Contact Us Form Auto-Reply Setup Tutorial for IDX Automator Pro Users

How to Automatically Send Confirmation Emails After a Contact Us Form Submission

✅ What You’ll Need

• Your IDX Automator Pro subaccount already active.

• The Contact Us form from the snapshot already added to your site.

• The workflow from the snapshot already imported into your subaccount.

• Access to the Level Play Digital dashboard (your white-labeled portal).

Step-by-Step Instructions

Step 1: Replace the Contact Us Form

1. Log in to your Level Play Digital dashboard.

2. Click on Sites from the left menu.

3. Select Forms → Look for the form titled “Contact Us Form”.

4. You will need to replace this Placeholder form with a new one.  Follow the steps in Step 1a below.

Step 1a: Replace the Placeholder Contact Us Form with a New One from the Template

1. Log in to your Level Play Digital dashboard.

2. Click on Sites from the left-hand menu.

3. Go to Forms → Under the Forms tab, you'll see a form titled “Contact Us” (or similar).
   ⚠️ This is a placeholder form and must be replaced for automation to work properly in your account.

4. You may delete the placeholder form or leave it inactive. To delete:

   • Click the three dots next to the form.

   • Select Delete and confirm.

5. Click on the Templates tab next to "Forms" to view available form templates.

6. Locate the template titled “IDX Automator Contact Us Form” (or similar).
   This template is designed specifically for your use and includes all the necessary settings for automation.

7. Click Create Form from Template → Give your new form a name like “My Contact Us Form” or your business name.

8. Click Save.

9. Next, go to Automation → Workflows.

10. Open the workflow titled “Contact Us Response Flow” (or similarly named).

11. Click on the Form Submitted trigger step.

12. Replace the selected form (the old placeholder) with your newly created form.

13. Click Save to update the trigger.

Step 2: Check Your Workflow

1. In your dashboard, go to Automation → Workflows.

2. Look for a workflow titled something like “Contact Form Auto-Reply” or “Contact Us Response Flow”.

3. Click to open the workflow.

4. Confirm the Trigger is:

   • Form Submitted → and the correct Contact Us form is selected.

Step 3: Customize Confirmation Emails

Inside the workflow:

Email to Potential Client (Contact):

1. Find the step labeled “Send Email” (or similar) meant for the Contact.

2. Click to edit this step.

3. Personalize:

   • Subject: Thanks for contacting us!

   • Body: Use merge fields like:

     Hi {{contact.first_name}}, 
     Thank you for reaching out! We'll get back to you as soon as possible. 
     – {{location.name}}, Level Play Digital Website
     

4. Click Save Action.

Email Notification to Agent (Sub-account Owner):

1. Add a new action by clicking the + sign under the trigger or last step.

2. Choose Send Email.

3. Configure:

   • To: Select the subaccount owner’s email (can use {{location.email}}).

   • Subject: New Contact Form Submission from {{contact.first_name}}

   • Body: Include details from the form like:

     You’ve received a new message! 
     Name: {{contact.name}} Email: {{contact.email}} Phone: {{contact.phone}} 
     Message: {{contact.message}} 
     – Sent via your IDX Automator Pro site.
     

4. Click Save Action.

Step 4: Tag the Contact

1. Add another action: click the + icon → Select Add Tag.

2. Create or select a tag like: contact_us_submission.

3. Click Save Action.

Step 5: Add Contact to a Pipeline

1. Add another action: click + → Choose Add to Pipeline.

2. Select the appropriate Pipeline and Stage.

   • Example: Pipeline: “Buyer Leads” → Stage: “New Inquiry”

3. Click Save Action.

Step 6: Test Your Workflow

1. Visit your live website.

2. Fill out and submit the Contact Us form.

3. Check:

   • The contact receives an email.

   • The agent receives an email.

   • A tag is applied in Contacts.

   • The contact is added to your pipeline.

Pro Tip:

If you make changes to the form or pipeline names, make sure you update the workflow to match. It’s best to duplicate the workflow and test before editing the live one.

? What Are Custom Values?

Custom values are smart placeholders you can use to personalize emails, texts, and automations without manually typing in each person’s name, email, or business info.

For example:

• {{contact.first_name}} automatically pulls the contact’s first name.

• {{location.name}} inserts the business or agent name.

• You can even create your own custom values for things like branding colors or taglines! They use this format: {{category.field}}

Example: {{contact.email}}, {{custom_values.agent_logo}}

➡️ Click here to learn more about how custom values work.

Need Help?

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