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Gravity Forms Zapier integrationAutomate Gravity Forms with Zapier.

The Gravity Forms Zapier integration gives you 1 trigger, 2 actions and 0 searches. A form submission starts a Zap the instant it lands, and Zapier can also write entries back into your WordPress forms, even on the free plan.

See the 3 operations

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Overview

What the Gravity Forms Zapier integration does for you

The Gravity Forms Zapier integration links your WordPress forms to the other apps you use, without code. Zapier sits in the middle: each time someone sends one of your forms, it can pass the answers on to a spreadsheet, a team chat or a CRM. It also works the other way, filing new entries inside Gravity Forms.

Three results come up again and again. A lead alert: Form Submission pushes each new request to the people who handle it, so nobody refreshes an inbox. A single home for answers: Create Entry files data collected in another app as an entry of the form you pick. A full replay of a submission: Submit Form creates the entry and runs the notifications and add-on feeds tied to that form, as if a visitor had pressed send. Each result maps to one operation, so you always know which menu to open.

What Zapier does not do here matters just as much. There is no search step to look up an existing entry, nothing to update or delete one, and no trigger other than a new submission. Entries sent before your Zap went live stay out of reach. If your process depends on finding or changing an entry later, plan that part in another tool from day one.

Comparing platforms? Read Make vs Zapier, then the Gravity Forms Make integration.

Vocabulary

Zapier words in one minute

Eight terms you will meet in the editor, in plain English.

Zap
One automation on Zapier, for example: a form is sent on your WordPress site, then a row and an email follow. It runs again for every new entry.
Trigger
The event that sets a Zap off. With Gravity Forms it is a visitor sending one chosen form; once the Zap is on, Zapier waits for that.
Action
The step that does the work once the Zap is running: it writes a row, sends a message or files an entry in Gravity Forms itself.
Task
The unit Zapier bills. One task equals one action that finished successfully, and your plan counts those.
Instant vs polling trigger
A polling trigger is checked on a timer. An instant one is reported by the app the moment it happens. Form Submission is instant.
Filter
A checkpoint inside the Zap: it lets an entry through only when one of its answers meets the rule you set, and drops the run otherwise.
Connection
Your Gravity Forms account, linked to Zapier one time. Every Gravity Forms step in every Zap reuses it instead of asking you to sign in again.
Multi-step Zap
Anything longer than one trigger plus one action. A filter or a second action is enough to make one, and paid plans only run those.
Cost

What it really costs

Gravity Forms is not a premium app, so it runs on the free plan. You pay in tasks, not in form submissions.

  • Premium appNo, free plan works
  • Free plan100 tasks per month
  • Steps on the free plan2 (one trigger, one action)
  • Cost of the trigger0 tasks

The trigger never costs a task, however many forms come in. Each action that succeeds counts once, and an action that fails is not billed. A Zap made of Form Submission plus one action uses one task per entry; a three-action Zap uses three. The free plan gives 100 tasks per month and unlimited Zaps, but only two steps each. Add a filter or a second action and the Zap turns multi-step, which needs a paid plan. The polling grid below never touches Form Submission, since it is instant.

Connect

Connect your Gravity Forms account

  1. 01

    Open Apps and add a connection

    Open the Apps page of your Zapier account and press + Add connection. In the box that pops up, type Gravity Forms and choose it from the results to start linking your WordPress forms.

  2. 02

    Confirm and sign in

    Click Add connection. A new tab opens on the Gravity Forms side, where you sign in with the account that holds the forms your Zap should use, or one with access to them.

  3. 03

    Grant access

    Allow Zapier to reach that account. The connection is then saved once, and every Gravity Forms step reuses it, in any Zap you build later. No need to sign in again for each new Zap.

First Zap

Your first Zap: quote requests that reach sales

GoalA web studio wants every promising quote request from its site posted in the sales channel, and nothing else.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose Gravity Forms as the app and Form Submission as the event. Select your connection, then pick the quote request form in the required Form field.

  2. 02

    Test with a real entry

    Send the form once yourself, then run the test. Zapier brings back the three most recent entries of the account, so you map fields from a real one rather than a guess.

  3. 03

    Add the filter

    Click the plus icon and add a Filter. Choose a field you spotted in the test entry, a text rule, and the value that marks a request worth an alert. Use a number rule only on numbers.

  4. 04

    Post to Slack

    Add Slack with Send Channel Message, choose the sales channel and drop the entry's answers into the message. Test the step and read what Slack received before moving on.

  5. 05

    Publish

    Click Publish. The Zap is now on and reacts to forms sent from that moment. With a filter it counts as a multi-step Zap, so it runs on a paid plan.

Triggers

The Gravity Forms trigger

1 event starts a Zap when something happens in Gravity Forms, and one of them is instant: the app calls Zapier straight away, whatever your plan.

1

Form Submission

Instant trigger

In Zapier“Triggers when the specified form is submitted.”

Each time a visitor sends the form you picked, this trigger starts your Zap and hands over that entry's answers, ready to drop into the next steps. One Zap watches one form, so a second form means a second Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a contact request, a booking or a sign-up has to reach another tool without anyone copying it by hand.
Watch out
the Form field is required, and the optional Use Admin Field Labels? setting is worth a look before you map anything.
Actions

The Gravity Forms actions

Gravity Forms gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Entry

Action

In Zapier“Creates a new form entry.”

This action files a new entry in the Gravity Forms form you choose, filled with values mapped from earlier steps. It lands alongside the entries your visitors send.

When to use it
answers gathered elsewhere, in a chat or a spreadsheet row, should live with the rest of your form data.
Watch out
the Form field is required. When notifications must go out too, Submit Form is the documented route.
2

Submit Form

Action

In Zapier“Creates an entry and fires all events associated with a form submission such as notifications and add-on feeds.”

Think of it as a visitor pressing send: Submit Form creates the entry, then runs every event tied to a submission, such as notifications and add-on feeds.

When to use it
the emails and connected add-ons of a form must react to data that came from another app.
Watch out
Form is required, and aiming this action at the form your own trigger watches means writing where the Zap listens.
When it breaks

When it breaks

This integration has few moving parts, so trouble usually comes down to one of four cases.

Zapier attaches a help article to this app, Common problems with Gravity Forms on Zapier. The cases below come from the limits Zapier documents for every Zap. If none of them fits, our Zapier troubleshooting page is the next stop.

  • Old entries never show up

    A Zap only reacts to forms sent after you switch it on. Entries already stored in Gravity Forms stay put, and moving that backlog is a separate job.

  • The Zap keeps setting itself off

    If an action writes into the form your trigger watches, the Zap can start itself again and again and burn through your task count fast.

  • A bulk import stalls

    When a trigger suddenly returns a huge batch, after an import or a migration, Zapier's flood protection can hold it back instead of running it all.

  • The Form list is empty

    Every operation needs a Form. An account that owns no form, or lacks access to the one you want, leaves that required field with nothing to pick.
Need help

Need help automating Gravity Forms with Zapier?

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FAQ

Gravity Forms and Zapier: your questions

01Is the Gravity Forms Zapier integration free?
Yes, it works on the free plan. Gravity Forms is not a premium app, so Zapier does not keep it for paid plans. The free plan gives you 100 tasks per month and unlimited Zaps, but each Zap is capped at two steps: one trigger and one action. A Zap that sends each new entry to one other app fits inside that. As soon as you add a filter or a second action, the Zap becomes multi-step and needs a paid plan. No price appears here, since the plan grids change too often to publish.
02How many tasks does a Gravity Forms Zap use?
One task per successful action, and nothing for the trigger. A Zap made of Form Submission and one action uses one task each time someone sends the form. Add a second action and that same entry costs two tasks. Zapier never bills the wait for new entries, and an action that fails is not counted. On the free plan, 100 tasks per month therefore means up to 100 entries handled by a one-action Zap, provided each action succeeds.
03Does Gravity Forms trigger Zapier in real time?
Yes. Form Submission is an instant trigger: Gravity Forms tells Zapier the moment a form is sent, so the Zap starts right away, whatever your plan. The polling intervals of the plans (15 minutes on Free, 2 on Professional, 1 on Team and Enterprise) only apply to polling triggers, and this app has none. In the editor, a Zap built on an instant trigger shows a lightning bolt, which gives you a quick way to check before you publish.
04What do you need to connect Gravity Forms to Zapier?
An account on Gravity Forms and access to the forms you plan to use. In Zapier, open Apps, click + Add connection, search for Gravity Forms, then click Add connection and sign in on the tab that opens. Grant Zapier access and the connection is saved for every later step. If some forms belong to someone else, the account you connect needs read or write access to them, otherwise they will not show up in the required Form field.
05What is the difference between Create Entry and Submit Form?
Create Entry adds a new entry to the form you choose. Submit Form also creates the entry, but it runs every event tied to a submission as well, such as notifications and add-on feeds. Pick Create Entry when the data only needs to be stored with your other entries. Pick Submit Form when the emails or connected add-ons of the form must react as if a visitor had sent it. Both ask for the same required Form field, and each completed run counts as one task.
06What if the operation you need is not on the list?
Then this integration cannot do it directly. On Zapier, Gravity Forms offers one trigger, Form Submission, and two actions, Create Entry and Submit Form. There is no search step to look up an existing entry, and nothing to update or delete one. The usual route is to keep Gravity Forms at the start of the Zap and do the rest in the app that receives the data. If that still falls short, check whether another automation tool covers the gap before you build workarounds.
07Zapier, Make or n8n for Gravity Forms?
It depends on your criteria, not on a ranking. On Zapier, three points decide: the Form Submission trigger is instant on every plan, the app is not premium so it runs on the free plan, and that free plan stops at two steps. If your flow is one form feeding one app, those points weigh the most. If you need searches, updates or long chains, compare what each tool offers for Gravity Forms against your expected volume of tasks before committing.
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