Gravity Forms
+ Email Users Premium

A Gravity Forms notification sends to fixed addresses you type into the feed. The Gravity Forms Email Users Premium Add-on sends to your WordPress users instead — the people the entry is actually about, and the teams who should act on it. Add an Email Users feed to any form and, when it is submitted, the add-on works out who to email from the WordPress user base and sends each of them a message built from the entry.

Recipients come from two kinds of source, which you can combine per feed. The user linked to the entry: the logged-in submitter (the entry author), a form field that identifies a user by ID, username or email, or a form email field matched to a WordPress user by email address. And whole roles: every administrator, editor, author, subscriber or custom role you select. The add-on de-duplicates across sources, so a user who matches twice is emailed once.

You stay in control before anything goes out. A preview resolves the role recipients and shows the exact list and count on the feed screen. The subject and body use Gravity Forms merge tags for the entry plus standard WordPress user tags like the recipient's display name, with optional per-role templates. Large role-sends are throttled into batches so your mail server is not blasted at once. Any user who set the opt-out flag is skipped, and every send writes a log to the entry — who was emailed, when, and how many — so a resubmission or a manual resend never double-emails. The add-on makes no outside connections: the only host it ever contacts is gravityextra.com, for the licence and updates.

When a form is submitted and the feed's conditional logic is met, the add-on resolves the recipients. For the entry-linked sources it reads the user the entry is about: the entry's created_by for the submitter, a mapped field value (an ID, username or email) for the user field, and a mapped email field matched to a WordPress user for the email match. For roles it loads every user in the selected roles. It loads each candidate's WordPress user record once, reads the filterable opt-out meta flag, de-duplicates the list, and drops anyone who opted out or has no email — the pure resolver that does this is unit-tested in isolation. It then splits the recipients into throttled batches (the first sends immediately; the rest are scheduled at the configured delay), composes each message by running the subject and body through Gravity Forms merge tags for the entry and then the per-user WordPress tags, and sends with wp_mail. A done marker tied to the entry and feed is written before sending, with a short lock, so a resubmission or resend of the same entry never emails twice. Each send records a note on the entry and a stored log row. The whole process runs locally; no request leaves your site.