Adding Recipients

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There are a few different ways you can add recipients:

Option 1: Add a static recipient

Scenario: You know the email address of the recipient.

Option 2: Add a dynamic recipient

Scenario: The email address of the recipient is determined by information entered by the form respondent.

Dynamic recipients allow you to route to recipients based on information entered by the form respondent. There are two ways you can add dynamic recipients:

Option A: Email address is entered or selected by the form respondent

Option B: Map other information entered by the form respondent to recipients

Sometimes you may capture other information (e.g., a department name) and want to route to recipient(s) based on that information. This option allows you to set up a spreadsheet to map form responses to recipient email addresses.

Steps to add the recipient:

Add a question to your form that captures the information that determines the recipient (e.g., department name).
If you want to route to someone (e.g., a line manager) based on who the form respondent is and you have 'Collect email addresses' enabled in your Google Form settings, you don't need to add an additional question.
Open the spreadsheet that is linked to your form
Create a new sheet (by clicking the icon in the bottom left corner) and give it a relevant name
Enter all potential response values (e.g., department names or form respondent email addresses) in column A. Make sure the column A values exactly match the options from your Google Form question.
Enter the corresponding recipient email address in column B (or any column up to I).
From your Google Form, open the add-on.
Add a 'dynamic recipient'.
Select the question title that captures the information you entered in column A.
Click the 'More' icon, then click 'Add recipient look-up table'
Select 'Add look-up table'
Select the sheet that contains the look-up data
Select the column that contains the recipient's email addresses
Close the Recipient look-up table window, then click Save in the main screen

This video tutorial (at 2m:56s) includes an example of adding a dynamic recipient look-up table.

Tips for look-up tables

If you want to route to someone (e.g., a line manager) based on who the form respondent is, make sure 'Collect email addresses' is enabled in your Google Form settings. In Step 4 (above), enter all possible form respondent email addresses in Column A. In Step 7 (above), select the question "Requestor's Email Address".
If you have an approval hierarchy that is determined based on the same form question you can use the same look-up table for additional recipients. In this case, you would add additional recipient email addresses in columns C, D, etc. For example, if you want two recipients, repeat steps 4 to 12 (above) but instead of entering the recipient email address in column B, enter it into column C.

Dynamic recipients support the following Google Form question types: Short answer, Multiple choice, Drop-down, and Checkbox.

Option 3: Add a group recipient

Scenario: You want it sent to a group but only need one (or more) to respond.

Group recipients allow you to choose the number of recipients required to respond and the type of group (majority or unanimous). See below steps to add static or dynamic groups, as well as tips on how to choose the right type of group.

Static Group Recipients

Dynamic Group Recipients

How to choose the right type of group (majority or unanimous)

Tips when adding recipients

You can also use AI to configure recipients and workflow routing from a natural language description.
By default recipients are set up as approvers, however you can change the role of your recipient to another role type like 'Needs to Sign', 'Needs to Action' or 'Receives a Copy'.

What's next:

Learn how to set the recipient receiving order
Learn how to add recipient logic (routing conditions)
Learn how to change the role of your recipient