How to Send Google Forms Responses to Planfix
Send Google Forms responses to Planfix, and every new submission becomes a task instead of one more spreadsheet row that somebody has to copy by hand. A small script in the form emails each response to a Planfix address, and an email processing rule builds the task from it. This 95-second video walks through the setup; the Google Forms integration with Planfix page shows what you can do with the data afterwards.
What you’ll learn: how to send Google Forms responses to Planfix
- Create a virtual email address in Planfix to receive the responses.
- Link the form to a spreadsheet and open the script editor from the Extensions menu.
- Paste the ready-made script and put your own address and email subject into it.
- Add the trigger that links the form to Planfix and authorize it correctly.
- Set the email rule that turns each response into a task and fills in the fields.
How to send Google Forms responses to Planfix, step by step
Step 1. Create a virtual email address in Planfix
Responses reach Planfix as email, so start with an address to send them to. An account administrator opens Account management — Email — Virtual email addresses and clicks New email address; the new address is made of a name you choose and your account’s domain. Such addresses are not for reading or sending mail: they exist to receive messages and create tasks from them. More in the Help Center article on virtual email addresses.
Step 2. Open the script editor for your form
Open the Google form, go to the Responses section and click Link to Sheets. Then select Apps Script from the Extensions menu. In the script editor window, delete the code that is already there and paste the script for Planfix instead; you can copy it from the first comment under the video.
Step 3. Put your own data into the script
The script needs two values from you. In line 12, enter the address the responses should go to — the virtual address from Step 1. In line 13, enter the email subject, in quotation marks; the rule in Planfix will recognise form responses by that subject. Then save the project.
Step 4. Add the trigger that links the form to Planfix
In the left menu of the editor, add a trigger: this is what links the Google form to Planfix. Choose the settings shown in the video. Before you save the trigger, deactivate the popup blocker in your browser, because Google requests authorization at this stage. Authorize yourself in the account the form belongs to, not in another one. The Google side of the setup is then complete.
Step 5. Set the rule that builds the task
Back in Planfix, open the virtual address and click New rule. A rule has four sections that follow the order in which an email is processed: Trigger conditions, Data extraction, Main operation and Additional operations. Use the subject from Step 3 as the trigger condition, and let the main operation create the task. The full list of options is in the Help Center article on rules for creating tasks by email.
Turn form answers into a customer card
The video suggests one extra step worth doing: let the rule parse the response, not just attach it. In the Data extraction section you pull parts of the email into infoblocks — the name, the phone number, the service the client picked — using labels or a regular expression. Additional operations then write those infoblocks into task, contact or data tag fields, so the customer card is filled in before anyone opens the task. The same rule can also set the assignee, so a request lands on the right list. That is what automatic task creation from email gives you for every sender, not only for forms.
What a submitted form looks like in Planfix
Testing takes a single response. Fill out the form fields the way a client would and submit it: the script sends the answers to the virtual address, the rule matches them, and a task with the response appears in Planfix. If nothing arrives, check that the trigger was saved with the popup blocker off, that the authorization came from the account used for the form, and that the subject in the script matches the trigger condition.
Who it’s for
- Sales: a request form whose answers arrive as a lead task, with the contact card already filled in.
- Support: an intake form that creates a request task and routes it to the right team by rule.
- HR and recruiting: an application form that adds every candidate to the database as a task to review.
- Operations and services: order and booking forms where the answers go straight into task fields instead of a spreadsheet.
FAQ
Do I need a paid connector to send Google Forms responses to Planfix?
No. The form side needs only a script and a trigger added through the Extensions menu of the form, and the Planfix side needs a virtual email address with an email processing rule.
Which email address should Google Forms responses be sent to?
A virtual email address created by an account administrator in Account management. These addresses exist to receive mail and create tasks from it, and each one keeps its own rules, so form responses are handled separately from other mail.
Can form answers fill in task and contact fields automatically?
Yes. The data extraction section of the rule pulls answers into infoblocks, and additional operations write them into task, contact or data tag fields. The same rule can also set the assignee for the new task.
Start with one form
Take the form your team already uses most and connect that one first: one trigger in the script editor, one virtual address, one rule. Once responses arrive as tasks, the same approach covers any other sender — see creating tasks by email in Planfix, and the video on setting up a company email address in Planfix. New to Planfix? Sign up to try it.
