How to Get Started With Gravity Forms on Zapier

Connecting Gravity Forms to Zapier lets you send form submissions to hundreds of other apps without writing code. This guide explains how to set up the integration, configure triggers and actions, and resolve common connection issues.

Note: This article is based on the official Gravity Forms integration documentation available on the Zapier Help Center.

What you need before using Gravity Forms with Zapier

Before you build workflows, confirm you have the correct accounts and tools ready. Gravity Forms connects to Zapier through the official add-on and your WordPress site.

• An active Gravity Forms license that includes add-ons.
• A WordPress site where Gravity Forms is installed and activated.
• The Gravity Forms Zapier Add-On installed and activated.
• Administrator access to WordPress to manage plugins and settings.
• A Zapier account with permission to create Zaps.

If you do not have the add-on, download and install it from your Gravity Forms account, then activate it in your WordPress dashboard.

How the Gravity Forms Zapier integration works

The Gravity Forms integration lets you use form submissions as triggers in Zapier, sending data to other apps or services. When someone submits a form, the entry information can automatically be passed to a Zap for processing.

You typically use Gravity Forms as the trigger app, then connect it to an action app. For example, a new form entry can create a lead in your CRM, send a message to your team, or log a record in a spreadsheet.

Connect Gravity Forms to Zapier

To start using Gravity Forms with Zapier, you must enable the add-on in WordPress and connect it to your Zapier account through an API key and webhook URL.

Step 1: Enable the Gravity Forms Zapier Add-On

1. Sign in to your WordPress admin dashboard.
2. Go to Forms > Add-Ons.
3. Locate the Zapier Add-On.
4. Click Install, then Activate.

After activation, a new settings area specific to the integration appears within the Gravity Forms settings menu.

Step 2: Locate your Gravity Forms API credentials

To allow communication between your WordPress site and Zapier, you need REST API keys for Gravity Forms.

1. In WordPress, go to Forms > Settings.
2. Select the REST API or API tab (label may vary by version).
3. Create a new API key if none exists.
4. Copy the Public Key, Private Key, and your website URL.

Keep these credentials secure, as they authorize requests from Zapier to your site.

Step 3: Create a new Zap using Gravity Forms

Now you can build a workflow that starts with a Gravity Forms trigger inside Zapier.

1. Sign in to your Zapier account.
2. Click Create to build a new Zap.
3. Search for and select Gravity Forms as the trigger app.
4. Choose a trigger event such as New Form Submission.
5. Click Continue to connect your account.

You are now ready to authorize the connection between Zapier and your WordPress site.

Step 4: Connect your Gravity Forms account in Zapier

1. In the trigger setup, click Sign in or Connect a new account.
2. Enter your WordPress site URL.
3. Enter your Gravity Forms Public Key and Private Key.
4. Confirm and authorize the connection.

After successful authentication, your Gravity Forms account becomes available in the account selector within Zapier, and you can reuse it in other Zaps.

Configure Gravity Forms triggers in Zapier

Once your account is connected, configure the trigger so that Zapier knows which form and submission data to watch.

Choose the form for your Zapier trigger

1. In the trigger setup, choose your connected Gravity Forms account.
2. Click Continue.
3. Use the Form dropdown to select the form you want to monitor.
4. Click Continue again.

The selected form becomes the source of data for the Zap.

Test your Gravity Forms trigger in Zapier

Zapier will attempt to retrieve a recent entry from the form to provide sample data.

1. Ensure the chosen form has at least one submission.
2. If needed, submit a test entry on the form.
3. In the trigger setup, click Test trigger.
4. Review the sample data returned.

If the test is successful, the integration is correctly passing data from Gravity Forms to Zapier. You can then continue to configure your action steps.

Set up actions after your Gravity Forms trigger

After the trigger is configured, choose the app that will receive data from Gravity Forms. This is where you complete the automation in Zapier.

1. Click + to add an action step in the Zap editor.
2. Select the app you want to connect to, such as a CRM, email tool, or spreadsheet.
3. Choose the action event, like Create Record, Send Email, or Add Row.
4. Map the Gravity Forms fields (for example, name, email, message) to the corresponding fields in the action app.
5. Test the action step and verify that the sample data appears as expected.

When everything looks correct, turn the Zap on to start running the automation whenever your form is submitted.

Common Gravity Forms and Zapier issues

If your trigger is not working as expected, review these common causes related to the integration between Gravity Forms and Zapier.

New submissions are not triggering Zaps

• Confirm that the Zap is turned On in your Zapier dashboard.
• Verify that the correct form is selected in the trigger settings.
• Make sure the Gravity Forms Zapier Add-On is installed and activated.
• Test the form manually and re-test the trigger in the Zap editor.

Connection errors between WordPress and Zapier

• Check that your WordPress site is publicly accessible (not blocked by maintenance mode or a firewall).
• Confirm that your Gravity Forms API keys are valid and have not been revoked.
• Ensure that your site uses HTTPS if required by your hosting or security setup.
• Update Gravity Forms and the Zapier Add-On to the latest versions.

If problems persist, consult the official Gravity Forms integration guide on the Zapier Help Center or contact your site administrator.

Best practices for using Gravity Forms with Zapier

To keep your workflows reliable and maintainable, follow a few configuration and design tips within Gravity Forms and Zapier.

• Use clear field labels: Descriptive labels make it easier to map fields when building actions.
• Test new Zaps thoroughly: Always submit multiple test entries and review how data appears in the destination app.
• Limit unnecessary fields: Only send data that is actually required for the connected app to avoid confusion.
• Monitor task usage: Check your Zapier task history to be sure you stay within plan limits.
• Document your workflows: Keep notes about which forms connect to which Zaps so future changes are easier.

Where to get more help with Gravity Forms and Zapier

You can expand your automation strategy by combining Gravity Forms with additional tools and guides. For broader workflow consulting and automation planning, you can visit Consultevo for expert resources.

For technical details, supported triggers, and the latest integration updates, refer to the official Gravity Forms article on Zapier. Use that documentation alongside this how-to guide when setting up or troubleshooting your workflows.

Once your connection is configured and tested, you can build additional Zaps that reuse the same Gravity Forms account, giving you a flexible, automated system for handling submissions across your business tools.

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