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Team Member Management, Staff Scanning & Notification Routing Guide

Managing form submission alerts and event attendance in organizational settings requires delivering notifications to designated team members and authorizing staff scanners without exposing system configurations or consuming personal email daily limits.

Get started by installing the add-on from the Google Workspace Marketplace Listing or testing triggers on our Live Demo Form.

1. Role & Permissions Architecture

Section titled “1. Role & Permissions Architecture”

FormMail Hub enforces strict role boundaries across all form and event management workflows:

Primary Connector / Admin Role

Section titled “Primary Connector / Admin Role”

Only the first user among the form’s editors who connects that form to FormMail Hub is granted exclusive rights to configure settings, templates, rules, custom SMTP, staff assignments, and triggers for that form. Co-editors on the form or sheet do not automatically receive administrative rights.

Team Member & Event Staff Scanner Role

Section titled “Team Member & Event Staff Scanner Role”

Team members are added so the Admin can select who receives email notifications upon form submission and who is authorized to act as event staff scanners. Team members DO NOT have edit or configuration permissions.

Capability / Action Primary Connector (Admin) Team Members / Staff
Granted Exclusive Rights (First Form Editor to Connect) ✅ ❌
Configure System & Custom SMTP Settings ✅ ❌
Create & Edit Email Templates & Rules ✅ ❌
Add / Remove Team Member Email Addresses ✅ ❌
Receive Selected Email Submission Alerts ✅ ✅
Act as Authorized Event Staff Scanners ✅ ✅
Launch Bulk Campaigns (Sheets Add-on) ✅ ❌

2. Personalized Staff Scanner Authentication & Zero-Login Links

Section titled “2. Personalized Staff Scanner Authentication & Zero-Login Links”

When routing team notifications for event management, FormMail Hub provides automated zero-login scanner links to streamline staff check-in and check-out workflows.

Section titled “Personalized Authorization Links”

When routing team notifications, the platform generates personalized, secure Authorization Links using dedicated dynamic tags:

  • {Check-in Scanner}: Authorizes device for check-in scanning (checkin mode).
  • {Check-out Scanner}: Authorizes device for check-out scanning (checkout mode).
  • {Full Scanner}: Authorizes device for both check-in and check-out scanning (both mode).

Security & Audience Isolation: Scanner authorization links ({Check-in Scanner}, {Check-out Scanner}, {Full Scanner}) are populated strictly in staff/team member email notifications and automatically stripped from respondent emails to guarantee security isolation.

Zero-Login Device Authorization Mechanics

Section titled “Zero-Login Device Authorization Mechanics”
  • Secure 1-Click Authorization: Each link contains a secure authorization token valid for 7 days.
  • Password-Free Operation: Clicking the link instantly authorizes the staff member’s browser for 7 days for seamless scanning without requiring account passwords or complex logins.

Warning: Browser Session Isolation Note
Because authorization relies on a secure browser session set during link activation, opening the link in one browser (e.g., an in-app email viewer inside Gmail or Outlook) will NOT authorize a different browser (e.g., default mobile browser or standalone camera scanner app). Staff MUST copy and paste the Auth link directly into the exact browser application used for scanning QR codes.

3. Real-Time Check-in/Check-out State Engine & 30-Day Retention

Section titled “3. Real-Time Check-in/Check-out State Engine & 30-Day Retention”

When an authorized staff member scans an attendee’s QR code ticket or clicks the direct verification link, the FormMail Hub cloud platform engine processes the event through a real-time state engine.

Concurrency Control & 30-Day Rolling Retention

Section titled “Concurrency Control & 30-Day Rolling Retention”
  • Verification & State Update: Verifies device permissions and updates ticket explicit state (IN or OUT). Every state change extends the record’s retention to 30 days without deleting data.
  • Check-in Enforcement: Rejects duplicate scans if the ticket status is already IN. Sets status to IN, logs check-in operator email and timestamp, and refreshes retention for 30 days.
  • Check-out Enforcement: Validates that the ticket is currently in IN state before updating status to OUT. Logs check-out operator email and timestamp, and refreshes data retention for 30 days without deleting the record.

Automated Dual Real-Time Attendance Receipts

Section titled “Automated Dual Real-Time Attendance Receipts”

Upon every successful Check-in or Check-out scan, the engine dispatches two independent real-time email notifications:

  1. Attendee Attendance Email: Dispatched directly to the ticket holder confirming their updated status (Checked In / Checked Out), complete with Event Name, Reference ID, and UTC timestamp.
  2. Staff Activity Log Email: Dispatched directly to the scanning Staff member (and CC’d to the Form Owner) recording an audit trail containing attendee identity, ticket reference code, staff email identity, and scan timestamp.

4. Notification Delivery Infrastructure

Section titled “4. Notification Delivery Infrastructure”

FormMail Hub handles internal team notifications separately from customer-facing custom email triggers:

Built-in System SMTP Scope

Section titled “Built-in System SMTP Scope”

Built-in System SMTP is STRICTLY restricted to sending system alerts (submission notifications, daily activity reports, and SMTP connection error alerts) to the Form Admin and selected Team Members. System SMTP CANNOT be used for custom templates, rule-based notifications, or respondent auto-responders.

Custom Team Notification Routing

Section titled “Custom Team Notification Routing”

If the Admin wishes to send custom templates or rule-based notifications to team members:

  • Admins MUST configure and test custom SMTP settings before unlocking Templates, Rules, Campaigns, or Analytics. Until custom SMTP is active, these feature tabs remain strictly locked in the UI.
  • Once unlocked, the Admin can set up multi-condition rules routing custom templates (including scanner authorization links) to specific team members based on submission values using custom SMTP.

5. Adding Team Members (Admin Workflow)

Section titled “5. Adding Team Members (Admin Workflow)”

Only the Primary Connector (Admin) can manage the team member roster:

  1. Launch FormMail Hub and open your dashboard via the add-on sidebar (“Go Beyond” in Google Forms™ / “Open Dashboard” in Google Sheets™).
  2. Navigate to Team Members in the dashboard navigation.
  3. Enter the email address of the team member (e.g., colleague@yourcompany.com).
  4. Click Add Team Member.

Once added, the team member’s address becomes selectable by the Admin for receiving notification alerts and authorized scanner links.

6. Official Resources & Enterprise Support

Section titled “6. Official Resources & Enterprise Support”

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