Complete Guide to integrating Gravity Forms + WooCommerce with your CRM

WP Fusion lets you integrate Gravity Forms with WooCommerce and your CRM to engage customers on a deeper level.

Brands use Gravity Forms to collect customer information and feedback so they can continue meeting their audience’s needs, improve their products and increase sales. If you hope to automate as much of the outreach process as you can, however, gathering  that solely the information customers give you directly isn’t enough. For the most informative dataset, you’ll need to gather data from your customers’ WooCommerce shopping activity activity as well.

When you  integrate the Gravity Forms plugin and WooCommerce with your CRM, you’ll be able to track leads and customers, collect more information and engage on a deeper level.

WP Fusion makes this easy because its integrations and add-ons allow for two-way communication between Gravity Forms, WooCommerce, and other business tools you rely on, such as CRMs like ActiveCampaign.

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In this tutorial, we’ll show you how to get your WordPress website set up with WP Fusion, Gravity Forms, and WooCommerce. We’ll walk you through connecting Gravity Forms and WooCommerce to WP Fusion so they can easily communicate with and update your CRM. Then, we’ll show you how to use two advanced features in WP Fusion that allow you to send trackable links or forms to customers so you can respond to their website actions. Lastly, we’ll give you a sample workflow to show how Gravity Forms, WooCommerce and your CRM can work together using WP Fusion.

Installing WP Fusion on WordPress

WP Fusion is a WordPress plugin that integrates with your favorite business tools to streamline and automate your workflows. We have a complete Installation Guide for getting WP Fusion set up in WordPress, and our website has documentation on all the integrations and add-ons available. For this article though, here’s all you need to do:

1. Install and activate WP Fusion.

2. Activate or purchase a license key.

3. Go to the settings page.

4. Select your CRM.

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Buy WP Fusion today to take advantage of integrations with CRM, eCommerce and marketing tools.

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Setting Up Gravity Forms in WordPress

While you probably have your WooCommerce shop set up and running, you may not have created any Gravity Forms yet. First, we’ll walk you through the process of creating your first form. Then, we’ll show you how to connect it with WP Fusion so you can eventually take advantage of the Gravity Forms WooCommerce integration.

1. Install and activate the plugin, which will require you to add or purchase a license key.

2. Choose your settings. Here are a few suggestions:

  • Keep updates running in the background, which is safer than manually updating the plugin.
  • Set your currency – there are several to choose from.
  • Display the forms menu in the top WordPress toolbar for easy access.
  • Protect form entries from spam with Akismet integration.

The last thing you’ll set is your global settings, and then installation will be complete.

3. Click the “Create A Form” button.

4. Add a title and description. Click “Create Form.”

When you use Gravity Forms for the first time, you’ll get a walkthrough for creating your first form.

5. Select a field type. Standard fields include:

  • Checkboxes
  • Drop Down
  • Hidden
  • HTML
  • Multi-Select
  • Number
  • Page
  • Paragraph Text
  • Radio Buttons
  • Section
  • Single-Line Text

There are also advanced fields like Consent, Data, Name and Website; post fields like Body, Tags and Title; and conditional-pricing fields like Product, Shipping, Subtotal, and Total fields. You can also use powerful Gravity Forms add-ons to add yet more functionality and field options.

Click the fields to build your form, then click any field to move it to a new location.

6. Customize each field. The fields have additional settings that you can play with. For example, by expanding the name field, you can add a description; change the label; toggle first, middle and last names on and off; and edit the field’s appearance. If you’re using the WooCommerce Gravity Forms product add-on to create advanced product configuration forms, you can also add product fields directly into the frontend of your Gravity Forms – if you want to allow user-input prices, for example.

7. When you’re done building your form, click Update. You can always go back to make changes later. Here’s an example of a form you can make with Gravity Forms:

Connecting Gravity Forms with WP Fusion

Now that Gravity Forms is up-and-running, it’s time to make it work with WP Fusion so you can move on to setting up your Gravity Forms WooCommerce integration.

1. Once you create a form in Gravity Forms and it’s saved, you can access WP Fusion through the Form Settings menu.

2. When you’re getting started, you’ll see this screen next:

3. Click “Add New” at the top. In the Feed Settings page, you’ll match the form fields with your CRM fields.

4. Add any tags that you want auto-applied, and set your opt-in conditions. The opt-in conditions are optional, but by using conditional logic they can give you more control over who gets added to your CRM. If the conditions aren’t met, the form will be submitted, but the feed won’t run. Alternatively you can use conditional submit button logic to hide the submit button unless the user has filled out the fields you need.

5. When you’re done, click Update Settings on the bottom.

Connecting WooCommerce with WP Fusion

WP Fusion integrates with WooCommerce to add customer information to your CRM whenever a purchase is made through your WordPress website. When paired with WooCommerce, WP Fusion lets you do things like:

  • Tag customers based on the products they purchase
  • Restrict access to products and variations
  • Auto-apply coupons based on tags in your CRM
  • Track coupon usage

Chances are that you’ve had your WooCommerce shop set up for a while, but if not there’s an Installing and Uninstalling the WooCommerce plugin guide you can refer to. Here’s what to do after the plugin is installed and activated so that you can get closer to your Gravity Forms WooCommerce integration:

1. Go to Plugins > WP Fusion > Integrations. The WooCommerce Integration menu will be at the top.

2. Choose how you want WP Fusion to work with WooCommerce. Your options include:

  • Apply tags to all WooCommerce customers
  • Hide restricted products for certain users so they don’t see them on the shop page and can’t access the product page
  • Customize the error message a customer gets when they try to view a restricted WooCommerce product
  • Click the Asynchronous Checkout to speed up the process
  • Hide the coupon field when coupons are auto-applied so a second coupon can’t be added

3. In the next section, designate tags for different WooCommerce order statuses.

4. Go to Contact Fields in the WP Fusion settings and scroll down. You’ll see a section called WooCommerce. This is where you’ll match WooCommerce fields with the fields in your CRM.

Gravity Forms and WooCommerce: Setting Up WP Fusion’s Auto Login Link Feature

WP Fusion can add metadata and tags for a WooCommerce customer into a temporary WordPress account, which allows the customer to be tracked with a cookie. You can then see if they’ve filled out the Gravity Form, even if they don’t have a WordPress account.

If you have a Gravity Forms questionnaire hosted on your site as restricted content, the user can still access the form even without logging in, thanks to WP Fusion’s auto-login link. The customer will only be able to access the form – they won’t be able to see or change any account or purchase details.

1. In WP Fusion, go to general settings and then advanced settings.

2. Click the box next to Allow URL Login.

3. Add a CRM-specific contact ID into the Gravity Forms URL, which should be pointed at your site. You can see a list of contact IDs here.

Gravity Forms and WooCommerce: Setting Up WP Fusion’s Form Auto Login Feature

As an alternative to setting up auto login links, you can set up the Form Auto-Login feature. The auto-login session will begin once a form is submitted, instead of when the link is clicked. Here’s how to enable this:

1. In WP Fusion, go to general settings and then advanced settings.

2. Click the box next to Form Auto Login.

Whether you choose the Auto Login Link or the Form Auto Login feature, WP Fusion will attempt to end the auto-login session if a user logs in with their WordPress information or if they reach a login, register or checkout page.

Creating a Gravity Forms and WooCommerce Workflow Using WP Fusion

WP Fusion lets all of your tools communicate with each other both ways, so if customer or sales information updates in one place, it’ll update in your other connected tools, too. Here’s how you can use Gravity Forms, WooCommerce and your CRM together to stay in touch with customers and continue engaging them after they make a purchase. In this sample workflow, we’ll assume that your CRM is ActiveCampaign (other WordPress CRM integrations are available!).

1. Your customer makes a purchase through your WooCommerce store.

2. WooCommerce tags the customer, which syncs to ActiveCampaign and triggers an email.

3. ActiveCampaign sends the customer an email that has a tracking link to a Gravity Form.

4. The customer clicks the tracking link, allowing you to see their activity and automatically applying a tag to their profile.

5. The customer is prompted to leave a review of the WooCommerce product or experience. They see a form that looks like this:

6. When the customer completes the form, the contact record is updated in ActiveCampaign and a tag is applied.

7. The tag triggers another email to be sent to the customer, this time with some sort of “thank you” for filling out the form, like a coupon code or VIP discount.

Creating a New WordPress Account for a Customer

Let’s say that the form the customer fills out is an invitation to create an account, and once they fill out and submit the form, they’re ready to have you set up an account for them. With webhooks, you can automate this process. For example, ActiveCampaign webhooks sends data to WordPress using WP Fusion, letting you create new WordPress users and trigger emails to send.

When the customer submits the form, you can add a “New User” tag to ActiveCampaign. The webhook tells WordPress to create a user. You can set up the rest of the automation to send a welcome email and then follow-up with a coupon three days later. Here’s another example of what this type of automation looks like:

Final Thoughts About integrating Gravity Forms and WooCommerce with your CRM

While Gravity Forms and WooCommerce don’t speak directly to one another, WP Fusion can sync both their data and information to your CRM so that processes are automated and customers get the attention they deserve. Your CRM tool will catch all necessary information and communication with your shop to ensure customers receive the most personalized and effortless experience possible.

WP Fusion

Get Automated. Get WP Fusion.

Buy WP Fusion today to connect Gravity Forms with WooCommerce and start collecting invaluable customer information.

Buy WP Fusion

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