In this tutorial, the presenter walks through creating a completely free two‑step Zap that automates email delivery when a HubSpot form is submitted. First, a HubSpot trigger is set up for a specific form (e.g., “Need Training”), ensuring the correct HubSpot account ID is selected. Next, a Gmail action is added, where the email’s recipient, sender, subject, and body are populated using data tokens from the form submission (email address, first name, etc.). The Zap is tested, published, and then demonstrated by submitting the form in HubSpot, confirming that the personalized email arrives in Gmail. The video emphasizes that this solution works without upgrading to HubSpot Pro, making it a cost‑effective alternative for users on HubSpot Starter or free plans.
Chapters
So today we're just going to build a quick 2-step Zap that is free, and it's going to be connected to a HubSpot form. And that HubSpot form, what it'll do is send an automated email based on this Zap. Remember, if you have HubSpot Starter, you do have a limited set of forms that can have a simple automated workflow that sends out follow-up emails. So essentially, in the case you run out of the amount of workflows that you can build from your forms, or if you just really don't want to make the jump from buying, you know, from having HubSpot Starter Hub, whether that's for marketing or sales, whatever. If you don't want to make the jump from Starter to Pro because that leap is huge, right? Like, that's a really big leap that you got to jump. Price-wise, definitely. That is definitely going to be one issue for you. And this is the video that you need to watch. So essentially, I'm going to show you how to build that. We're going to click on Create here. We're in Zapier. This is our free Zapier account, by the way. We're going to create a new Zap here. And then essentially what we're going to do is we're going to go into the trigger right away. I'm going to choose a HubSpot trigger right here, and I already have my account connected. So I'm actually just going to choose the trigger event. It's going to be form submission, new form submission. This is going to happen instantly. And I'm going to select my account. In this case, this one right here. I know my ID. So make sure that you select the one that has the ID of the account where the form lives, right? The form that you're going to use. So I'm actually going to choose that one. I'm going to click on continue. And I'm going to actually here choose the form. So I'm actually going to go all the way to— and I'm just going to type in test form, so I'm going to click on test form. And actually, I should probably choose another one because I have that one running in another place. I'm actually going to click on the one that's called Need Training. So Need Training, and I'm just going to— this is just a very random choice, but basically you choose your form and you're going to click on continue and then you're going to test the trigger. And so a quick test is going to be sent out. By Zapier. Well, actually, it's going to be created by Zapier. It seems to have succeeded. I went through it a little bit fast there, but essentially it works. So now what I want to do is select Gmail as the next step. And in here, the action is going to be send email, right? And over here, I'm going to select my account. In this case, I have this one connected, which is the one that I want to send it from. Perfect. And then I'm going to click on continue. And now This is where we just input, for example, in the To field, we'll just select from the form submission the email. So that's important. Make sure to select the email there. And then I'm going to actually choose From, and then here's my email. The From name, I can type it in, so I'm actually just going to do Jorge Fuentes there. And then I won't mind for the Reply To, just the subject here is going to be, hey, here's your resource. And I'm actually, you're going to check that we can actually add in a custom, like the first name, right? So the token, I'm going to add it in there. And then over here, I'm just going to quickly paste in my message right there. So, hey, and then I also left space for a token. So I'm actually going to add the first name again of my prospect. And then, hey, first name, thank you for reaching out. Here's the first resource you must have. Sign up for RB2B. And then that's the link, and then that's pretty much it. So I'm actually just going to leave it as is, and I'm going to click on continue. I'm going to send out a test right now. I'm just going to send out a test. Let me actually just confirm. Yes, there we go. Yes, there we go. Continue, continue, and we're going to test this step right here. Perfect. So I actually just verified that the thing was correct, and then I'm just going to hit publish in this particular Zap, and then I actually forgot to rename it. So I'm just going to quickly rename my Zap. This is just a thing on my end, but basically it's going to be like Zap, Zap HubSpot Form plus email. I'm just going to label it like that so that I can identify it. But essentially you can rename it as whatever you would like to do. And so in this case, I'm just going to go into my HubSpot Forms now. So I'm actually in HubSpot. I'm going to refresh this. And actually, I'm going to just go into the training form right here. And I'm going to select actions. I'm just going to view it. I'm just going to click on view form. Right. So this essentially, remember, it's got to be a form that you can embed on any other page. Right. But for example, right now I got, for example, first name, Beto Fuentes. Let's change it up to Fuentes Zapata so that we can see that it clearly comes from me. Beto is actually just short for Alberto, which is my second name. My middle name, so I'm just gonna leave it in there. Email, any specific help with training needs, and let's just say none because it's a test right now and I'm just kind of being a troll here. But definitely I'm gonna agree to other communications and I'm gonna click on get training, right? Essentially, this is just because this is the form that I selected, right? But then this happens. Okay, I get my meeting link, whatever, that's automated. But essentially what I want you to see is that I'm going to open up my email that I just put in there. So I'm actually just gonna Go ahead and do. And here I'm in my Gmail, and look, look, I just got my message. So hey, Beto, here's your resource. I'm going to open that up, and we got the email. So basically, I submit a HubSpot form. I get this email from the from Jorge Fuentes' Gmail, right? That it was connected to the Zapier. It was sent to this personal junk email, so to speak, address. And then I get sign up for RBD, and then that's the referral link. And that's about as much and everything that you need to know for building a quick free HubSpot form plus email Zap that works marvelously. If you do have any questions, feel free to ping me in the chat. But definitely this is how you would do it and it can be customized to your business's needs.
