Gravity Forms
+ Allotment & Garden Plot Manager

Allotments and community gardens usually run on a spreadsheet for the register, a list on paper for the waiting list and a pile of letters every autumn: nobody can see how the list is ordered, vacant plots sit empty while letters go back and forth, renewals drift and neglected plots are noticed too late. The Gravity Forms Allotment & Garden Plot Manager add-on moves the whole job onto your own website. You keep a register of sites and plots with size, half or full plot, water, shed, raised beds and status, shown on a site map in status colours with an accessible plot list.

People apply through an ordinary Gravity Forms form and join a waiting list ranked by local residents first, by postcode district, and then by the date they applied. Each applicant gets a private signed link to their own place on the list and nobody else's. When a plot is free, Offer next e-mails the next eligible person a signed offer with a deadline; a decline or a missed deadline moves the plot to the next person by itself, and a plot always gets exactly one tenant, even when Accept is pressed twice at once.

Every year tenants receive a renewal invitation with the rent worked out from the plot size, shown or paid online through a Gravity Forms product and your payment add-on, and tenancies nobody renews lapse and free the plot. Inspectors score plots from 1 to 5 with notes and a photo, and two low scores in a row send the tenant a warning letter as a PDF. A public site map shows status only, never names, and CSV exports cover plots, tenants and the waiting list. Everything stays on your own server with no outside connection. For allotment societies, councils and community gardens. For Gravity Forms 2.9 and newer.

When the application form is sent, the add-on saves the applicant in its own table with the postcode checked against your local postcode districts, the sites and size they want and the application time, and e-mails them a private link signed with a key from your site. The waiting list is ordered local first, then by application time. Offer next takes a short lock in the database, picks the highest-placed applicant who wants that site and size and has not already turned this plot down, and moves the plot and the applicant to offered with conditional updates. Accepting is two guarded steps: the offer changes from open to accepted only once and only inside its deadline, then the plot changes from offered-with-this-offer to let only once, so a plot always gets one tenant. An hourly job closes offers whose deadline has passed and offers the plot to the next person, sends renewal invitations on your renewal day and lapses tenancies that were not renewed in time, freeing their plots. The rent comes from your size bands and, with a renewal form, is added to the Gravity Forms order on the server so your payment add-on charges it; the tenancy renews when the payment is reported. Inspections are saved with the tenancy, and a second low score in a row sends a PDF letter drawn on your server with a bundled PDF library. Everything happens on your own server — the add-on makes no outside HTTP request beyond the licence and update checks.