• Home

  • Automation with Zapier

  • Automation inspiration

Automation inspiration

4 min read

6 ways to automate Gravity Forms with Zapier

By Wren Noble · October 17, 2023
Hero image with the Gravity Forms logo connected by dots to the logos of Salesforce, Google Sheets, and Mailchimp

On their surface, website forms are simple tools. But when used correctly, they can do incredible things. Forms let you build mailing lists with subscription sign-ups, collect user feedback with surveys, and engage your audience with polls and quizzes. You can even receive files and schedule appointments.

If you're using WordPress, the powerful form-building plugin Gravity Forms is your best bet for making your website a successful two-way communication tool. With the Gravity Forms plugin, you can build a variety of forms and begin collecting information right away.

But once your poll is active, you'll need a way to collect, organize, and use all that valuable user data. Automation is the best way to do that. 

Zapier uses automated workflows called Zaps to integrate Gravity Forms with the other tools you need to manage the data it collects. Using these workflows, you can organize your data, set your team follow-up tasks, and even reach out to customers directly—all automatically. Take the work out of managing your form submissions by using automation.

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.

Table of contents

  • Track form submissions in a spreadsheet

  • Add contacts to your mailing list or CRM

  • Send notifications for form submissions

  • Create follow-up tasks in your project management app

  • Connect your forms to your calendar app

  • Back up submissions and files

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. 

Try one of these workflows to get started:

Add new Gravity Forms submissions to Excel rows

Add new Gravity Forms submissions to Excel rows
  • Gravity Forms logo
  • Microsoft Excel logo
Gravity Forms + Microsoft Excel

Create rows in Google Sheets for new Gravity Forms submissions

Create rows in Google Sheets for new Gravity Forms submissions
  • Gravity Forms logo
  • Google Sheets logo
Gravity Forms + Google Sheets

Create Google Sheets spreadsheet rows from new Gravity Forms form submissions

Create Google Sheets spreadsheet rows from new Gravity Forms form submissions
  • Gravity Forms logo
  • Google Sheets logo
Gravity Forms + Google Sheets

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

Create Salesforce leads with new Gravity Forms submissions
  • Gravity Forms logo
  • Salesforce logo
Gravity Forms + Salesforce

Add or update Mailchimp subscribers from new Gravity Forms submissions

Add or update Mailchimp subscribers from new Gravity Forms submissions
  • Gravity Forms logo
  • Mailchimp logo
Gravity Forms + Mailchimp

Create or update ActiveCampaign contacts with new Gravity Forms submissions

Create or update ActiveCampaign contacts with new Gravity Forms submissions
  • Gravity Forms logo
  • ActiveCampaign logo
Gravity Forms + ActiveCampaign

Add or update LeadConnector contacts from new Gravity Forms submissions

Add or update LeadConnector contacts from new Gravity Forms submissions
  • Gravity Forms logo
  • LeadConnector logo
Gravity Forms + LeadConnector

Create HubSpot contacts from new Gravity Forms submissions

Create HubSpot contacts from new Gravity Forms submissions
  • Gravity Forms logo
  • HubSpot logo
Gravity Forms + HubSpot

Add or update Sendinblue contacts from new Gravity Forms submissions

Add or update Sendinblue contacts from new Gravity Forms submissions
  • Gravity Forms logo
  • Brevo logo
Gravity Forms + Brevo

Send notifications for form submissions

Whenever a new submission comes through, it's likely someone needs to know about it. Keep on top of it by setting up automated workflows that trigger an email or Slack notification whenever a new form submission comes through.

Get notifications in team chat

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

Send Slack channel messages for new submissions in Gravity Forms
  • Gravity Forms logo
  • Slack logo
Gravity Forms + Slack

Send Discord channel messages for new submissions in Gravity Forms

Send Discord channel messages for new submissions in Gravity Forms
  • Gravity Forms logo
  • Discord logo
Gravity Forms + Discord

Send Microsoft Teams chat messages for new Gravity Forms submissions

Send Microsoft Teams chat messages for new Gravity Forms submissions
  • Gravity Forms logo
  • Microsoft Teams logo
Gravity Forms + Microsoft Teams

Respond to customers with an automatic email

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

Send emails from Gmail for new Gravity Forms submissions
  • Gravity Forms logo
  • Gmail logo
Gravity Forms + Gmail

Send outbound emails via Zapier with new form submissions in Gravity Forms

Send outbound emails via Zapier with new form submissions in Gravity Forms
  • Gravity Forms logo
  • Email by Zapier logo
Gravity Forms + Email by Zapier

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 Airtable records for new Gravity Forms submissions

Create Airtable records for new Gravity Forms submissions
  • Gravity Forms logo
  • Airtable logo
Gravity Forms + Airtable

Create monday.com items on boards for new form submissions in Gravity Forms

Create monday.com items on boards for new form submissions in Gravity Forms
  • Gravity Forms logo
  • monday.com logo
Gravity Forms + monday.com

Save new Gravity Forms submissions as Podio items

Save new Gravity Forms submissions as Podio items
  • Gravity Forms logo
  • Podio logo
Gravity Forms + Podio

Connect your forms to your calendar app

Do you use Gravity Forms to schedule important meetings with customers or clients? Manually creating calendar events can be risky—nothing loses a customer faster than missing a call or follow-up.

Automation makes it easy to generate detailed calendar events for new incoming Gravity Forms submissions with no missed details. 

Create detailed events in Google Calendar from new Gravity Forms submissions

Create detailed events in Google Calendar from new Gravity Forms submissions
  • Gravity Forms logo
  • Google Calendar logo
Gravity Forms + Google Calendar

Create events in Microsoft Outlook for new Gravity Forms submissions

Create events in Microsoft Outlook for new Gravity Forms submissions
  • Gravity Forms logo
  • Microsoft Outlook logo
Gravity Forms + Microsoft Outlook

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

Create Gravity Forms entries for new Calendly invitees
  • Calendly logo
  • Gravity Forms logo
Calendly + Gravity Forms

Back up submissions and files

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

Add new Gravity Forms file uploads to Google Drive as files
  • Gravity Forms logo
  • Google Drive logo
Gravity Forms + Google Drive

Save new Gravity Forms submissions to Dropbox

Save new Gravity Forms submissions to Dropbox
  • Gravity Forms logo
  • Dropbox logo
Gravity Forms + Dropbox

Make your form submissions work for you

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?

Related reading:

  • 5 advanced ways to automate your forms and surveys

  • 5 automation ideas to do more with Google Forms

  • How to automatically answer form responses with OpenAI and Zapier

This article was originally published in August 2020, written by Nick Moore. It was most recently updated in October 2023 by Wren Noble.

Get productivity tips delivered straight to your inbox

We’ll email you 1-3 times per week—and never share your information.

tags
mentioned apps

Related articles

Improve your productivity automatically. Use Zapier to get your apps working together.

Sign up
See how Zapier works
A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'