10 Ways to Automate Gravity Forms with Zapier to Improve Your Business Operations, Fast


Gravity Forms is one of the many available form apps that you can use to create and collect forms of all kinds. It’s a WordPress plugin in the premier collection that makes it easy for anyone to create and share powerful forms when they’re on the go, no matter what they have in mind. You can use these forms for lead generation, customer satisfaction, new talent acquisition, and so much more.

Of course, the only thing better than having an automated forms tool like Gravity Forms is being able to enhance it with the power of an automation machine like Zapier. The former makes it simple to collect all kinds of data from your WordPress website. Of course, then it’s up to you to get it where you need to go. Fortunately, that’s where Zapier can come in handy.

When you combine Zapier with the power of this app, you’re going to be able to automatically export form data to all kinds of apps and software platforms, and even create events, notifications, and so much more. Stay organized, keep lead gen on track, and instantly turn sales leads into email marketing subscribers with form-to-autoresponder automations, and so much more.

Zapier is a tool that’s designed entirely for automation. It can take everyday tasks and turn them into streamlined to-dos and tasks that are done for you, thanks to the assistance of AI and automated triggers. You can use the tool to create or integrate existing workflows and triggers to help with every aspect of Gravity Forms that your business is using.

Unless you’ve got a special budget set aside to spend countless payroll hours on data entry and tedious busywork that doesn’t really require a human touch anymore, you’re in a good place to consider automation. It saves time, money, and effort for everyone and helps improve your business operations by taking the busywork off your hands for good.

And when you do still require the assistance of humans, ask how our virtual receptionists can integrate with Zapier and the rest of your tech stack, along with providing 24/7 phone and chat services and other solutions.

The power of the form fill

A lot of businesses tend to go too far with their marketing and lead gen strategies—they come up with the biggest, most intensive, dynamic plan possible that includes a ton of different advanced tools, marketing practices, and more. That's all good and well, but there’s a lot to be said for capitalizing on the tools available even when they seem a little “basic” if you will. In fact, you’ll want to focus especially on basic tools that can elevate your business and improve your operations. After all, why overlook the obvious?

So, what can you do with an automated forms tool like Gravity Forms? To start with, the app offers:

  • Secure, easy-to-use forms that can be customized to your exact needs
  • Data validation and conditional logic that can help you gather appropriate insights
  • Custom designs and templates available
  • Multi-page forms and other features to prevent “form fatigue”

This tool makes it easy for you to create advanced contact forms, subscription forms, custom order forms, registration forms, polls, and so much more. Plus, Gravity Forms integrates seamlessly with tons of third-party apps and tools (yes, besides Zapier), and they have upgraded the security continually to reduce the number of bots and spam submissions. It’s also capable of automatically posting to WordPress, but it’s much better to use a tool like Zapier for this than to trust the built-in integration just to be safe.

Using a form fill app like Gravity Forms makes it easy for you to create all kinds of forms and documents that your users can then fill out for you. It’s easy to drag and drop the questions or response fields that you want in your forms to create the perfect custom result, no matter what kind of data you’re trying to collect. This makes it easier to:

  • Generate leads
  • Improve email marketing rates
  • Qualify leads
  • Track conversions
  • Gather insights from customers or clients
  • Get feedback on support issues
  • Answer common questions and concerns
  • And so much more!

Now, let’s take a look at just how much more potential Gravity Forms has when it’s combined with the power of Zapier. Here are some of the top automations you can use.

1. Generate rows in Google Sheets from Gravity Forms submissions    

Tracking your marketing and form submissions can prove to be a daunting task. Not only that, but while it may seem simple enough to track in your Google Sheets platform, it’s going to require you to transfer all the details yourself—or it used to. Thanks to this workflow, though, you can automate it all. Just choose the sheet you want to modify and then set the trigger so that when a form response comes in, it’s logged in Google Sheets as a row accordingly. You can even take it one step further and add a notification for yourself or your team when this happens, too.

2. Add HubSpot contacts from Gravity Forms submissions    

If you’re using HubSpot as a CRM or marketing automation platform, being able to automate your Gravity Forms entries is going to streamline your marketing and customer management. This particular automation allows you to take any submission and turn it into a contact in your HubSpot platform, allowing you to streamline contact management and take the work out of the task for your team. Again, it’s about getting rid of those tedious data entry tasks and Zapier does it well with automated workflows like this one.

3. Create leads in Salesforce with your Gravity Forms entries    

Salesforce is one of the most commonly used business tools available today. It’s got several versions and iterations for industries and niche markets, along with standard versions that get the job done for just about anyone. No matter which version you’re using, you’ll find that it’s easier than ever to turn your leads into Salesforce entries straight from a form submission and you don’t even have to lift a finger once the workflow is in place. Simply use the pre-built integration so that when a form is submitted, Zapier automatically takes the information and turns it into a lead in Salesforce.

4. Turn Gravity Forms entries into Google Calendar events   

Google Calendar is a great tool to have on hand to keep track of your events and organize your business life. With this automation, you don’t even have to do the work. Zapier will allow you to turn any Forms submission into a calendar event based on the details of the form. For example, if you’re using Gravity Forms for lead generation, you can turn a submission into a calendar event to call or follow-up on the lead at a certain date or time. It’s also a great way to add meetings and other events to your calendar with new contacts and even those you already know when they’re submitting forms through this tool.

5. Upload Gravity Forms submissions as Google Drive files    

If you use Google Drive, it’s great to be able to automate it, too. Some people don’t realize that Zapier offers workflows like this, but they really can revolutionize your data sharing and file transfers. With this workflow, any form submission is automatically turned into a Google Drive file in a specific destination folder so that you can save, share, and modify it as necessary. This saves you the step of manually downloading forms and submissions and allows you to keep everything organized with the power of automation on your side.

6. Send contacts from Gravity Forms to Keap Max Classic    

Keeping track of contacts is crucial, but it’s also not something that you should be spending a lot of your own time and effort on. Contact management tools make it easy to automate this and with the addition of Zapier, it becomes that much easier. With this workflow, you can send all contacts for which you receive info through Gravity Forms right over to your CRM when you use Keap Max Classic. This will keep everything streamlined and save you the step of doing it yourself.

7. Send Gravity Forms leads to your Mailchimp lists    

Mailchimp is one of the leading email marketing tools out there today. It’s also one of the easiest to use with Zapier, thanks to tons of available integrations and pre-built workflows. In this one, you can set it up so that your Gravity Forms leads are turned into Mailchimp subscribers or added to specific subscriber lists when they send in their form. Whenever a new submission is received, the workflow will trigger Zapier to automatically send the email contact information from the form to Mailchimp, along with full contact info if you choose.

8. Send Gmail notifications when new Gravity Forms submissions are received     

Gmail is a business owner’s best friend. Being able to get email notifications can save a lot of time and hassle in the day, and this integration makes sure that you’re always informed when a new submission comes in from Gravity Forms. Simply set up the trigger so that when a form is submitted, Zapier “zaps” the notification over to you via Gmail, or to anyone that you choose. You can even send a notification to the entire team, to specific salespeople, and more. No more sitting around waiting for and checking on form responses, because this automation will keep you in the loop while you’re taking care of other business.

9. Save Gravity Forms as records in Airtable     

If you use Airtable for database and records storage, being able to automate the transfer of information can save you a lot of time and trouble.  With this automation, you will easily see all of your Gravity Forms responses turned into Airtable records as you designate them when you set the workflow in motion. You can even select certain form submissions or pages to come to certain records, and more. Just select the pre-built workflow, set the corresponding triggers and actions, and watch automation do all the work.

10. Create Trello cards from new Gravity Forms     

This automation is all about collaboration and keeping teams on the same page, which is exactly what Trello does. Trello is a project management platform that allows your team to keep projects moving and keep everyone in the loop. This workflow makes it easy for you to turn any Gravity Forms submission into a Trello card as soon as it comes in, saving you the trouble of watching for leads because they’ll just appear in Trello so that everyone knows it’s time to act. Then, you can sit back and know it’s handled.

Put more operations on autopilot with a partnership with Smith.ai 

We love the power of automation and are always looking for ways to make things better, including the solutions that we provide for all your mission-critical services. When you hire our virtual receptionists, you’ll have a team that can act as the face of your business to handle after-hours calls, lead intake, and many other needs. Plus, no matter what you need, we’ll help you create a custom solution that fits your business and focuses on covering the things you need help with the most.

At Smith.ai, we’re head over heels for Zapier, thanks to its ability to create smart workflows between all types of software programs that are in the average tech stack. And thanks to Zapier, our team can integrate with more than 3,000 apps and tools so that every call, text, and chat is logged in whatever software you’re using, from CRMs to marketing automation platforms, and more.

Explore all of our apps that can connect with Zapier, including Smith.ai’s Answering Service app on Zapier and our Website Chat app on Zapier.

When you’re ready, schedule a consultation to discuss all our 24/7 chat and phone answering solutions, including scheduling, new client intake, after-hours answering, and more. You'll also find us at hello@smith.ai or (650) 727-6484.

Business Education
Apps and Software
Written by Sean Lund-Brown

Sean Lund-Brown is a current Marketing Assistant for Smith.ai. A graduate from Metropolitan State University of Denver, Sean graduated with a BA in Music and an individualized degree in Teaching Vocal Pedagogy.

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Take the faster path to growth.
Get Smith.ai today.

Affordable plans for every budget.