Gravity Forms can be used to create online forms that site visitors can fill out and an email notification will be sent to the author each time a form is submitted. An example of such a form could ask users to fill out information for an upcoming event.

Important Notice

When using Gravity Forms, do not store/collect any sensitive information. Sensitive information includes student numbers, CWL information, and private personal information. Furthermore, please don't use Gravity Forms for mission-critical information; even though we keep database backups, data loss still might occur.

Form Setup

Log in to your site, if you haven't already done so.

Activate Gravity Forms

  1. Select Dashboard -> Plugins and scroll down to Gravity Forms. On the right, there should be a link to activate the plugin for your site (Enabling Plugins).
  2. A new menu item should appear in the menu bar found on the left side called Forms.

Add a New Form

  1. Go to Dashboard -> Forms -> New Form.
  2. Create your form. Check out this video: Using Gravity Forms (video duration 4:23 min).
  3. Save the form.

Optional: Confirmation Notice

  1. Go to Dashboard -> Forms -> Edit Forms and select the form you wish to change
  2. Click on the "Form Settings" selection in the gray header menu
  3. Select the "Confirmation" tab and edit the confirmation text field
    • If you also wish to add any of the information submitted through the form (ex: name):
      1. Select the "Text" radio button on the "Confirmation" tab
      2. Enter the text that you'd like to precede the form item (name example: "Thank you, ")
      3. Select the form item you'd like to have appear in the confirmation message from the "Insert from field" dropdown
        • Your message in the text field should look similar to this: "Thank you, {Name (First):3.3}"
  4. Alternately, you can also link to an internal or external page upon confirmation by selecting the "Page" or "Redirect" radio button respectively

Embed the form onto a page

  1. Either create a new Page or edit an existing Page: Dashboard -> Pages -> New Page or Dashboard -> Pages -> Pages.
  2. Add the form to the page. Use the gray button between the page title and page body. Note: This is shown in the video above.
  3. Save the Page.

Receive emails from the form

  1. Go to Dashboard -> Forms -> Edit Forms.
  2. Mouse over the name of the form you just created. You should be able to see a "Notifications" link appear below your form's name. Click it.
  3. Under the "Notification to Administrator" heading select the "Enable email notification to administrators" checkbox and fill out the form.
  4. Scroll down and save the form.

Test the form

  1. Go to the page that you just created and fill out your form. Check that you received an email with the information you entered.
  2. Check if the form has a new entry. Go to Dashboard -> Forms -> Edit Forms and check the Entries column, or go to Dashboard -> Forms -> Entries and select the form you just created.

Add reCAPTCHA(optional)

  1. To start using reCAPTCHA, you need to sign up for an API key pair for your site. Under reCAPTCHA type, please choose reCAPTCHA v2 since Gravity Forms does not support v3 keys. If you would like a visible reCAPTCHA which will ask user to check every time, please select '"I'm not a robot" tickbox'. Alternatively, if you prefer to use an invisible reCAPTCHA, please select 'Invisible reCAPTCHA badge'. Under domains, If your site is not domain mapped, please add the default URL that CMS team has provided after the site creation. Eg, If your site is domain mapped, please make sure to add both the default URL and the primary domain that you used on the site to the list.
  2. Once the API Key is created, you will receive 'Site Key' and 'Secret Key' from Google. Please go back to WordPress Dashboard -> Forms -> Settings. At the bottom of the page where it says reCAPTCHA Settings. Please paste Site Key and Secret Key inside the fields below. Make sure you choose the correct type based on your Google reCAPTCHA type you set earlier and save the settings.
  3. Add reCAPTCHA field to your forms. Go to edit one of your forms. Under 'Advanced Fields', please add 'CAPTCHA' field to your form.


Solutions to common Gravity Forms problems:

If you didn't get the entry email

Wait a bit, it might take up to half an hour to get the email. Check your spam to make sure it didn't go in there.

Do Gravity Forms support submission preview?

Gravity Forms do not support submission preview. According to this post, the submission preview feature was supposed to be part of the 1.3 release.


Conditional shortcode with Gravity Forms:

Sample Usage: Show Content Only if Value Exists

[gravityforms action="conditional" merge_tag="{My Field:1}" condition="isnot" value=""]<br />
My Field Label: {My Field:1}<br />

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