Gravity Forms
+ Requests & Reminders

Accountants waiting for year-end documents, HR teams collecting new starter forms, schools gathering consent forms and clubs renewing member details all ask the same question: who has not filled in the form yet? The Gravity Forms Requests & Reminders add-on answers it. Create a request, choose a form, add the people (one by one or from a CSV file) and click Send invitations. Everyone gets their own link that opens the form with their details already filled in.

The request page shows every person and where they are: waiting to send, invited, opened, submitted, not delivered or stopped reminders, with dates and a progress bar. Reminders go out on your schedule, only to the people who have not submitted, and stop at the due date. Remind everybody now, copy a link, issue a new link or cancel a person with one click, and export the status to CSV.

For a document checklist, use a form with File Upload fields: the request tracks who has sent their documents. Every entry is tagged with the request and the person, so you get Entries list columns, filters, conditional logic, merge tags such as {request:reference} and {request:pending}, and a notification event when the last person submits. E-mails are sent through WordPress, so your own e-mail delivery plugin is used.

Each person in a request has a random number stored with them. Their link carries their id and a signature made from that number with a key of your site, so it cannot be guessed or changed; a new link replaces the number and the old link stops working. When the link is opened, the add-on checks the signature, marks the person as opened and fills in the mapped fields of the form, read-only if you choose. The link travels with the form as a hidden value, and when the entry is saved the add-on checks it again, puts the locked values back, tags the entry with the request and the person, marks them submitted and adds a note. A WordPress scheduled job runs every 15 minutes: it sends invitations to new people of sending requests and reminders to people who were invited and have not submitted, following each request’s schedule and due date, in batches. Everything is stored in two tables in your WordPress database and sent with wp_mail; the add-on contacts no outside service.