Alert the team when a new order comes in
Each new order pings #orders with the product, quantity and buyer details, so fulfilment can start straight away.
New submission on your "Order" or "Pre-order" form
Send a channel message to #orders in Discord
One-directional. A submission triggers the action — nothing is written back into your form.
An order sitting unseen in a responses list is an order that ships late. This flow posts each submission from your order or pre-order form into #orders, with the product, the quantity and the chosen variant on the line where whoever is packing will actually read them.
Indie makers and merch shops use it during a drop, when several orders land in a minute and the packing table has to keep pace. The form captures what the buyer wants; you take the money through whatever you already use for that.
Setting it up
- 1
Publish the order form and use conditional logic so the variant question only appears for products that actually have options.
- 2
In Zapier, set the New Submission trigger to watch that order form, then place a real test order so the sample carries every answer.
- 3
Add Discord's Send Channel Message action and point it at the #orders channel your fulfilment people already watch.
- 4
Open the message with Item Name or Product and Quantity together — those two answers decide whether the shelf can cover the order.
- 5
Add "Color, Variant, or Size" on the same line, since picking the wrong variant is the mistake that causes returns.
- 6
Put Full Name and Delivery Method underneath, so it is clear at a glance whether the order is being posted or collected.
- 7
Keep Shipping Address out of the channel message and pull it from the responses list at packing time, so a customer's address is not sitting in a chat log.
- 8
Test one order end to end, confirm it reaches #orders, then switch the Zap on and settle how you take payment outside the form.
What maps where
Using the Product Order Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Discord |
|---|---|
| Item Name or Product | First line of the message, before the quantity |
| Quantity | First line, next to the product name |
| Color, Variant, or Size | First line, so the picker sees the variant immediately |
| Full Name | Second line, identifying the buyer |
| Delivery Method | Second line, marking post or collection |
| Special Instructions | Closing line, left off when the answer is empty |
Variations worth knowing
Filter on the Delivery Method answer and send each route to its own channel. Collection orders post to #counter for whoever is front of house, and delivery orders go to #packing, where addresses are looked up in the responses list.
Point a second Zap at a public channel and map only the product and the variant, never buyer details. Members watch the pre-order count building during a drop, which works nicely without exposing anyone's personal information.
If something isn't arriving
A quiet channel is easy to miss mid-drop. Mention a fulfilment role in the message template, or set the channel to notify on every message. Skip the mention if #orders already sees steady traffic, or people will mute it within a week.
Products without options leave "Color, Variant, or Size" empty, so the label prints with nothing after it. Use conditional logic in the form to show that question only for products with variants, then reload the sample submission in Zapier.
Frequently asked questions
Does the order form take payment?
Yes. Add products and priced options to the form, then collect payment through secure hosted checkout with Stripe, PayPal, or Square. Payment status is tracked alongside the response.
Should the shipping address go into the channel?
Leave it out whenever anyone outside fulfilment can read #orders. The channel message works as a heads-up carrying product, quantity and buyer name, and whoever packs the parcel opens the response in formformform for the full address.
Can I get pinged only for large orders?
Add a Zapier filter on the quantity answer before the Discord step, and use a second Zap to route smaller orders to a quieter channel. Either way, every order still lands in your responses list for reconciling later.
Related automations
- Collect community feedback in one channel
Feedback submissions post to a dedicated #feedback channel, where moderators can react and discuss without leaving Discord.
- Drop new demo requests into your sales channel
Every demo request posts to #sales as a Discord message, so a rep can claim the lead in a thread while it is still warm.
- Post event RSVPs to your members
Each RSVP posts to #events as an embed, so organisers and members watch the guest list fill up as people sign up.
- Route job applications to a private hiring channel
Applications land in a private #hiring channel, where reviewers vote with reactions and discuss the candidate in a thread.
- Turn bug reports into support threads
Each bug report lands in #support as a Discord embed, so whoever is on shift can read it and start a thread on the spot.
- Alert the on-call team when a support ticket arrives
Each new ticket posts to #support with its subject and priority, and @here fires only when the priority justifies interrupting a shift.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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