Gravity Flow Plugin Review – Workflow Automation for WordPress

Still sending emails for approvals? Chasing teammates for form responses? Using spreadsheets to track client requests? If your business runs on manual processes, you’re wasting hours every week—and increasing the chance of human error. Whether you’re managing leave requests, purchase orders, content approvals, or client onboarding forms, it’s time to ditch the chaos and adopt a workflow automation system that works inside WordPress. Enter: Gravity Flow Plugin.

Gravity Flow is a premium WordPress plugin that transforms your existing Gravity Forms into fully automated approval workflows, business processes, and collaborative pipelines—all without writing a single line of code.

Let’s explore how this tool helps teams, agencies, HR departments, universities, and service-based businesses streamline their operations with drag-and-drop workflows right inside WordPress.

What Is Gravity Flow?

Gravity Flow is an add-on plugin that extends Gravity Forms—one of the most powerful form builders for WordPress—into a full business process automation platform.

It allows you to:

• Automate multi-step approvals

• Assign form entries to team members

• Track progress of submissions in real-time

• Send conditional notifications and reminders

• Create custom workflows with visual drag-and-drop

• Route entries based on user role, field value, or logic

• Integrate with payment, notification, and CRM systems

Built by Rocketgenius, the team behind Gravity Forms, Gravity Flow is trusted by organizations in healthcare, education, HR, law, logistics, and more.

Who Should Use Gravity Flow?

Gravity Flow is ideal for:

• Agencies managing client briefs, quote approvals, and content revisions

• HR teams managing leave requests, employee onboarding, and evaluations

• Universities processing student applications, transcripts, and scholarships

• Legal firms handling document approvals and client intake

• Government bodies processing public service applications

• SaaS or service-based businesses that need approval loops before delivery

If you’re using Gravity Forms and want to automate tasks, assign responsibilities, and reduce back-and-forth emails, Gravity Flow is made for you.

Key Features at a Glance

Visual workflow editor
Multi-step approvals and assignments
Conditional logic for routing
Entry status tracking
Email and Slack notifications
Support for scheduling, delays, and deadlines
Role-based access control
Entry re-routing and revisions
Front-end inbox for users
REST API and webhook support
Dozens of extensions and integrations (PDF, Stripe, HubSpot, etc.)

1. Visual Workflow Builder for Non-Tech Users

The heart of Gravity Flow is its workflow editor, which lives inside each Gravity Form.

Here, you can:

• Add steps like “Approval,” “User Input,” “Notification,” “Conditional Routing,” and more

• Rearrange steps visually using drag-and-drop

• Set conditions to trigger each step (based on field values or user roles)

• Design multi-path logic trees without any code

This interface makes it incredibly simple to build complex business workflows, even if you’re not a developer.

2. Approval Workflows (Single or Multi-Step)

Approvals are a core use case.

With Gravity Flow, you can create workflows like:

• Expense reimbursements → submitted by employee → reviewed by manager → approved by finance

• Content submission → reviewed by editor → returned for revisions → published

• Job applications → filtered by HR → reviewed by department head → hired or declined

You can:

• Assign approvals to specific users or roles

• Allow users to approve, reject, or add notes

• Track who did what and when

• Loop steps back for revisions

No more scattered email chains. Everything is tracked, documented, and timestamped.

3. User Input and Feedback Loops

Sometimes a user needs to come back and edit part of a form based on feedback.

Gravity Flow supports this through:

• User Input Steps: Allow the original submitter or another user to edit specific fields

• Entry Re-routing: Loop back to a previous step for changes or corrections

• Conditional Editing: Only allow edits to certain fields, protecting locked data

This is perfect for:

• Revising content

• Correcting data before final approval

• Confirming billing details

• Changing event attendance or order quantities

Everything is version-controlled, so you keep track of updates with an audit trail.

4. Conditional Logic for Dynamic Routing

Gravity Flow supports the full power of Gravity Forms conditional logic, but takes it further.

You can:

• Route submissions to different users based on form answers

• Skip steps if certain conditions are met

• Create multi-branch logic paths (e.g., manager approval → finance → CEO)

• Trigger different notifications depending on selected options

For example, if a request is under $500, it might be auto-approved. If it’s over $5,000, it routes to the CFO.

This means your workflow adapts intelligently—no need to manage everything manually.

5. Front-End User Inbox

Every user involved in a workflow gets their own Gravity Flow Inbox on the front end.

They can:

• View assigned tasks

• Approve or reject entries

• Add comments or notes

• Reassign entries (with permission)

• Track progress

This is incredibly useful for teams or departments that don’t use the WordPress admin panel often. It gives a simple, streamlined interface for processing workflow tasks.

6. Real-Time Notifications and Alerts

Gravity Flow keeps everyone in the loop with:

• Email notifications

• Slack alerts

• On-screen messages

• Merge tags for dynamic content (name, due date, form fields)

• Reminders if tasks are overdue

You can customize every message to fit your tone and include smart content from the form entry itself.

Admins and managers can also receive daily summaries or workflow reports.

7. Due Dates, Scheduling, and Deadlines

Want to build a deadline into your workflow?

Gravity Flow allows you to:

• Set due dates for steps

• Add delays (e.g., wait 2 days before sending a reminder)

• Schedule follow-ups

• Auto-escalate approvals if time expires

• Automatically expire or cancel submissions after a time limit

This ensures that no step gets forgotten, and you can enforce SLAs or response time policies with ease.

8. Role-Based Access and Security

Each workflow step can be assigned to:

• A specific user

• A WordPress user role (e.g., editor, manager)

• The original submitter

• A dynamic field (e.g., choose approver in the form)

This gives you granular control over who can see, edit, or act on each entry. You can also:

• Lock entries from further edits

• Prevent unauthorized access

• Display custom messages to users based on their role

Perfect for sensitive data, HR records, or multi-department use.

9. PDF Generation, Stripe, Zapier & More

Gravity Flow also integrates with a wide array of extensions:

• Gravity PDF – Automatically generate PDF versions of submissions

• Stripe Add-On – Trigger payments in the workflow

• HubSpot / Salesforce – Send approved leads to your CRM

• WooCommerce – Use workflows after purchases

• Twilio – Send SMS alerts

• Zapier – Connect to 5,000+ apps

• WooCommerce Subscriptions – Manage workflows for subscribers

It’s a truly modular, extensible system that can fit into any business tech stack.

Real-World Use Case: HR Leave Request System

Let’s say your HR team wants to manage leave requests.

With Gravity Flow, you can:

1. Create a leave request form with name, dates, and leave type

2. Route submission to employee’s manager

3. Manager approves or rejects

4. If approved, notify HR

5. Log the entry in a Google Sheet (via Zapier)

6. Notify employee of outcome

7. Archive request after 30 days

This entire process runs without a single email—fully logged, automated, and repeatable.

Pros and Cons

Pros:

• Intuitive visual workflow builder

• Seamless Gravity Forms integration

• Powerful conditional logic and dynamic routing

• Secure approvals and user input

• Front-end user inbox and audit trail

• Email, Slack, and SMS notifications

• Dozens of add-ons and REST API

• Developer-friendly for complex use

• Supports enterprise-grade use cases

Cons:

• Requires Gravity Forms (not standalone)

• Premium plugin (not available on WordPress.org)

• Learning curve for complex logic

• Might be overkill for very simple approval flows

Pricing & Licensing

Gravity Flow is a premium plugin with three pricing tiers:

All licenses include:

• Visual workflow builder

• Updates and support

• Access to add-ons (depending on plan)

• 30-day money-back guarantee

Requires a valid Gravity Forms license to function.

Final Verdict: Is Gravity Flow Worth It?

Absolutely—especially if your business depends on forms and approvals.

Gravity Flow is a workflow automation powerhouse. It eliminates messy processes, reduces time spent on repetitive tasks, and gives your team a structured, reliable way to handle submissions.

If you’re already using Gravity Forms, adding Gravity Flow turns it into a full-featured business process tool—something that would otherwise require expensive SaaS platforms.

It’s one of the most powerful automation tools available in the WordPress ecosystem, and it’s flexible enough to adapt to just about any industry or use case.

Click here to get Gravity Flow Plugin Now!