What you'll build
By the end of this guide, you'll have a working email campaign that sends from Formaloo directly to your recipients, automatically handles replies with an AI agent, and records structured data into a connected Formaloo form — all without any manual follow-up.
When to use this
You need to reach clients, leads, or contacts via email and collect structured information from their replies
You want an AI agent to read incoming replies, extract the relevant data, and fill your form automatically
You're following up on incomplete records and need the system to keep asking until all required fields are filled
You already use Formaloo forms to manage intake or onboarding and want email as the collection channel
You want to send an outreach campaign to a list of recipients without leaving Formaloo
Step-by-step guide
Send email campaigns work best when you already know what information you need and who you need it from. Connect an AI agent to your campaign and Formaloo handles the back-and-forth automatically — reading replies, filling your form, and following up on anything still missing. You focus on the outcome; the agent handles the conversation.
Video walkthrough
Text walkthrough
Part 1: Create your email campaign
Go to your Formaloo homepage and click on your profile icon in the top right corner.
Click "Apps & integrations" from the dropdown menu.
Search for "Send email" in the integrations list and open it.
Click "New email campaign" to create a new campaign.
Write your email content in the left panel. You can use rich text formatting, bold, bullet points, headers, and links.
Fill in the Campaign settings on the right:
Campaign title: An internal name for your own reference. Recipients do not see this.
Email server: Choose "Formaloo" to send via Formaloo's email infrastructure, or select your own server if you've already set up SMTP.
Email subject: The subject line recipients see in their inbox.
Sender name: The name that appears in the recipient's inbox. Use your name, your company name, or a team name like "Acme Support".
BCC emails: Add any BCC addresses here. BCC recipients are hidden from everyone else on the thread.
Part 2: Set up reply handling and add recipients
Choose how incoming replies are handled under "Reply-to address":
Send replies to an email address: Replies will be forwarded to any email address you specify. Use this if you want a human to handle responses.
Let an AI agent handle replies: Replies are handled automatically by a Formaloo AI agent. The agent extracts data from replies, fills form fields, and follows up on missing information.
If you selected "Let an AI agent handle replies", choose your agent from the dropdown. The agents listed here are agents you've already connected to a Formaloo form.
Choose how to add your recipients under "Add recipients":
User directory: Select an existing User directory from Formaloo. The campaign will be sent to all users in that directory. learn more about user directory and portal.
Upload a file: Upload a CSV or spreadsheet with an email column. Formaloo reads and imports the addresses automatically.
Paste emails directly: Paste a comma-separated list of addresses (for example: [email protected], [email protected]).
Click "Test email" to send a test version to yourself before going live. Note that test emails consume a credit.
Review everything, then send your campaign.
⚙️ Need to set up your own email server before starting? Go to Apps & integrations → Send email → SMTP settings to configure your server. Once saved, it will appear automatically in the Email server dropdown when building any campaign, you won't need to set it up again.
Final tips
Track your campaign status from the integration page. You can see a live count of Total recipients, Sent, and Failed for every campaign you've run.
Duplicating a campaign copies everything, including the recipient list, email content, and agent settings. Always review your recipient list before sending a duplicated campaign.
Each campaign supports a maximum of 1,000 recipients. If your list is larger, split it across multiple campaigns.
Final result
You now have a Formaloo email campaign that reaches your recipients directly, handles replies automatically via an AI agent, and keeps your form records updated as new information comes in. You don't need to chase anyone manually — the agent detects what's missing and follows up until the record is complete or the process times out. All collected data stays visible in your existing Formaloo table and kanban views.
Start faster with a ready-made template
Post-treatment follow-up
Send a follow-up email campaign to patients or clients after a service or treatment. The AI agent reads their replies, records recovery feedback, and follows up automatically if any required information is missing. No manual chasing, no scattered replies — just a complete, structured record for every contact.
Project request intake
Send an outreach email to clients to kick off a new project intake. The agent extracts scope, timeline, budget, and goals from their replies and fills your form — then follows up on anything still missing until the record is complete.
NPS and testimonial survey
Run a satisfaction or testimonial campaign by email and let the agent handle every reply. It scores responses, captures written feedback, and follows up with contacts who gave incomplete answers — so you always end up with a full dataset, not a partial one.
Membership registration and renewal
Send a registration or renewal campaign to your member list. The agent reads replies, fills membership fields, and keeps following up until every record is complete — so no renewal slips through the cracks and no registration stays half-finished.
Ready to build this?
🚀 Use this template Start in minutes with a pre-built version of this workflow.
💬 Get help from our concierge team Our team will help you set this up for your specific use case.
📅 Book a demo for Team/Enterprise setup See how teams use Formaloo at scale with advanced permissions and integrations.