Send Conditional Email from WordPress the Easy Way

Struggling to get the right people notified when a form is submitted?

Email from the same WordPress form doesn’t always need to go to the same person. If you work with a team, it’s very likely that the information collected in any given form submission really needs to get into the hands of specific people on your team. As soon as possible, no less. Figuring out how to make that happen can be a real administrative headache.

Have one person in charge of monitoring form submissions? Relaying the message can really slow down response times on important leads.

Having everyone monitor submissions is a waste of everyone’s time and not the greatest solution security or privacy wise.

CRMs can help a lot with this, but the cost and complexity of those solutions can be a lot more than a smaller organization really needs to deal with.

Sending conditional email from WordPress is far and away the best way to notify the right team member every time a form is submitted. Best part? It will only take a few minutes to get set up!

Do this to set up conditional email from WordPress in literally 2 steps.

Your WordPress forms can often do more than you think. Let’s look at a hypothetical real estate business needing to get an email to a specific agent when a listing they’re assigned to gets an inquiry.You can take this example and tweak it to whatever your specific needs are. The setup will be the same.

1. Identify when a specific person needs to be emailed & get that info into a field

Sticking to our real estate example, say you have 4 different agents, each with a specific county they cover. When a prospective buyer fills out your WordPress form, have them indicate the county the listing is for. Something like this could work:

to send conditional email from wordpress, you need a "trigger" field. In this case, we're using a select list field with each county name entered as its own list option

It’s simply a Select field with a list of counties. The user will make a selection from this field. We’ll use that input to base your conditional email from WordPress off of in the next step. Easy.

You’re not limited to only doing it this way!

There are many different ways you could do this. All that matters is that there’s something unique to base the next step off of.

Maybe all the listings for each county are on their own separate pages. You could use a Hidden field with the {wp:post_url} merge tag. Post ID or Title would work just as well. The user doesn’t even need to give you input in that case.

You could even use calculations to arrive at a score, and use that score to determine who gets the email!

2. Put some logic on an email action

This step requires the Conditional Logic add-on. With it installed you’re a single step away from making this happen.

We’ll need one email action set up to send to each agent. Each of those actions will need a single conditional statement applied. Since we have one agent responsible for each county, that statement would look like this:

this conditional statement is set to process this when county field has selected bradley

That targets our County field from the previous step, and tells the action to fire only when the user has selected Bradley. This agent will now get an email every time this form is submitted and a user has selected Bradley from the County field.

Put these steps into place today,  answer your leads faster, & never worry about the right person being notified in time again.

Business happens fast. You have to be faster. Getting these steps in place will drastically cut your response times to new leads overnight. Even if lightening fast response times don’t matter for your organization, conditional email from WordPress can cut back on administrative chores. Free your time for better things!

On a side note, if you’re ever worried about general email reliability, check out SendWP. WordPress email can be notoriously dodgy. If you’ve ever struggled with delivery issues before, that’s your golden ticket.

Comments are below. Is there a specific way you need this set up that isn’t covered above?