Setting Up Auto-Replies in Level Play Digital

Here's a step-by-step tutorial on how to set up Auto-Replies using Level Play Digital, so that a confirmation email is automatically sent when someone submits a form like a "Contact Us" form on your site.

Goal:  Automatically send a confirmation email to a lead who fills out a form on your Level Play Digital website.

Step-by-Step Guide: Set Up Auto-Reply Confirmation Email

Step 1: Create or Select Your Form

• Login to your Level Play Digital dashboard
• Navigate to Sites > Forms > Builder
• Either:
  • Click "+ New Form" to create a new one, or
  • Click on an existing form (e.g., "Contact Us")
• Add necessary fields: Name, Email, Message, etc.
• Click "Integrations" tab at the top and make sure it's set to trigger a Workflow
• Click Save and Publish

Step 2: Create a Workflow for Auto-Reply

• Go to Automations > Workflows in your Level Play Digital dashboard
• Click "+ Create Workflow"
• Choose "Start from Scratch", then click Create New Workflow

Step 3: Add Workflow Trigger – "Form Submitted"

• In the Workflow editor, click + Add Trigger
• Select Form Submitted from the list of triggers
• In the right panel:
  • Choose your form from the Form dropdown (e.g., "Contact Us")
• Click Save Trigger

Step 4: Add Auto-Reply Email Action

• Click the + under your trigger to add an action
• Select "Send Email"
• In the right panel:
  • From Name: Enter your brand or agent name
  • From Email: Use a verified domain email (e.g., info@yourdomain.com)
  • To Email: Use the Custom Value {contact.email}
  • Subject: Something like "Thanks for contacting us!"

Example Email Body: Hi {contact.first_name},
Thanks for reaching out! We've received your message and will get back to you shortly.
If you need immediate assistance, feel free to reply to this email.
— The Level Play Digital Team

• Click Save Action

Step 5: (Optional) Add Internal Notifications

To notify your team:

• Add another action below the email
• Choose "Internal Notification > Email"
• Set it to send to your email address (e.g., admin@yourdomain.com)
• Customize the message with dynamic fields like: New form submission received from {contact.full_name} Email: {contact.email} Message: {contact.message}

Step 6: Activate the Workflow

• Toggle the workflow from Draft to Published (top-right corner)
• Click Save

Test the Setup

• Go to your website and submit the form using a test email
• Check if you receive:
  • The auto-reply email as the test user
  • The internal notification if set up

Pro Tips

• Ensure SPF/DKIM is correctly set up for your domain so your emails don't land in spam
• You can personalize emails using dynamic fields: {contact.first_name}, {contact.email}, etc.
• Add tags to contacts inside the same workflow fogmentation.

Frequently Asked Questions (FAQ)

1. Do I need a professional email address to send auto-replies?

Yes. It's highly recommended to use a custom domain email address (e.g., info@yourcompany.com) for sending auto-replies to prevent your messages from being marked as spam. Make sure your domain’s SPF and DKIM records are correctly configured.

2. Can I send a different auto-reply based on the form submitted?

Absolutely. You can create separate workflows for each form. Just set the trigger to "Form Submitted" and select the specific form, then customize the auto-reply email for that form.

3. Will the lead get the email instantly after submitting the form?

Yes. The email is sent immediately after submission, assuming your workflow is published and the trigger is set up correctly.

4. What if I don’t see the auto-reply email in my test inbox?

Here are some steps to troubleshoot:

• Check your Spam/Junk folder.

• Confirm that the workflow is published, not in draft.

• Make sure you used the {contact.email} dynamic field in the “To” field.

• Ensure your form is connected to the correct workflow.

• Double-check that your sending domain is verified (SPF/DKIM).

5. Can I personalize the auto-reply email with the user’s name or message?

Yes. Use dynamic placeholders like {contact.first_name}, {contact.email}, or {contact.message} to personalize the message. These values are pulled from the form fields the user filled out.

6. How do I test if everything is working before going live?

You can:

• Submit the form using your own email address.

• Check your inbox for the auto-reply.

• Check your internal notification (if set up).

• View the contact in Level Play Digital > Contacts to confirm the form submission was logged.

7. Can I use this setup to send SMS replies too?

Yes, if you collect a phone number and have SMS enabled, you can:

• Add an action to the same workflow: “Send SMS”.

• Use {contact.phone} as the recipient.

• Type a short, compliant SMS like:

  Thanks for contacting us! We’ll be in touch soon — Level Play Digital
  

8. Will this work if the form is embedded on a third-party website (not built in Level Play Digital)?

Yes, as long as the form is built in Level Play Digital and embedded via the provided HTML or JavaScript code, the workflow trigger will still function.

9. Can I send attachments in the auto-reply email?

Not directly, but you can include download links (e.g., PDF guides or brochures) by uploading them to your media library and linking them in the email body.

10. Is there a limit to how many auto-reply emails I can send?

There is no hard limit, but large volumes of email may be subject to email provider restrictions or spam filtering if your domain isn’t properly authenticated. For higher volumes, consider integrating a dedicated email service (like Mailgun or SendGrid) via your Level Play Digital email settings.