How to automatically notify talent managers when a creator submits a new brand partnership request in Formaloo

A brand partnership request form for creators represented by a talent management agency. The moment a creator submits a new deal for review, Formaloo routes it to their assigned talent manager and sends that manager a branded email with the brand name, deal value, deliverables, and deadline already filled in, plus a PDF record of the full request attached. You'll also see how to add an optional Slack notification as a second alert.

This is where everything starts. You'll build a lean form that captures who the deal is with, what it's worth, what the creator is agreeing to, and whether anything about it needs a second look before it goes further. The fastest way to build it is with Magic Create: paste a prompt and Formaloo generates the full form for you.

1. Open Magic Create: From your Formaloo homepage, click Magic Create, then describe the form: a brand partnership request form for creators, with fields for their name, email, the brand name, partnership type (sponsored post, product review, affiliate code, ambassadorship, event appearance, other), deal value, deliverables, a deadline date, a file upload for the brand's contract or brief, and a yes/no question asking whether the deal conflicts with an existing exclusivity agreement, with a follow-up short text field for the conflicting deal, shown only if the answer is yes. Also ask it to add three admin-only fields: a status dropdown (Submitted, Under review, Approved, Needs revision, Declined), an Assignee field for the talent manager, and an internal notes field.

2. Verify the fields: Your form should look like this: Magic Create will have generated most of it. Verify each field and field ID matches the table below exactly, since these IDs are what you'll pipe into the email and PDF later.

3. Publish the form: Once the fields look right, click Publish in the island bar at the top of the editor.

This is the email your talent managers will actually see, so it needs to read like an internal alert, not a generic form notification. You'll build it once using answer piping, and Formaloo will fill in the brand, deal value, and deadline on every submission automatically.

1. Open the email template editor: Click your profile icon, go to Apps and integrations, find Custom email templates, and click Add new template.

2. Name it and write the subject line: Call it "New brand partnership request." For the subject, write something like "New brand deal from @brand_name needs your review, @creator_name is waiting."

3. Write the body: Clear the default body, add an AI block, and prompt it to write a brief, calm internal alert referencing the creator's name, brand, partnership type, deal value, deliverables, and deadline, flagging near the top if a conflict was disclosed. Keep it to 4 to 6 sentences, ending with a prompt to review the request in Formaloo.

4. Save the template: Click Save once you're happy with the preview.

Every request should leave a paper trail, not just an email that scrolls out of view. This part turns each submission into a clean, one-page PDF covering the creator, the brand, the deal terms, and the conflict disclosure if one was flagged. You'll attach it to the same notification the manager gets in Part 5.

1. Open the PDF template editor: Click your profile icon, go to Apps and integrations, and open Custom PDF template, then click Add new template.

2. Switch to HTML and paste your design: Switch the editor to the HTML view and paste the ready-made "Brand partnership request record" template, which lays out the creator and brand details, deal terms, and a highlighted conflict-disclosure block.

3. Name it and save: Call it "Brand partnership request record" and click Save.

Before Formaloo can notify a talent manager, it needs to know which manager owns this request. This part sets up automatic assignment on submit, plus the visibility rule that keeps the conflict follow-up field hidden until it's needed.

1. Open Advanced logic: In the form settings panel on the right side of the editor, open Advanced logic and go to the Logic tab.

2. Open Magic Logic: Click Magic Logic in the top right corner.

3. Describe the rules: In plain text, describe both rules at once: when the form is submitted, assign the "Assigned talent manager" field to the Talent management team; and if "Does this conflict with an existing exclusivity agreement?" is Yes, show "Which existing brand deal does this conflict with?" and make it required, otherwise keep it hidden.

4. Generate and review: Click Generate rules. Approve, redo, or cancel each one in the preview.

5. Save: Once approved, make any manual adjustments if needed, then click Save in the top right corner.

This is the step the whole article is really about: firing the email, with the PDF record attached, the moment a request comes in, to the person who now owns it.

1. Add the send email rule: Still in Advanced logic, on the same On submit trigger, add a Send email action.

2. Set the recipient: Set the recipient to the email address tied to "Assigned talent manager," the field you just set up to auto-assign in Part 4.

3. Select the template: Choose the "New brand partnership request" template you built in Part 2 from the dropdown.

4. Attach the PDF record: In the same action, attach the "Brand partnership request record" PDF template you built in Part 3, so the manager gets both the email summary and the full document in one notification.

5. Save the rule: Click Save.

Note: If your agency prefers one shared inbox instead of per-manager routing, you can set the recipient to a fixed team address instead, like [email protected].

1. Submit a test request: Fill out the form as if you were a creator, using a real brand name and deal value so the email reads naturally.

2. Confirm the assignment fired: Check the record and confirm "Assigned talent manager" was set automatically.

3. Confirm the email arrived: Check the recipient inbox and confirm the subject line and body show the correct piped values, not blank fields or literal @field_id text, and that the PDF record is attached and readable.

If your team lives in Slack as much as email, add a second notification on the same trigger so nothing depends on someone checking their inbox.

1. Add a second action: On the same On submit rule, add a Send Slack message action alongside the send email action.

2. Pick the channel and message: Choose the channel your talent team already watches, and write a short message using the same @field_id variables as the email.

3. Save: Click Save to apply both actions to the same trigger.

A brand partnership request workflow where every new deal automatically lands with the right talent manager and triggers a notification with the actual deal details already filled in, plus a formatted PDF record attached for their files. No one has to check a shared inbox or ask "did anyone see this yet." The same On submit trigger doubles as your audit trail: every request, who it was assigned to, and a document to back it up.

Don't build this from scratch, we've already put it together for you.

Don't have a form yet? Create one in seconds with Magic Create, describe what you need and Formaloo builds the form for you.