which fields to include. The body layout is handled automatically to ensure consistent, professional formatting across Gmail, Outlook, Apple Mail, and mobile email clients.
Related Modules
The Email Form module pairs naturally with these workflow modules to build complete data collection and delivery pipelines.
Start Emailing Visitor Data Automatically
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