Mass Email Notifications for Gravity Forms

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Learn More About This Plugin:

• Getting Started
• Features
• Benefits
• Use Cases
• Changelog

Getting Started

Mass Email Notifications for Gravity Forms is a powerful plugin designed to extend the capabilities of your Gravity Forms by allowing you to send mass email notifications to users who have previously filled out any other form on your site.

Whether you’re running a campaign, sending updates, or simply notifying a specific group of respondents, this plugin makes it easy to reach your audience with just one form submission.

By leveraging Gravity Forms’ built-in email fields and intuitive interface, you can send personalized notifications to multiple recipients with ease.

For advanced users, the premium version offers robust filtering options, allowing you to target specific entries based on conditional logic.

Configuration

Before you can set up a feed you must configure your email sending limits in the Settings tab based on your hosting provider’s restrictions. You can enter the maximum number of emails you want to send per minute, per hour, per day and/or per month. It is recommended to set the limit to a value that is lower than your plans limit to allow for other emails to be sent from this site. Please enter all the relevant limits for your hosting provider and plan. The daily limit can be set to either the number of emails sent in the last 24 hours or to reset at midnight. The default is midnight. The monthly limit by default will reset at midnight on the first of the month. However, you can enter a custom day of the month if you need to (just provide the number, e.g. if your plan resets on the 15th of the month enter 15). If you are unsure of your limit please contact your hosting provider. Note that your email provider may not be the same as your hosting provider. Also take into account that your limit includes all sites on your email provider’s account. So if you are installing this plugin on multiple sites, you should split the limits between them.

After that you can create a new feed or manage existing ones under Forms > Forms > Settings (under the desired form) > Mass Notifications.

Set up a new feed you need to configure the following:

Enter a unique name for the feed that will let you easily identify it.

You can configure a label for the feed. Merge tags can be used to make the label unique for each batch. The label will be displayed on the batches table to help identify each batch. The default is the feed name with the entry ID.

Configure whether to filter out duplicate email addresses. When filtering is active the first entry found (the most recent) will be used to create the email. The default it to filter.

Configure where you want to receive an email notification each time the plugin processes a batch. (The batch might not be completed. The email will be sent when the plugin is done processing at the moment; either because the batch is completed or because an hourly limit is reached.) The default if you don’t provide an address is to use the site’s admin email address. You can also opt out of this email notification entirely if you would like. Default is to send the notification. Note: This email address will also be used upon encountering certain errors to notify you of the problem.

After that you should select a target form. This is the form the plugin will collect the email addresses from. There will be a brief page load upon selecting while the plugin retrieves the relevant data. This field is no longer required, although it is reccomended in most cases. Not selecting it is useful in a case where premium users just want to upload target emails from a csv collecting from entries also.

You will then be presented with a dropdown menu of all the email fields from the target form. Select the field you want to use for sending. When the feed runs any entry that has a value in the selected field will be added to the batch.

Then you could select a notification from the current form as your template. You will be presented with the From Name, From Email, Reply To, Subject, and Message of the selected notification. You can edit them if you would like (just make sure to save the changes here on the feed). Please note that if you edit the template, then select a new notification without saving the changes, the changes will be lost. After saving the changes, they will be available under that notification. (If you save the changes and then select a new notification, and then go back to the first notification, the changes will NOT be shown. You must refresh the page in that case to view what you currently have saved.)

You can use merge tags from the target form to build the email subject and message. Scroll to the “Mass Email Form Fields” section in the merge tag dropdown to see the available fields.

Premium users can set fallback values for merge tags in the Message field. As you add merge tags to the editor a little gear icon will appear next to the merge tag dropdown. Clicking on it will add a modal in which you can input a fallback value. For regular merge tags you can only save a fallback which will be used if the merge tag is empty after processing. For merge tags from the target form you can also pick a column from the CSV file to use as the fallback. In that case, if you use a CSV to add emails to the batch, for each email from the CSV the corresponding value will be used as the value for the merge tag. If the merge tag is empty after pulling the value from the CSV, the fallback value will be used if configured.

You can optionally set up conditional logic to filter which entries receive the notifications. Regular conditional logic based off the feed form is available on all plans. Special conditional logic based off the target form is available only on the premium plan. With the premium conditional logic you can filter out entries based on the value of a field in the target form. Any entry that does not meet the specified criteria will not be added to the batch.

Lastly, with the premium plan you can choose to use csv files uploaded to the form to add entries to the batch. Any emails under an “email” column will be added to the batch. This is useful if you want to send emails to a list of people who may not be in your entry data. Please note that at this time if you upload a csv file, merge tags from the target form will not be processed properly as there is no entry data available to process the merge tags. In the future, we plan on adding an option to enter a default/fallback value for the merge tag if the entry data is not available.

As forms are submitted batches will be created and cron jobs scheduled to process them. All batches can be viewed in the Settings page. The cron job will be scheduled for 5 minutes after creating the batch if there is no existing scheduled cron job. This is to provide you with time to review the batch if needed.

As long as there are unprocessed batches there will be an hourly cron job scheduled to process them. If you configured a per minute limit and that is reached while processing a batch, the cron job will stop in the middle and restart 10 minutes later. This is to prevent emails from being marked as spam.

If you reach your hourly limit the cron job will stop there and leave the rest of the batch for the next run.

If you reach your daily limit all cron jobs prior to when it resets will be canceled.

If you reach your monthly limit all cron jobs prior to it’s reset will be canceled.

There will be a display for each of your configured limits showing you how many emails out of your set amount you have sent.

Upon sending an email the entry used to create the email should have an entry note from GF that the email was sent. When the batch is completed the entry used to create the batch will have a note.

You will also be able to see when the next cron job is scheduled for (if there is one) and toggle it. If you press the button while there are no cron jobs it will be scheduled for 5 minutes after the current time. Otherwise, it will cancel current jobs.

There will also be 4 tables to view all your batches. There will be a table for In Progress, Completed, Failed, and Canceled batches. You can expand or collapse each table by clicking on the table header.

The table will show basic information about the batch and allow you to perform any of the relevant actions on the batch: send/resend, cancel, or complete. If you mark a batch as complete, it will not be processed by the cron job. However, you can always click the resend button later.

Clicking the (re)send button will process the batch outside of the cron job and will be done immediately. However, your rate limits will still be applied.

You can also click on a batch to see more details about it.

Once an entry is deleted (not just trashed, but deleted permanently) any batches associated with that entry will be deleted.

In the future we plan on adding a premium feature that will allow you to edit individual entries in the batch as well as perform the same actions you can on a batch level (send/resend, cancel, or complete).

Once a week the plugin will check for any old batches and will delete them. You can configure on the Settings page what is called “old”. The default is 1 month.

Important Notes

Additional functionalities will be added in future versions.

This plugin works best when your website is configured to send emails via SMTP.

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