You can set up an automation in Loyalsnap that fires automatically whenever a client submits one of your forms. This article walks through how to connect a form to an automation so your follow-up starts the moment a client completes their intake or survey.
This is one of the highest-value workflows in Loyalsnap. A client who just submitted a health intake form is actively engaged — an automated follow-up that arrives within minutes of submission lands at exactly the right moment.
How It Works
The connection between a form and an automation is set up inside the Automations area, not inside the form itself. You select the form as the trigger when creating or editing an automation so when a client submits that form, the automation fires for them.
One automation can be linked to one form. If you want different automations to fire for different forms, set up a separate automation for each.
Prerequisites
Before you start:
- You need at least one form created in Loyalsnap (go to Forms & Waivers to create one if you haven't)
- You need Loyalsnap Support to create or edit automations
- Form submission automations are available as part of the Forms & Waivers add-on — contact Loyalsnap Support if you don't see the option
Timing: When Does the Automation Send?
The automation fires as soon as the form is submitted, or within a specific number of minutes since submitting the form. If you want to send a message 10 minutes after submission rather than immediately, let Loyalsnap Support know when setting up the automation.
The standard automation timing rules apply. If a client submits a form outside your studio's allowed send hours, the message will queue and send at the next available time window.
What the Automation Can Send
A form submission automation works like any other automation. You can send:
- An SMS (text message)
- An email
- Or both
You can use merge fields in the message content as normal (e.g., the client's first name). Form field answers are not currently available as merge fields in the automation message.
Common Use Cases
New client intake follow-up: A client completes a health history form before their first visit. The moment they submit, they get a text from the studio welcoming them, confirming their class is booked, and telling them what to bring.
Post-class survey follow-up. A client fills out a post-visit satisfaction survey. The automation fires a follow-up text thanking them and including a referral link or membership offer.
Event or workshop sign-up confirmation. A client signs up for a special event via a Loyalsnap form. The automation sends a confirmation message with the details and a calendar link.
Re-engagement intake. A lapsed member fills out a "we'd love to have you back" form. The automation triggers a nurture sequence with a return offer.
Troubleshooting / FAQs
Q: I set up a form submission automation, but clients aren't receiving it. What should I check?
A: Work through these in order: (1) Confirm the automation is enabled - a disabled automation won't fire even if the trigger is correct. (2) Confirm the form selected in the automation matches the form clients are submitting. (3) Check the client's profile to see if the message is showing as sent or queued. (4) Check whether the client has texting disabled or has opted out. If all of these look correct, contact Loyalsnap Support.
Q: Can I connect one automation to multiple forms?
A: Yes. You can select multiple forms for the same automation.
Q: Will the automation fire if the same client submits the form again?
A: Yes. Each submission can trigger the automation again.
Q: The Form Submission trigger option isn't showing up in my automation settings.
A: This option only appears if Forms & Waivers is enabled for your studio. Contact Loyalsnap Support to confirm your feature access.
If you're still running into issues, reach out to your Loyalsnap rep or contact support@loyalsnap.com