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Introduction

A webform (or web form) is an interactive element on a website that allows users to enter and submit information digitally. It works like an online version of paper forms, where users fill out fields such as text boxes, checkboxes, radio buttons, or dropdown menus. Webforms are widely used for many purposes including collecting contact information, registrations, feedback, and more. They enable a communication channel between the website and its visitors, making the site interactive and allowing users to perform tasks like signing up for events or submitting enquiries.

example of a webform

An example of a simple contact webform on a website.

In the WordPress Service, webforms are supported by the dedicated Fluent Forms plugin.

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Fluent Forms PRO is being added to the WordPress Central distribution and it will be available soon!

Activate Fluent Forms​

In order to create a webform, you first need to enable the Fluent Forms plugin:

  1. Go to the WordPress dashboard
  2. Click on the Plugins menu
  3. Click on the Activate link under Fluent Forms option

How to activate a webform

Activating Fluent Forms on a website.

Adding Forms​

  • Click the + icon to add a new block from the top toolbar in the WordPress Block editor
  • Click on the FluentForms block
  • Select the desired form from the dropdown list that appears on the editor

How to add a webform

Adding a specific form to a post.

Enabling Email Notfications​

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The following steps require the FluentForms SMTP plugin to be enabled.

If you have not yet activated it, visit the following section.

Notification Types​

Fluent Forms supports multiple notification types to accommodate different communication needs:

  • Admin Notifications: These are sent to website administrators or specified team members when forms are submitted. Admin notifications typically contain all form submission data and are used for internal processing and follow-up.

  • User Notifications: These confirmation emails are sent to form submitters, providing immediate feedback and building trust. User notifications often include thank you messages, next steps, or additional resources.

  • Conditional Notifications: Advanced notification rules that trigger specific emails based on form responses, user selections, or other criteria. These enable sophisticated routing and personalized communication.

It is important to choose the correct type of notifications for your use-case.

Admin Email Notifications​

Accessing Notification Settings:​

  1. Navigate to Forms: Click Fluent Forms in your WordPress sidebar, then All Forms
  2. Select Your Form: Choose the form you want to configure notifications for and click Edit
  3. Open Settings: Click Settings & Integrations in the top navigation bar
  4. Access Email Notifications: Select Email Notifications from the left sidebar

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Changing notification settings in Fluent Forms.

Creating Admin Notifications:​

  1. Add New Notification: Click the + Add Notification button
  2. Name Your Notification: Enter a descriptive name, e.g. "Admin Notification - Contact Form"

Configure Send To Settings:​

  1. Select Enter Email option
  2. Enter your admin email address in the Send to Email field
  3. You can use the shortcode {wp.admin_email} to automatically use your WordPress admin email
  4. Set Email Subject: Create a clear subject line such as "New Contact Form Submission - {inputs.names}"
  5. Compose Email Body: Use the rich text editor to create your notification content trying to avoid spam trigger words and excessive punctuation
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Visit the official Fluent Forms documentation for more information about admin email notifications.

User Notification Best Practices​

  • Personalisation: Use the submitter's name for a personal touch when appropriate ({inputs.names})
  • Clear Expectations: Specify response timeframes and next steps
  • Contact Information: Provide alternative contact methods
  • Professional Tone: Maintain consistency with your site
  • Keep subject lines clear and descriptive
  • Test them for deliverability before use
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Want to know more about the available shortcodes for personalising emails? Visit the Fluent Forms shortcodes page

Common Issues and Solutions​

Emails Not Received:​

  • Verify SMTP configuration is correct
  • Check that email addresses are valid and properly formatted

Emails Going to Spam:​

  • Avoid spam trigger words in subject lines and content
  • Test with multiple email providers (Gmail, Yahoo, Outlook)
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Do you want to know more about webforms? Visit the official Fluent Forms documentation.