FormMail Hub for Google Forms™ & Sheets™

Transform standard Google Forms into an automated communication center with custom SMTP delivery, password-free QR attendance check-in, real-time analytics, and bulk email campaigns.

User & Admin Guide Office PC Attendance Tutorial Install from Marketplace

What You Can Do with FormMail Hub

High-Performance Cloud Engine

Operates on a dedicated external cloud engine built to overcome native Google Workspace execution limits, quotas, and trigger constraints.

Password-Free QR & Link Check-in

Generate digital {QR Code} tickets and clickable {Verify Link} passes alongside 7-day browser authorization links ({Full Scanner}) for camera or camera-free verification.

Dual Real-Time Attendance Receipts

Every check-in and check-out event automatically sends an instant status confirmation email to the attendee and an audit log email to the staff member (CC’d to Form Admin).

Google Sheets Bulk Campaigns

Connect via the Google Sheets™ add-on using 1 connection slot to manage multi-tab forms, filter rows, and dispatch targeted bulk email campaigns.

Custom SMTP & Sender Identity

Connect your own email infrastructure (Gmail™ App Passwords, Amazon SES, SendGrid, Mailgun, or corporate SMTP) to send branded auto-responders and broadcast campaigns.

Multi-Mode Analytics & Daily Reports

Track sent emails, delivery errors, and open rates across system alerts, submission automations, and campaigns, with automated daily summary reports delivered at midnight.

Practical Guides & Workflows

Explore step-by-step guides tailored to your organizational use case:

Complete User & Admin GuideMaster all core features, custom SMTP setup, dynamic tags, routing rules, and campaign workflows.

Office PC Kiosk & Self-AttendanceSet up an automated desktop attendance station or direct self-service check-in with click-to-verify links.

Event QR Ticketing & Staff ScanningIssue digital entry passes, authorize staff mobile scanners with zero-login links, and verify tickets with or without cameras.

Employee Self-Service Clock-InConfigure internal staff attendance tracking where employees scan their personal QR badge using authorized devices.

Broadcast Campaigns & MarketingFilter Google Sheets response data and launch synchronized bulk email marketing campaigns.

Frequently Asked Questions (FAQ)Find answers to common operational questions, routing workflows, check-in setup, and unsubscribe controls.

Architectural Breakdown: 4 Ingestion Bridges & 1 Cloud Platform

FormMail Hub cleanly separates event capture in Google Workspace from backend delivery and state execution:

+-----------------------------------------------------------------------------------+
|                        DATA INGESTION BRIDGES (GOOGLE ADD-ONS)                     |
|  +---------------------------+  +-------------------+  +-----------------------+  |
|  | Form Confirmation Emails  |  |   Form to Email   |  | Form Notifications    |  |
|  |     (Forms Add-on)        |  |  (Forms Add-on)   |  |    SMTP (Forms)       |  |
|  +---------------------------+  +-------------------+  +-----------------------+  |
|  +-----------------------------------------------------------------------------+  |
|  |                 FormMail Hub for Google Sheets™ (Add-on)                    |  |
|  |                (Primary Management Client / Campaign Launchpad)            |  |
|  +-----------------------------------------------------------------------------+  |
+------------------------------------------+----------------------------------------+
                                           | Pushes Submission Events & Config Data
                                           v
+-----------------------------------------------------------------------------------+
|                   INDEPENDENT CLOUD PLATFORM ENGINE (EXTERNAL)                    |
|       (High-Performance Event Processing, Rule Evaluation & SMTP Engine)          |
+-----------------------------------------------------------------------------------+

1. Ingestion Bridges & Scaling

3 Google Forms Entry Add-ons: Form Confirmation Emails, Form to Email, and Form Notifications SMTP act as data ingestion bridges pushing submission events to the cloud engine.
1 Google Sheets Management Client: The FormMail Hub Google Sheets add-on acts as the primary full-featured management client. A single spreadsheet can host multiple Form Responses tabs, consuming only 1 connection slot while scaling across multiple forms and launching bulk email Campaigns.

2. Dual Delivery Routing Architecture

Built-in System SMTP: Strictly restricted to sending internal system alerts (submission notifications, daily activity reports, and SMTP connection error alerts) to the Form Admin and selected Team Members without consuming your personal email quota.
Custom SMTP Relay: Mandatory for custom email templates, conditional rules, respondent auto-responders, and bulk campaigns. Admins MUST configure and test custom SMTP to unlock the UI tabs (Templates, Rules, Campaigns, and Analytics).

3. Real-Time Attendance & Check-in Engine

Duplicate Prevention & 30-Day Retention: The attendance engine prevents duplicate check-ins and maintains live attendance records with 30-day rolling data retention.
Camera & Camera-Free Verification: Staff can scan visual QR codes with their authorized mobile camera or click direct verification links ({Verify Link}) inside notification emails.
7-Day Browser Authorization: Personalized scanner links set a 7-day secure authorization on the user’s browser without requiring account logins.

4. Multi-Mode Metric Tracking & Daily Reports

Multi-Mode Metrics: Daily tracking of sent emails, delivery failures, and open rates across system, automation, and campaign execution modes.
Midnight Summary Reports: Automated daily reports dispatched at 00:00 (form timezone) via System SMTP to the Form Admin for each active Form with per-form opt-out capability.

Dynamic Template Tags Reference

Dynamic tags support {Tag}, {{Tag}}, and ${Tag} enclosure formats:

Dynamic Tag	Purpose & Output	Audience Scope
`{Question Title}`	Retrieves the submitted answer for any form question field title.	All Templates
`{Form title}`	The official title of the connected Google Form™.	All Templates
`{All fields}`	Formatted summary table of all form questions and submitted answers.	All Templates
`{Linked form}`	Direct URL link to the live Google Form™.	All Templates
`{Unsubscribe link}`	Form-specific automated opt-out link for compliance.	Respondent & Campaign Emails
`{QR Code}`	Visual QR code ticket image with embedded verification link.	Respondent Tickets, Self-Attendance & Staff Alerts
`{Verify Link}`	Direct clickable verification link for instant camera-free check-in on PC/mobile.	Respondent Tickets, Self-Attendance & Staff Alerts
`{Check-in Scanner}`	Personalized zero-login staff link for check-in mode (7-day validity).	Staff / Team Emails Only
`{Check-out Scanner}`	Personalized zero-login staff link for check-out mode (7-day validity).	Staff / Team Emails Only
`{Full Scanner}`	Personalized zero-login link for dual check-in and check-out mode (7-day validity).	Staff Emails & Submitter Self-Attendance

Official Platform Resources & Support

Google Workspace Marketplace

Install the official add-on directly into Google Forms™ and Google Sheets™ via the Marketplace Listing.

Interactive Live Demo

Experience automated triggers and QR ticketing firsthand using our interactive Live Demo Form.

Technical Support Desk

Need assistance with custom SMTP or attendance tracking? Contact our team via Support & Contact.

Security & Compliance

Review our security architecture and terms in the Privacy Policy and Terms of Service.

Google Forms™, Google Sheets™, and Gmail™ are trademarks of Google LLC.