How to Automatically Send Gravity Forms Leads to Google Sheets

Gravity Forms is one of the most commonly used form plugins for Wordpress sites, but often getting the leads into Google Sheets isn't straightforward. Below we outline one way that you can automatically import leads directly into Google Sheets for further processing. The solution we layout utilizes a free 'Make.com' account to make it possible. Let's dive in!

Step 1: Set Up Your Google Sheet

Before we dive into the Gravity Forms integration, you need a Google Sheet where your form entries will be saved. Here's how to set it up:

1. Create a New Google Sheet: Go to Google Drive and create a new sheet. You can name it something like "Leads from Gravity Forms."
2. Label Columns: Set up columns for each field that will be submitted through the Gravity Form and then one field to receive all the fields. We will call this column 'AllFields'. Your columns might include:
   • Date
   • Name
   • Email
   • Phone Number
   • Message
   • Other
   • AllFields

Step 2: Create a Make.com Scenario

1. Login to Make.com: Login or create a free account if you don’t already have one.
2. Create New Scenario: In the top right click Create New Scenario.
3. Add Mailhook: Search for 'mailhook' and select 'Custom mailhook'
4. Create New Mailhook: Select 'Create a webhook'. Name the webhook something like 'Gravity Form to Google Sheet' and hit 'Save'
5. Copy Address and Save: Copy the email address that it produces and save it to be used in a future step. Hit 'Ok'. Hit the Save Icon on the bottom of the screen, and toggle ON the 'Immediately as data arries' option. This should activate the scenario.
6. Add a Google Sheets Module: Click the Plus button to add a module and select Google Sheets from the Module Options.(If you have never verified Google Sheets, go through the verification process).  
7. Configure the Module: Choose 'Add a Row' and select  
8. Choose the Spreadsheet Created In Step 1: Select the File and the Sheet that you created the column headers on.   
9. Match the Data to the Columns: Add 'Date' to the Date Column and add 'Text' to the 'AllFields' Column   
10. Save Scenario: Hit 'Ok' and Save the Scenario.

Step 3: Setup the Notification in Wordpress

1. In your WordPress dashboard, navigate to Forms and select the gravity form you want to connect.

2. Navigate to Settings > Notifications 
3. Click 'Add New' to create a new notification. 
4. Fill in the 'Send to Email' with the make webhook email address, the From Email with your email address, the 'Subject' with the name of the Form, and under 'Message' add '{all_fields}   *end*' 

5. Save the Notification.

6. Test the form. If the Make Scenario is active, the 'Date' and 'All Fields' column should be filled out in row 2 of your google sheet

Step 3: Parse the Data

1. Fill Out Field Columns: In the second row of your sheet, you will add an array formula to each column you want to be populated with a field. An array formula allows more rows to be added to the spreadsheet and the formula to contine to work on the new rows. Adjust the Column in the formula to reference the 'AllFields' Column by replacing 'G' in G2:G with the correct column. Adjust the field, by replacing 'email' with the column name that you want to pull into the column.     =ARRAYFORMULA(IFERROR(SUBSTITUTE(REGEXEXTRACT(G2:G, "\*email\*\s*(.*?)\s*\*"), "%20", " "), ""))
2. Fill Out the remaining columns and Test!

From here, you can then use your form data inside for a variety of things, whether for processing, a simple CRM, reporting in a tool like Looker Studio and so much more!

Need help setting up your Gravity Forms integration or optimizing your lead management process? Contact us at Markoto and let's see if there is a fit to work together!