Send email to employees with matching form fields

  • 25 April 2022
  • 6 replies

Userlevel 1

i have two forms 

Employee Depts Form -

Event Form

the employee depts form contains an employees name departments/roles and their email address

the event form contains event details with the option to select the departments/roles that are needed for the event.


once the event details form is submitted I would like an email to be sent to all those from the employee dept form that have matching dept about the event.

how would you recommend doing this?


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6 replies

Userlevel 7
Badge +14

Hi @sp2222 

Good question.

Should individual emails be sent or 1 email with everyone as the TO?

Userlevel 1

Probably individual emails in the BCC as using a group might cause duplicate emails e.g. if someone was in the Waiter and bartender group.

Userlevel 7
Badge +14


Where are all the form responses being saved? (e.g. in GSheets)


FYI: Many Zap email apps require a TO email address, but will depend on what email app you are trying to use.



Userlevel 1

Not currently saved anywhere but likely to be Excel but can choose to something better/different if recommended.

Userlevel 7
Badge +14


I’d recommend using an Airtable Base:

Then you can link records to Employee records to Department records.

You can use a Rollup field to get all the emails for 1 Department.

That way all you have to do is lookup the Department and you’ll get all the linked Employee emails.

Then you can use that data to send the emails.

Userlevel 7
Badge +9

@sp2222 were you able to accomplish your workflow by setting things up in Airtable? Let us know how you’re doing - we want to make sure you’re good to go here!