How to Email Everyone Who Has Responded to Your Forms

Import respondents from all of your forms into Contacts at once, deduplicated by email, so you can email everyone who has ever signed up.

Email everyone who has responded to your forms

If you want to reach every person who has ever responded to your forms (for a newsletter, an announcement, or a season kickoff), you can pull them all into your Contacts in one step, then email them. Everyone is deduplicated by email, so the same person who signed up for several forms only becomes one contact.

Plan required: Contacts and email distribution require Premium + Boost.

Step 1: Open Contacts

From your Dashboard, open Contacts from the navigation menu.

Step 2: Click "Import from Forms"

In the Contacts toolbar, click Import from Forms. A window opens listing every one of your forms with its response count.

Step 3: Choose which forms to include

Check All forms to select everything, or tick individual forms if you only want some of them. Unchecking any single form clears the All forms box. A summary shows how many forms you selected and the total responses (for example, "12 forms selected · up to 340 responses").

Step 4: Import

Click Import Contacts. Respondents are added to your Contacts, deduplicated by email address. Each contact is automatically tagged with the form(s) they came from (for example, Form: Spring Volunteer Day), so you can tell later where each person signed up.

Step 5: Email them

With your contacts imported, use the messaging tools in Contacts to email everyone, or filter by a form tag to message just the people from one form.

What to know

  • No duplicates: Contacts are deduplicated by email across every form. Someone who responded to five forms becomes one contact with all five form tags.
  • Safe to re-run: Import again anytime as new responses come in. Existing contacts are updated (new form tags added, missing details filled in) rather than duplicated.
  • Anonymous responses are skipped: Responses without a real email address are not imported.
  • Contact limit: Contacts are capped at 1,000 per account. If a bulk import would go over, it is blocked with a message and nothing is imported. Select fewer forms and try again.
  • Prefer a spreadsheet? Use Export CSV in Contacts to take your list elsewhere.