Contact Syncing with Gravity Forms

Gravity Forms is a powerful tool for capturing leads, but to ensure those leads sync correctly with your CRM, certain configurations must be set up properly. This article walks you through the essential steps to ensure contact form submissions are parsed and recorded accurately.

1. Ensure Proper Form Field Mapping

When using Gravity Forms with CRM integration (like WordPress Hosting CRM), form fields must be set to dynamically pass data. This includes:

• Mapping fields like Name, Email, Phone, etc., using the correct merge tags.

• Using dynamic shortcodes in your form-to-CRM configuration to ensure that field data is parsed and passed along correctly.

If fields are not mapped correctly, contact entries may not appear in the CRM.

2. Configure Email Notifications Correctly

To prevent emails from being flagged as spam or failing delivery, you must configure both the "From Email" and the "Reply-To Email" correctly.

From Email

Set the From Email address to one that matches your website’s domain.

Example:
If your website is example.com, use:

admin@example.com

Avoid:
Using emails like yourname@gmail.com or contact@yahoo.com, as these can fail DMARC/DNS checks and get flagged or blocked.

Reply-To Email

To ensure the user’s email is captured and used for CRM contact creation:

• Go to: Form > Settings > Notifications

• In the Reply-To field, click on the merge tag selector {..}

• Choose the form field that collects the user’s Email

This ensures that the CRM picks up the correct contact email from the form submission.

3. Troubleshooting Form Sync Issues

If contact sync isn’t working, verify the following:

• The form fields haven’t changed recently (which could break existing mappings).

• The correct merge tags are still in place.

• The email notification settings match what’s outlined above.

Note: This issue has been confirmed on AGID instances AG-NFJKB35TT3 and AG-FSJ3Z47NXP due to recent field changes.

4. Updating Other Sites

If similar syncing issues are occurring on other AGIDs or partner sites:

• Check the email notification settings.

• Confirm field mapping and dynamic tag usage.

• Coordinate with the partner to apply the necessary fixes.

Summary Checklist