The simplest way to manage mass emails is to run them all from one dedicated internal form. We call this the Master Control Notification Form. It keeps everything consistent and makes it easy for your team to manage campaigns.
How It Works #
- Create a Control Form: Set up a Gravity Form used only by admins or staff. This form is not public-facing.
- Add Message Fields: Include fields for Subject and Message. These values can be used directly in your notification template.
- Connect a Feed: Create a Mass Email feed that runs on the control form. The feed’s conditional logic determines when it should run. For example, add a radio or dropdown field with choices for your different target audiences. Then configure conditional logic so that only the feed matching the selected audience runs and creates the batch.
- Use Conditional Logic: Within the feed, apply rules that decide who should receive the email. For example:
- “Send only to donations received this month.”
- Leverage Notifications: You can select an existing Gravity Forms notification as the template, or build your own from scratch. Merge tags let you pull values from the control form (Subject, Message) or from the target form’s entries.
When you submit the control form, the plugin creates a batch, applies your conditional logic, and prepares the emails for sending.
Why Use This Pattern? #
- Consistency: Every campaign starts from the same place, with the same workflow.
- Safety: Keeps live forms clean — you won’t accidentally blast emails by reusing public submissions.
- Flexibility: Conditional logic lets you route messages to different target audiences without building multiple control forms.
- Simplicity: Staff only need to learn how to use one form to run every campaign.
