A No-Nonsense Review of Gravity Forms: Features, Pricing, Alternatives, and More!

Gravity Forms is an advanced WordPress plugin for building custom forms and workflows. It’s a popular tool to digitize data collection – from simple contact forms to complex project checklists – directly on your website. 

In this Gravity Forms review, we’ll dive into its key features, pricing, real user feedback, and top Gravity Forms alternatives to help you decide if it’s a good fit for your construction business.

What Is Gravity Forms?

Gravity Forms is a WordPress plugin that lets you build customizable forms directly on your website. It offers a user-friendly drag-and-drop interface for capturing diverse information, from simple contact details to complex safety checklists and job site reports. 

Its key features include conditional logic, file uploads, multi-page forms, calculations, and seamless integration with services like Google Sheets or email marketing platforms.

Construction companies may use Gravity Forms to digitize daily safety inspections, equipment logs, employee onboarding, and client intake processes. 

However, it’s essential to note that Gravity Forms isn’t a standalone app — it requires an existing WordPress site to function. 

While this gives you control over data storage and integrations, it also means you’re responsible for maintaining your WordPress environment (security, updates, backups). 

Overall, it’s a flexible, trusted solution used by millions of WordPress sites worldwide.

Gravity Forms Overview

Here’s a quick overview of Gravity Forms’ core features and capabilities:

• Drag-and-drop builder: Arrange fields, add columns, and split long questionnaires into multi-page forms—no coding required.
• 30 + field types: Standard inputs, file uploads, signatures, product/pricing fields, and quiz items cover everything from timesheets to safety quizzes.
• Conditional logic: Show or hide questions and sections based on earlier answers to keep complex forms clean (e.g., reveal “Describe injury” only if “Incident = Yes”).
• Instant notifications & confirmations: Auto-email the right people (e.g., safety manager) and redirect users to thank-you pages or next steps after submission.
• Built-in entry database: View, search, filter, and export all submissions inside WordPress—handy for pulling monthly site-log CSVs in seconds.
• File uploads: Let crews attach photos, PDFs, or signed docs; set file-type and size limits for control.
• Extensible add-ons: Integrate Mailchimp, HubSpot, Stripe, PayPal, surveys, polls, e-signatures, user registration, and more (availability depends on license tier).

What it’s Like to Get Started With Gravity Forms

Since Gravity Forms is a WordPress plugin, getting started isn’t like signing up for a typical web app. You have two main options: 

(1) Sign up for the Gravity Forms demo 

On Gravity Forms’ website, you can register for a free 7-day demo site where the plugin is pre-installed (this is a quick way to test drive the interface without touching your own website); or 

(2) Purchase a license and install on your WordPress site. 

If you go the purchase route, you’ll buy a license, download the plugin .ZIP file, and upload it to your WordPress site. It’s a straightforward process for anyone familiar with WordPress plugins, but if you’re new to WordPress, it’s an extra step compared to cloud form builders.

Onboarding and Setup

Once the plugin is activated on your site, you’ll find a new “Forms” menu in your WordPress admin.

Gravity Forms doesn’t force an elaborate onboarding wizard – you’re mostly free to start creating a form from scratch. New users are met with a clean form editor and a Getting Started page link if help is needed. 

Gravity Forms provides extensive documentation and video guides (accessible via the Help menu), which is great because the plugin is very feature-rich. There aren’t intrusive pop-up tutorials, so the learning is self-paced. For example, if you’ve never used it, you might watch a quick 3-minute onboarding video that shows how to create your first form​.

First Form Experience

• Creating an initial form is pretty intuitive: 
• then you’re dropped into the form builder.
• you click “New Form”, 
• give it a title (say, “Daily Job Report”), 

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From the right sidebar, you can add fields by clicking or dragging them into your form. Each field can be clicked to edit its label and settings. For instance, you might add a Date field for the report date, some Single Line Text fields for tasks completed, a File Upload field for photos, etc. 

Configuring conditional logic or validation rules is done through toggles in the field settings – no coding, but a bit of tinkering. 

After building the form, you would embed it into a WordPress page (Gravity Forms provides an Embed button and a shortcode). 

All in all, if you’re comfortable with WordPress, getting a basic form up and running could take just a few minutes.

However, designing a more complex form with lots of logic can feel tedious the first time as you figure out which settings to tweak – one user noted that “there are a lot of different options… it is a slow, tedious process getting it set up for the first time”. Expect a bit of a learning curve for the advanced features, but it’s manageable with the docs.

The Web App Experience – Just Like Using WordPress

Using Gravity Forms via the web (desktop) is essentially using the WordPress admin interface. The UI is easy to navigate — for example, you can create columns by dragging fields side by side, which is useful for layout control. 

The form editor lives inside your WordPress dashboard but has its own styling and interface layer. On a large monitor, the roomy drag-and-drop canvas is a plus.

One quirk worth noting: you can’t edit fields inline on the canvas. Instead, after you drag a field (like a drop-down or text box) into the form, you have to edit it through the Field Settings panel on the right.

This extra step can feel a bit disjointed, especially if you’re trying to quickly make tweaks to multiple fields. It’s not a deal-breaker, but it does interrupt the flow compared to builders with direct, in-place editing.

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All form-wide settings like notifications and confirmations are managed in separate tabs. 

Overall, in our testing, building forms was smooth, with changes saving quickly. But on slower WordPress hosting, there have been reports of occasional lag, especially when working with complex field logic or larger forms (as one reviewer described it, “clunky and slow” depending on the site setup).

As for the entries…

Administering entries is done through the Entries list, a simple but functional submissions table. Click on any entry to view full details, add internal notes, or even make edits — helpful if you need to correct typos or update a record. You can also import/export entries as CSVs.

For regular WordPress users, the whole experience feels familiar. However, if you’re coming from standalone apps, it might feel a bit utilitarian in design.

Finally, it’s worth noting that Gravity Forms does not offer its own user login system. User roles and access are tied to your WordPress environment. If you want team members to view or manage form data, they’ll need WordPress accounts — or you’ll need to configure public access and permissions accordingly. 

This makes it fundamentally different from dedicated construction platforms, which usually have their own user management systems built in.

The Mobile App Experience – No Dedicated App

Gravity Forms does not have a dedicated mobile app for iOS or Android. The “mobile experience” refers to using the forms on a phone or tablet via a web browser. 

Simply put, the forms you create are mobile-responsive (especially if your WordPress theme is mobile-friendly), so workers can open a form link on their smartphone and fill it out. 

In practice, this works fine for simple forms – we tested a sample daily report form on an iPhone, and fields were usable with pinch-zoom for bigger tables. 

Gravity Forms supports multi-page forms, which can help break up long mobile forms into swipable sections. However, there are obvious drawbacks: 

• Users need an internet connection while filling out the form (there’s no offline mode like you’d get in a native app), and; 
• If the browser refreshes unexpectedly, they might lose progress (though Gravity Forms has an option to save and continue later by emailing a resume link). 
• Also, there are no mobile push notifications or native device integration beyond what the web can do.

For administrators, checking form entries on a phone means logging into WordPress from a mobile browser (or using the WordPress mobile app, which doesn’t natively surface Gravity Forms data without some tweaks).

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This is less convenient than a purpose-built mobile app. So, if your field supervisors are mostly using phones and need a very streamlined, offline-capable solution, Gravity Forms might feel a bit unwieldy on mobile. 

You might end up pairing it with other tools (for example, using a third-party add-on to export form data to a Google Sheet, and then viewing that via Google’s mobile app).

Such limitations could become a problem for specialty contractors or general contractors whose teams are often in the field. 

Try Workyard’s form builder – made for construction and field teams!

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Gravity Forms Key Features

Drag-and-Drop Form Builder & Field Options

Building a form in Gravity Forms is an intuitive process.

On the left, you have a list of available fields grouped by type (Standard, Advanced, Post, Pricing, etc.). You simply drag a field into your form canvas or click it to add. Once in the form, each field expands to show settings like label, placeholder, required yes/no, and advanced options (CSS classes, default values, conditional logic rules, etc.).

For example, say you’re creating a “Daily Construction Report” form. You might drag in the following fields:

• Date (to capture the date of report)
• Single Line Text (for “Project Name” or “Job #”)
• Paragraph Text (for a detailed work summary or notes)
• Checkboxes (to checklist safety compliance items)
• File Upload (to attach photos of work progress or issues)
• Signature (with an add-on, to have the supervisor sign off on the report)

You can reorder fields by dragging them up or down. Need two fields side by side (e.g., two small text fields in one row)? Gravity Forms 2.5+ supports column layouts – you just drag a field next to another and they auto-arrange into columns.

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The breadth of field types is a big plus. There are specialized fields like:

• Name, Email, Phone (with proper validation)
• Address (multi-component field, useful for project site addresses)
• Number (with range or numeric validations, good for quantities)
• Website, Email (format-validated)
• File Upload (supports multiple files, size limits, etc.)
• Hidden Field (you can pass in static or dynamic info behind the scenes)
• HTML (for adding instructions or separators in the form)
• Section (to group fields under a heading)
• Captcha (to prevent spam entries)

For more advanced needs, Post fields allow form submissions to create WordPress posts – not typically used in construction, but could be repurposed to log entries to a public-facing board or something. Pricing fields come into play if you’re using Gravity Forms for order forms or invoices (they can calculate totals).

Overall, the form builder is user-friendly yet highly customizable.

Even a non-developer can set up complex forms after some practice. And for those with coding knowledge, there are hooks and filters to further customize form behavior (Gravity Forms is known for being developer-friendly if you want to extend it).

Conditional Logic & Advanced Form Controls

One of Gravity Forms’ most powerful features – and a major reason people choose it over simpler form tools – is its conditional logic capabilities. 

Conditional logic allows the form to react to user input in real time. You can create rules like “If Field A has value X, then show Field B”. This enables you to make dynamic, interactive forms that shorten themselves or branch out based on needs.

For example, consider a Worker Incident Report form. You could include an initial question: “Did an injury occur? (Yes/No)”. 

If the user selects Yes, you can have Gravity Forms automatically reveal additional fields such as “Injured Person’s Name”, “Describe the Injury”, and “Was medical attention required?”. 

If the user selects No, those fields stay hidden, keeping the form shorter. Setting this up is as easy as editing the “Describe the Injury” field, enabling conditional logic, and defining “Show if ‘Did an injury occur?’ is Yes”. 

No coding – just a few drop-down selections in the form builder​.

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Conditional logic isn’t limited to showing or hiding fields; you can also conditionally send notifications or confirmations. 

For instance, you might send an email notification to the Safety Manager only when an injury is reported on that form, but not for other submissions. This granularity is incredibly useful for construction companies where certain events need escalation.

Other advanced controls include:

• Validations: You can ensure fields meet specific criteria. Basic example: require an email field to contain a valid email format. Advanced: use regular expressions for custom patterns if needed.
• Calculations: In fields marked as “Calculation”, you can perform math based on other field values. For example, if your form tracks materials used, you could calculate a total cost field (quantity * unit price). 
• Limits & Schedules: Gravity Forms lets you limit how many times a form can be submitted or even set a window of time when the form is active. So, you could close a form after, say, 100 submissions or after a deadline date.

These advanced features mean Gravity Forms can handle more than just static forms – it can implement logic akin to a basic application. It’s one reason power users and developers love Gravity Forms, calling out its “power and flexibility to accomplish almost anything”. 

On the flip side, having so many options can intimidate non-tech users at first. One reviewer noted that “although you do not have to use [the advanced features], they may intimidate others”. 

The plugin does strike a good balance: you can ignore what you don’t need, but it’s nice to know those features are there as your forms grow in complexity.

Integrating Other Business Apps With Gravity Forms

Gravity Forms offers a robust ecosystem of add-ons that enhance its core functionality, enabling users to tailor forms to specific needs without extensive custom coding. These add-ons extend capabilities in various domains:​

• Payment Processing: Integrate with platforms like Stripe, PayPal, Square, and 2Checkout to facilitate secure transactions directly through your forms.​
• CRM and Email Marketing: Connect with services such as HubSpot, ActiveCampaign, Mailchimp, and Constant Contact to streamline lead capture and customer relationship management.
• Project Management and Automation: Utilize add-ons like Trello and Zapier to automate workflows, create tasks, and synchronize data across applications.​
• Data Visualization and Reporting: Employ tools like GravityCharts and GFChart to transform form submissions into insightful charts and reports.
• Document Management: Generate PDFs with Gravity PDF or ForGravity, and store files in cloud services like Dropbox, Google Drive, or OneDrive.

Advanced Form Features: Enhance forms with functionalities such as surveys, quizzes, user registration, e-signatures, and conditional logic.​

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It’s important to differentiate between add-ons and integrations (more on this later). Add-ons are extensions that add new features or connect Gravity Forms to other services. Integrations refer to the actual connection established between Gravity Forms and external applications, often facilitated by these add-ons.

​Furthermore, Gravity Forms has a Certified Developer Program, which endorses third-party developers who create high-quality, reliable add-ons. Certified add-ons, such as those from GravityKit, Gravity Wiz, and Gravity Flow, have been vetted for performance and compatibility, ensuring users can extend their forms with confidence.

For a construction admin evaluating Gravity Forms, the add-ons unlock possibilities like:

• Accepting online payments for project deposits or client change orders directly via form (using Stripe/PayPal add-ons on Pro license).
• Signing documents like daily reports or work orders with a signature field (Elite license).
• Conducting employee surveys or quizzes for training (Elite license, Surveys/Quiz add-ons).
• Integrating with project management tools – e.g., automatically create a Trello card or Asana task when a form is submitted (via Zapier or direct add-on if available).
• Connecting to Google Sheets or Excel – using Zapier or webhooks, so each form entry instantly updates a centralized spreadsheet that multiple stakeholders can view live.

It’s fair to say Gravity Forms’ capabilities are heavily influenced by which add-ons you have access to. 

The good news is that even the Basic tier covers a lot of email integrations and such, and the Pro tier covers most needs for a small business (including payments). Elite is more for agencies or larger orgs that need everything and multiple sites. We’ll detail the pricing next, but keep in mind these features as part of the value equation.

Gravity Forms Might be a Good Fit for You If…

✅ You already use WordPress and want a native, in-house solution with full control over data.

✅ You need custom workflows with conditional logic, calculations, or multi-step forms.

✅ You prefer flat pricing with no per-user fees (great for growing teams).

✅ You want to integrate with tools like CRMs, spreadsheets, or Zapier.

✅ You’re aiming to replace paper forms without adopting a full new platform.

It’s especially well-suited for construction companies already using WordPress for internal or public-facing sites.

You Might Not Want to Use Gravity Forms If…

❌ You don’t use WordPress and don’t want to start.

❌ Your field team needs a mobile app with offline support.

❌ You prefer pre-built templates over building forms from scratch.

❌ You’re looking for all-in-one construction management features.

❌ Your team needs 24/7 support or hands-on vendor guidance.

Gravity Forms is powerful within WordPress, but it’s not ideal for mobile-heavy, non-WordPress, or plug-and-play use cases. Up next: pricing and alternatives that may be a better fit for those needs.

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Gravity Forms Cost/Pricing

Gravity Forms pricing comes in three tiers: 

• Basic ($59/year) for one site and core features, 
• Pro ($159/year) for three sites and access to key add-ons like Stripe, PayPal, and Zapier, and 
• Elite ($259/year) for unlimited sites and all premium add-ons, including Surveys, Signatures, and User Registration. 

There’s no free version, but a 7-day demo is available to test features. Pricing is billed annually, with a 30-day money-back guarantee. While setup requires WordPress, the flat pricing (no per-user fees) makes it cost-effective, especially if you use multiple sites or need robust integrations without recurring monthly charges.

Gravit Forms Reviews

Gravity Forms has been around for over a decade. However, given that it is a plug-in, reviews of it are not available on app stores.

Capterra, nevertheless, accumulated plenty of reviews for Gravity Forms. On this platform, Gravity Forms has earned an overall average score of 4.6.

Users on Capterra often highlight ease of use and reliability. Pros listed commonly include the flexibility of form building and the range of integrations​. On the flip side, some Capterra users note that styling forms require custom CSS and that the plugin can be “pricey” if you only need something simple​.

Kelsey N. finds Gravity Forms easy to use for basic lead capture and reporting, but ultimately switched tools due to limited customization and lack of direct CRM integration.

“Very good for basic form submission & lead collections needs”  ⭐⭐⭐
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ANDROID QUOTE HEADLINE ⭐⭐⭐⭐⭐ 
Overall: It worked fine for basic needs. We have since changed to use forms that flow direct into our CRM systems.

Pros: It was fairly simple to use & integrate. Reporting was easy to access as well.

Cons: I dont know if there was a paid version that would have been better but we were using a free version and the customizability of the forms wasnt great as far as I could see.

Tom B. found the software affordable and easy to integrate with WordPress, but ultimately too slow and clunky to use, leading him to return to Jotform despite the higher cost.

“Cheap but not cheerful”  ⭐⭐⭐
Positive no complaints allows me to create robust solutions for most form builder use cases.

Pros

Easy to use, Flexible and customisable for multiple Web Projects

Cons

Overall have no issues with it however i would not say we are advanced users

Our Score (and Why We Chose It)

We gave Gravity Forms a 7.45 overall because, while it’s a powerful and flexible form builder, it has clear limitations for construction use cases. 

Most notably, it’s not a standalone app — it runs as a WordPress plugin and requires a constant internet connection and access to the WordPress backend. That’s a tough fit for field teams who need mobile-first, offline-capable tools to collect data on job sites. 

While the features are robust and pricing is fair, its reliance on WordPress and lack of true mobile optimization make it less practical for everyday use in construction environments, where simplicity and reliability are key.

Gravity Forms Alternatives

While Gravity Forms is a leading solution for WordPress forms, it’s not the only option. Depending on your requirements (especially if you need a standalone tool or more construction-tailored features), you might consider these alternatives. Below, we highlight a few top picks for Gravity Forms alternatives:

Final Thoughts

This Gravity Forms review shows you that despite this tool being powerful and cost-effective, it has its limitations, especially for construction businesses.

It’s ideal for those already using WordPress who need customizable digital forms. However, its reliance on a stable internet connection and lack of robust offline capabilities make it less suitable for field workers operating in areas with limited connectivity. 

While third-party add-ons offer some offline functionality, they may not provide the seamless experience required for on-site data collection. 

Therefore, while Gravity Forms excels in office-based scenarios, construction teams needing reliable, offline-capable tools might find dedicated mobile solutions more appropriate.

Workyard’s Smart Forms, on the other hand, is especially built for construction and field service businesses to make data gathering easy, even with slow to no connection. Find out more about Smart Forms now!