Skip to content

The moment it happens

Add form sign-ups to your Notion CRM and send a welcome email

Each form submission creates or updates the person in your Notion CRM and sends them a welcome email from your Gmail.

Runs
The moment it happens
Apps
Gmail, Notion
AI
Not needed
Access
Notion read+write; Gmail gmail.send

Send this to your assistant

Create a ClickRuntime automation: when my Google Form is submitted, add the person to my Notion CRM, or update them if they are already there, and send them a welcome email from Gmail.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A coach runs a lead form on her website and keeps her clients in a Notion database. Each new enquiry means copying the details into Notion, checking whether the person is already there, and writing a welcome email. When she is away for a few days, enquiries pile up and people wait for a reply.

This automation handles the first step for every enquiry. The person is added to your Notion CRM, or their existing entry is updated, and they get a welcome email from your own Gmail address within a minute of submitting the form.

What you get out of it

  • Every lead gets a quick reply

    People hear back straight away, while they are still interested. A prompt welcome email sets the tone for the relationship.

  • No duplicate entries

    Returning people are matched by email address and their existing entry is updated. Your CRM stays clean without manual checks.

  • Your CRM is always current

    Every submission is in Notion within a minute. You can trust the database when you plan follow-ups.

  • Sent from your own address

    The welcome email comes from your Gmail, so replies land in your inbox like any other conversation.

How it works

What happens, step by step

  1. When someone submits your Google Form, ClickRuntime receives their answers.

  2. It looks in your Notion CRM for an entry with the same email address.

  3. If one exists it is updated; otherwise a new entry is created.

  4. A welcome email is sent to the person from your Gmail address.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Notion and share the database you want it to use
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Add form sign-ups to your Notion CRM and send a welcome emailjust nowSucceeded
Notion · ClientsNew lead: Acme Studio, interested in team coaching. Welcome email sent.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other Gmail and Notion steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
form_submissions_to_notion_crm_with_email_reply.pyexample
import base64
from email.message import EmailMessage
from clickruntime import on_event, credentials, http

DB_ID = "your-notion-database-id"

@on_event
def handle(event):
    form = event.json or {}
    email, name = form.get("email"), form.get("name", "")
    if not email:
        return {"skipped": "no email"}
    n = {"Authorization": f"Bearer {credentials.connection('notion', 'work')}", "Notion-Version": "2022-06-28"}
    props = {"Name": {"title": [{"text": {"content": name}}]}, "Email": {"email": email},
             "Notes": {"rich_text": [{"text": {"content": str(form.get("message", ""))[:1900]}}]}}
    found = http.post(f"https://api.notion.com/v1/databases/{DB_ID}/query", headers=n, json={"filter": {"property": "Email", "email": {"equals": email}}}).json()["results"]
    if found:
        http.patch(f"https://api.notion.com/v1/pages/{found[0]['id']}", headers=n, json={"properties": props})
    else:
        http.post("https://api.notion.com/v1/pages", headers=n, json={"parent": {"database_id": DB_ID}, "properties": props})
    msg = EmailMessage()
    msg["To"], msg["Subject"] = email, "Thanks for getting in touch"
    msg.set_content(f"Hi {name},\n\nThanks for your message. I'll reply personally within one working day.\n")
    http.post("https://gmail.googleapis.com/gmail/v1/users/me/messages/send", headers={"Authorization": f"Bearer {credentials.connection('google', 'work')}"},
              json={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()})
    return {"updated": bool(found)}

FAQ

Common questions

How does the Google Form send submissions?
A short Apps Script attached to the form sends each response to the automation's trigger link. The script is a few lines and you set it up once.
What does the Notion database need?
A title property for the name and an email property used for matching. Other form answers can go into matching properties such as Source or Notes.
Can the welcome email change based on the answers?
Yes. The script can pick a different subject or text depending on an answer, such as the service someone is interested in.
What permissions does it need?
Notion read+write; Gmail gmail.send. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Add form sign-ups to your Notion CRM and send a welcome email” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.