Verified recipients
Set up verified email recipients for Qubeforms notifications. Add delivery addresses, resend verification links, manage recipient limits, and check missing emails.
1. Choose who receives notifications
Recipients are the email addresses that receive notifications for a form. Each address must confirm ownership before Qubeforms can schedule submission notifications to it. Verification is per form: using an address on another form does not verify it here. Adding a recipient does not create a dashboard account or grant access to the team inbox. The form owner manages recipients under Settings → Recipients.
2. Add and verify an address
Open the form, choose Settings, then Recipients. In Verify an address, enter one valid email address and select Send verification. Ask the mailbox owner to open the verification email and follow its link within 24 hours. Refresh the recipient list afterward: pending should change to verified with a verification date. Only share the verification message with the person responsible for that mailbox.
3. Understand recipient slots
Free allows 1 recipient per form; Starter allows 5; Pro and Business allow unlimited recipients. Both pending and verified addresses occupy slots. An expired verification link does not automatically free its slot. The used count includes pending entries, and the add-address controls are disabled when the limit is reached. Remove an unused address or upgrade before adding another. An already verified address cannot be added twice.
4. Replace an expired or missing verification link
First check the address spelling and the mailbox’s spam or quarantine folder. A message saying delivery is pending means verification email delivery has not yet completed. If you need a new link, remove the pending entry and add the same address again using Send verification. This works even when the pending entry was using your last slot. Use the newest message: removed, replaced, expired, and already-used tokens cannot verify the address again. If the list already says verified, no new verification is needed.
5. Remove or change a recipient
Select Remove beside the address under Settings → Recipients. Removing a pending entry invalidates its verification link. Removing a verified entry prevents new submissions from scheduling notifications to that address. Queued notifications also recheck recipient eligibility before sending; already sent mail cannot be recalled. To change an email address, add and verify the replacement and then remove the old one. If there is no spare slot, remove the old address first and allow for a notification gap while the replacement verifies.
6. Keep recipients separate from Reply-To and autoresponders
Recipients are notification destinations. Reply-To field under Delivery & spam selects the submitted field used when you reply to a notification; it defaults to email. An autoresponder is a separate paid-plan feature that sends a message to the submitter. Neither the Reply-To setting nor a visitor’s submitted email address adds a verified recipient. Verification also does not grant a recipient permission to edit your form.
7. Check notification delivery
After verification, send a new test submission from an allowed website origin. Confirm that it appears in the inbox and inspect its delivery status. A successful submission response confirms receipt, not immediate email delivery. Check the Spam folder in the Qubeforms inbox and the destination mailbox if mail is missing. Do not expect verification to resend older submissions automatically. If delivery keeps failing, contact support with the form and submission ID; do not send verification tokens or private API keys.
8. Understand downgrades
If a plan change leaves a form over its recipient limit, the existing records remain visible for cleanup. Qubeforms uses the oldest verified recipient entries within the new limit when scheduling notifications. Extra verified addresses show over limit. Remove addresses you no longer want or upgrade to restore capacity, then send a fresh test submission to confirm which destinations receive notifications.
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