Website forms might seem simple, but they're powerful tools that can transform how you connect with your audience. From building mailing lists with subscription sign-ups to gathering feedback through surveys or scheduling appointments, forms act as a bridge between you and your users. They can even handle tasks like receiving files or running interactive polls.
For WordPress users, the Gravity Forms plugin takes this functionality to the next level. It's a robust form-building tool that lets you create custom forms and collect valuable user data right away. But collecting that business-critical data is only the beginning. To truly make the most of your form submissions, you need a system to process, organize, and act on that data—without the headache of manual work. That's where automation comes in.
With Zapier, you can connect Gravity Forms to the rest of your tech stack. With just a few Zaps—what we call automated workflows—you can organize data, assign follow-up tasks to your team, and even respond to customers automatically.
New to Zapier? It's workflow automation software that lets you focus on what matters. Combine user interfaces, data tables, and logic with thousands of apps to build and automate anything you can imagine. Sign up for free to use this app, and thousands more, with Zapier.
To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Track form submissions in a spreadsheet
The most important thing with form submissions is keeping track of them. And automation is much better at doing this than people are. Automated workflows will quickly, efficiently, and, most importantly, accurately transfer data from Gravity Forms into your spreadsheets.
Once your form submission data is in your spreadsheets, you can track, store, and organize all your data much more easily. You can also more easily share submission results with teammates and collaborators without them having to access Gravity Forms. And—most importantly—you always have a backup of important information.
The faster your form submissions come in, the harder it can be to track and store them all. You can set up this Zap, however, to capture everything for you. It will trigger whenever a new form submission is received in Gravity Forms, automatically adding that information to a row in a specified Excel spreadsheet and keeping your sheet constantly up to date for all your ensuing processes.
Need to save your Gravity Forms submissions to a Google Sheets spreadsheet so you can easily share results with teammates and other collaborators outside of Gravity Forms? This Gravity Forms-Google Sheets integration makes it easy to do just that, automatically.
Extracting info from form responses. Saving it to a spreadsheet. It's all simple automatic with this integration. When active, it will update a Google Sheets spreadsheet with info from Gravity Forms submissions. Each time there's a new submission, a new row of data appears on the spreadsheet like magic. Collect and organize data like a pro with this automation.
Automatically add completed forms into your database with this Gravity Forms to Airtable automation. Once set up, each time a new form is submitted in Gravity Forms, Zapier will create a new record in Airtable. Organize and streamline the information you receive in your forms so you can access it quickly!
Add contacts to your mailing list or CRM from Gravity Forms
Gravity Forms is a great lead generation tool, but you need to add those leads to a mailing list or CRM to reach them successfully. Don't spend your valuable time copying and pasting details from every submission. That doesn't scale and inevitably leads to errors in your important customer data.
Set up one of these workflows to transfer all the info you need instantly. Automations like these can add or even update contact info when someone submits a form through your site. If you have multiple mailing lists or targeted outreach, you can add more granular details for each new subscriber. Your contact list will never fall out of date if you automate it.
Create Salesforce leads with new Gravity Forms submissions
If you use Gravity Forms as a lead generation tool, this integration is for you. Easily take those leads filling out your Gravity Forms forms and turn them automatically into Salesforce leads.
Make sure your outreach stays on target, without spending time on tedious copy-and-paste work. Once this integration is in place, it automatically adds a new, or updates an existing, subscriber in Mailchimp for each new submission received to Gravity Forms.
Want to generate deals your Pipedrive CRM straight from a WordPress form? This Gravity Forms-Pipedrive integration has you covered. Embed a Gravity Forms form on your WordPress site and Zapier will automatically create a Pipedrive deal when someone fills out the form.
Set up this integration to ditch the hassle of manual contact management. Once it's active, this Zap automatically captures details from each new incoming form in Gravity Forms to create a new, or update an existing, LeadConnector contact -- no tedious copy-and-paste required!
You and your team need to know what's happening with your forms. And likely take action from them.
Keep your team in the loop where they're spending the most time—in team chat. These automations give your team a useful record of new submissions. They also keep everyone informed of what's happening at all times so you can be faster, more responsive, and on top of all your work.
Send Slack channel messages for new submissions in Gravity Forms
When you have new submissions on your online form, you may want to have immediate notification go out to your team. This integration makes it easy by automatically sending a channel message in Slack when there is a new form submission in Gravity Forms. Your team will be up to date so they can act quickly.
When you have new submissions on your online form, you may want to have immediate notification go out to your followers. This integration makes it easy by automatically sending a channel message in Discord when there is a new form submission in Gravity Forms. Your followers will be informed immediately of any new submissions.
Easily stay updated on new Gravity Forms submissions with this seamless workflow. Whenever a form is submitted in Gravity Forms, a chat message will be sent in Microsoft Teams, ensuring your team is instantly notified and can promptly respond to inquiries. Eliminate manual monitoring and improve collaboration with this efficient automation.
A form submission shouldn't just go into a black hole when sent. You want to acknowledge you've received it. Use these workflows to trigger an automatic email when someone fills out your form.
You can use this automation to send thank you emails, follow up on requests or questions, offer discount codes, or simply confirm receipt of a submission. Whatever you're using it for, an instant response makes users feel appreciated and builds a positive relationship.
Send emails from Gmail for new Gravity Forms submissions
You don't have to sacrifice a little personal dedication to your customers just because you're busy—Zapier can lend a hand with this Gravity Forms-Gmail integration. For every new submission you receive on Gravity Forms, Zapier will automatically send a new message from Gmail. Whether you're thanking respondents or forwarding their information, your email can be customized with any form information you choose!
Keep your stakeholders in the loop about incoming form details effortlessly with this integration. It automatically generates a custom email from Email by Zapier to a specified recipient as soon as a new submission is received in your Gravity Forms account.
If you don't have time to respond to dozens of form submissions at scale, you can instead rely on AI to do the heavy lifting for you. With these workflows, you can use AI tools (like ChatGPT or Claude) to generate personalized email responses based on the content of each form submission, saving you time while maintaining a professional touch. Whether it's answering common questions, thanking customers, or providing next steps, AI-powered responses will ensure your users always feel valued.
Respond to Gravity Form submissions with ChatGPT and Gmail
Streamline your form submission responses with AI and automation. This Zap automatically triggers when a new submission is received in Gravity Forms, uses ChatGPT to draft a personalized email, and sends it via Gmail. Save time, maintain a professional touch, and ensure every form submission gets a timely response.
Effortlessly manage your form submissions with the power of AI. This Zap triggers when a new submission is received in Gravity Forms, uses Anthropic (Claude) to draft a tailored message, and creates a reply draft in Gmail. Save time and ensure thoughtful, timely responses to every submission without lifting a finger.
Create follow-up tasks in your project management app
Analyzing and reacting to new form submissions is part of your daily workflow. Make sure you've assigned the appropriate follow-up task with automation.
Scale how quickly you can follow up on form responses by automatically creating a new task in your to-do or project management app with these workflows. When tasks are added automatically, you'll never miss following up again.
Create Trello cards from new Gravity Forms submissions
Gravity Forms makes it really easy to put a web form on your WordPress site. Often times you want to take action when someone fills out that form. The Gravity Forms Trello integration makes it simple to automatically
create a Trello card for project management when someone fills out your Gravity Forms form.
Make sure you've gone through each form submission, whether they're applicants, proposals, or feedback: set up this Gravity Forms-Asana integration and we'll help you track them. It will trigger whenever there's a new submission on Gravity Forms, automatically creating a task on Asana for it. You'll never wonder if you've reviewed them all.
When you have new submissions of your online form, you may need to add the details to your task tool. This integration makes it easy by automatically creating an item on a board in monday.com when there is a new form submission in Gravity Forms. You won't have to manually create tasks again.
Automate boring tasks by adding your Gravity Forms form submissions automatically to Podio. After you set up Gravity Forms Podio integration, every time there is a new Gravity Forms form submission, a new item will be added to a Podio application you specify.
Do you use Gravity Forms to schedule important meetings with customers or to register webinar attendees? Manually creating events and attendees can be risky—nothing loses a customer faster than missing a call or follow-up.
Automation makes it easy to generate detailed calendar events (or new Zoom webinar registrants) for new incoming Gravity Forms submissions with no missed details.
Create detailed events in Google Calendar from new Gravity Forms submissions
Activate this integration to automate your Google Calendar updates, automatically generating a detailed event from the details in each new, incoming Gravity Forms submissions. Prep your follow-up workflows without slowing for manual copy-and-paste work!
Save time and stay organized by creating Microsoft Outlook events from new Gravity Forms submissions. With this automation, each time a form is submitted through Gravity Forms, an event will be added to your Microsoft Outlook calendar. This way, you never miss an important appointment or deadline related to form entries.
Managing your webinar registrants by hand can take up valuable time and effort. That’s where this Zap can help. It automatically creates a registrant for your webinar in Zoom for as soon as a new submission is received in Gravity Forms.
And if you use forms to follow up after meetings—maybe you want to see how you and your team did on that sales call—you can use a Zap to automatically create a form for each new client you schedule:
Create Gravity Forms entries for new Calendly invitees
Effortlessly populate your Gravity Forms entries with new Calendly invitee information using this seamless workflow. Whenever a new invitee is created in Calendly, an entry will be created in Gravity Forms, ensuring that your form data stays up-to-date and organized. Save time and improve data accuracy by automating this essential process between your scheduling and form management platforms.
Do you use Gravity Forms to collect files? It's an easy way to gather needed documents or even give clients an easy way to submit drafts of work. But it's also an easy way to lose track of important images and docs.
Integrate your forms with your cloud storage tool of choice to automatically upload, store, and organize all your important assets. That way, you not only have an organized archive of all your important files, you can also more easily share them with the right people when needed.
Ensure your files are safely stored for convenient access later by backing them up instantly every time you get a new submission.
Add new Gravity Forms file uploads to Google Drive as files
Use this integration to automatically store Gravity Forms form file uploads to Google Drive for easy access by your team. Once this integration has been set up, all new Gravity Forms file uploads will be automatically copied to Google Drive.
Rather than exporting Gravity Forms form submissions manually, use Zapier to start automatically saving new form submissions to a new file in one of your Dropbox directories.
Want to back up Gravity Forms submissions inside a custom app or a tool that doesn't connect with Zapier? In that case, you can use webhooks.
Webhooks allow your apps to communicate with each other by sending detailed information in real time whenever something happens in your trigger app. This Zap, for example, automatically sends a webhook to a specified URL whenever you get a new Gravity Forms submission, making it easy to transfer and manage your form data in the tool or system of your choice.
Create webhooks with new Gravity Forms submissions
If you'd like to activate a webhook whenever your Gravity Forms app receives a new submission, you can use Zapier to do that. Simply set the URL to receive the webhook, and this Zap will automatically send a webhook to a specified URL, letting you easily manage information from the form.
Dive into a world where your website forms do more than just collect information. When you pair up Gravity Forms on your WordPress site with Zapier's automation magic, things get a whole lot easier and faster. With just a few clicks, you can set up workflows that take your form data where it needs to go, without you having to lift a finger.
From tracking form submissions in spreadsheets to creating tasks in your project management app to even scheduling follow-up emails with your customers, automation lets you do it all, and then some. Say goodbye to the boring copy-paste routine, and hello to a smoother, more organized way of handling your form data.
And this is just the start of what you can do with Gravity Forms and Zapier. What will you automate first?
This article was originally published in August 2020, written by Nick Moore, with previous updates by Wren Noble. It was most recently updated in November 2024 by Elena Alston.
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