Gravity Flow WordPress Plugin

About this product

Gravity Flow is a workflow plugin for WordPress that turns Gravity Forms entries into step by step processes, such as approvals, reviews and hand-offs between people or teams. It is made by the developer of Gravity Forms, which took the plugin over from its original creator in September 2022. This page is for Gravity Flow 3.1.0. On GPLGuide you download the original plugin file to install on your own WordPress sites.

Good for: teams that collect requests with Gravity Forms and need them to pass several people in a fixed order. Think leave requests, purchase and expense approvals, content or design sign-off, HR onboarding, IT help requests and client approvals.

Requirements: Gravity Forms must be installed and active. Since version 3.0.0 the minimum is Gravity Forms 2.9.14, and the Background Notifications support added in 3.1.0 needs Gravity Forms 2.10.0 or newer. The developer says Gravity Flow follows the same WordPress and PHP requirements as Gravity Forms. Gravity Forms is a separate paid plugin and is not part of this file.

What Gravity Flow does

Gravity Forms collects the data. Gravity Flow decides what happens to each entry after it is submitted. You build the workflow per form, in the Workflow tab of that form's settings. A workflow is a list of steps: a manager approves, the submitter fixes a field, an email goes out or the data moves to another system. Each step has its own assignees, emails and rules for what comes next.

People with work waiting find it under the Workflow menu in the dashboard, which holds the Inbox, Submit, Status, Activity and Reporting pages. The same pages can go on the front end with blocks or the [gravityflow] shortcode, so staff, clients or contractors can take part without opening wp-admin.

Everything is recorded. Each entry keeps a timeline of who did what, the Activity page lists recent events with how long they took, and Reporting charts completed workflows and average duration, so you can see where requests get stuck. The developer also points out that your form data stays on your own server.

The steps you build a Gravity Flow workflow from

With only Gravity Forms and Gravity Flow active you get five step types: Approval, User Input, Notification, Update User and Outgoing Webhook. Version 3.1.0 adds a sixth, Choice Routing. Every step shares common settings: a Name, a Description for admins, a Highlight colour, a Condition that decides whether the step runs, a Schedule to delay it and a Next Step. Approval and User Input steps also have a Due Date and an Expiration.

Approval. Assignees approve or reject the entry. Under Assign To you pick users, roles or email fields, or use Conditional Routing to choose the approver from the entry's own data, for example by department. The Assignee Policy decides whether one assignee is enough or all must respond. You can add Revert to User Input Step as a third choice, require a Workflow Note, and set Assignee, Approval and Rejection emails. The Assignee Email can send reminders.

One-click approval. Put the {workflow_approve_link} and {workflow_reject_link} merge tags in an email and the approver can decide without logging in. The developer's docs say these links expire after 48 hours by default.

User Input. Assignees edit only the fields you choose, while Display Fields keeps others read only or hidden. Highlight Editable Fields marks the editable ones with a green triangle or background, and Save Progress lets people finish later.

Notification, Update User and Outgoing Webhook. Notification emails users, roles or email fields at that point. Update User changes a WordPress profile, including roles and user meta, and needs the edit_users capability to set up. Outgoing Webhook sends entry data to another system with GET, POST, PUT, PATCH or DELETE, using Basic or Connected App authentication. It can map the response back into fields and branch on Success, Client Error, Server Error or Other Error.

Feeds from other Gravity Forms add-ons, such as Slack, User Registration, Advanced Post Creation or Zapier, can also run as steps, so an account or post is only created after someone approves it.

Inbox, Status and reports in Gravity Flow

The Inbox refreshes on its own, shows new tasks at the top and puts the number of waiting tasks in the browser tab title. Assignees can switch on browser notifications, search the list, filter any column, sort by several columns with Shift and click, drag columns into their own order and open a full-screen view. Quick actions approve or reject several entries from the list at once.

The Status page is the overview. By default users see only their own, administrators see everything, and the list filters by status, ID, form or date. Bulk Actions include Print, Restart Workflow and, new in 3.1.0, Send to Step. An export button creates a CSV file from the current filter.

Reporting charts completed workflows and average duration by month, assignee or step, with filters for timeframe, form, step and assignee.

Front-end pages, workflow fields and settings

Four blocks put the workflow on normal pages: Inbox, Status, Submit and Reports. The [gravityflow] shortcode does the same with page="inbox", "status", "submit" or "reports", plus attributes such as form, timeline and due_date. Use one Gravity Flow block or shortcode per page. Showing field values, all entries or reports to visitors needs the Shortcode Security options, which the developer advises only when every page editor is trusted.

Gravity Flow also adds fields to the Gravity Forms editor: Assignee, Multi-User, User, Role and Discussion, plus a Signature field that works with the Gravity Forms Signature Add-On. The Assignee field lets the person filling in the form choose who approves it.

Under Workflow, Settings you set the From Name and From Email for workflow emails, the Default Pages and the Published Workflow Forms shown on the Submit page.

Gravity Flow workflow ideas you can copy

These setups use only steps and settings from the developer's docs, so you can rebuild them with the core plugin.

• Vacation request: the developer's own example. A Manager Approval step, a User Input step where the submitter changes the dates after a rejection, then a User Input step for HR Processing.
• One form for every department: a Request Type dropdown and a Choice Routing step. IT requests go to IT Approval, budget requests to Finance Approval, hiring to HR Approval, and a Default Step Route catches the rest.
• Expense approval: two Approval steps with a Condition on the amount. Any one manager approves small claims, while large claims need all approvers. Add a Due Date and reminders.
• Member sign-up: an Approval step followed by Update User, which adds the approved person to a new role.
• Approved leads to your CRM: an Outgoing Webhook after approval, with the error paths going to a Notification step that warns an admin.

Start small and add steps once the first ones work.

What's new in Gravity Flow 3.1.0

Version 3.1.0 came out on July 1, 2026. The main addition is the Choice Routing step. Pick a radio or dropdown field, map each choice to a step in the Routes table and set a Default Step Route for anything else. The step needs no human action and notes the route it took in the entry timeline. The release also adds Send to Step to the Status page Bulk Actions when the list is filtered to one form, and support for Background Notifications from Gravity Forms 2.10.0.

The workflow blocks now use version 3 of the WordPress Block API, and the GravityView integration shows approval fields in its field picker. Fixes include approval steps that failed with AJAX submission on, trashed entries reachable through direct links and a fatal error with date conditions.

Before that, 3.0.2 (February 10, 2026) fixed conditional routing and Connected Apps issues, 3.0.1 (December 17, 2025) fixed step saving and assignee search, and 3.0.0 (November 5, 2025) added bulk actions for steps and AJAX assignee search. The developer has since released 3.1.1 (August 25, 2026) and 3.1.2 (October 7, 2026) with bug fixes that are not part of 3.1.0.

Good to know before you buy

Gravity Flow does nothing on its own. You need Gravity Forms, a paid plugin from the same company that is not included here. Add-on steps such as Slack or User Registration need those add-ons too. The Gravity Flow extensions, such as Form Connector, Flowchart, PDF Generator, WooCommerce, Stripe, Checklists and Folders, are separate plugins and are not part of this file.

Some limits from the docs and changelog. Choice Routing only reads radio and dropdown fields, and two steps that send entries to each other create a loop. Inbox quick actions skip the required field check on Approval steps. Version 3.1.1 fixed notification emails going to all users when a Role field was empty, and 3.1.2 fixed logged-out users being unable to delete uploads on User Input steps, so test those cases on 3.1.0.

The developer's docs describe no cloud service for the core plugin, so workflows run on your own site. Data only leaves it when you set up an Outgoing Webhook or an add-on step that talks to an outside service.

Gravity Flow from GPLGuide vs the official subscription

From GPLGuide you get the original Gravity Flow 3.1.0 plugin file, released under the GPL, to use on your own sites. Every step type, the Inbox, Status, Reporting, the blocks and the shortcode work the same way. The file from GPLGuide comes with the license key already activated, so there is no key to enter.

The official Core License costs $99 a year for one site, the Pro License $299 a year for three sites with four extensions, and the top plan $447 a year for 50 sites with all extensions. A license from the developer also includes a Gravity Forms Starter License for the first year, their support and a 30 day refund guarantee, which we cannot pass on. If you need vendor support, buy there. If you need the plugin itself, we offer the same file alone or with a membership.

How to install Gravity Flow

1. Sign in to GPLGuide, open My Account, Downloads and save the Gravity Flow ZIP.
2. In WordPress go to Plugins, Add New Plugin, Upload Plugin and choose the ZIP.
3. Click Install Now, then Activate Plugin. Gravity Forms must already be active.
4. Open a form, go to its Settings, Workflow, click Add New and create your first step.

For a good first Gravity Flow setup, create pages with the Inbox, Status and Submit blocks and set them as Default Pages. Then add an Approval step with yourself as assignee and {workflow_approve_link} in the Assignee Email. Submit the form with Gravity Forms Preview, approve it from the email and check the timeline. Then add a User Input step for rejected entries.

Keeping it up to date

Updates from GPLGuide are manual. When a new version of Gravity Flow is listed here, download it from your account and upload it under Plugins, Add New Plugin, Upload Plugin. WordPress offers to replace the installed copy, and your workflows stay in place because they are saved in your database. If you see a newer version that we haven't added, let us know on the Request Item/Update page.

Questions about Gravity Flow

Does Gravity Flow need Gravity Forms? Yes, version 2.9.14 or newer. Gravity Forms is a separate paid plugin.

Can people approve from an email? Yes. Add {workflow_approve_link} and {workflow_reject_link} to the Assignee Email. The links expire after 48 hours by default.

Can outside users take part without wp-admin? Yes. Put the Inbox, Status or Submit block, or the [gravityflow] shortcode, on a front-end page.

Can the approver change depending on the answers? Yes. Use Conditional Routing in Assign To, or a Choice Routing step to send the entry down a different path.

Can I move many entries to another step at once? Yes. Filter the Status page to one form and use Send to Step in Bulk Actions.

Are the Gravity Flow extensions included? No. Form Connector, Flowchart, PDF Generator and the other extensions are separate plugins.

What if an approver never responds? Use reminders on the Assignee Email, a Due Date to flag late tasks and an Expiration so the step moves on.

Looking for more tools? Browse more WordPress plugins on GPLGuide, or see what a GPLGuide membership includes if you need several premium plugins alongside Gravity Flow.