The Google Spreadsheet add-on writes your form entries to a Google Sheet automatically, so volunteers and board members can see and work with the data without logging in to the dashboard.
Example: For a July 4th party RSVP form, your social chair and volunteers want to track RSVPs as they come in to order food or prepare treat bags for kids. You could email entries to several people or give everyone dashboard access, but a shared Google Sheet is much easier.
All Member Splash client clubs are provided a Google Drive folder where forms can automatically create and update a Google Spreadsheet.
Enabling Sheets Integration
Go to Content > Gravity Forms.
Hover over the form name, choose Settings, then click Google Spreadsheet Add-on. You connect forms to sheets one form at a time.
A single form can write to more than one spreadsheet. This example uses one spreadsheet, so you only configure one feed.
Click Add New or create one.
Give the feed a name and pick the spreadsheet it should write to, or create a new spreadsheet. The name is for your internal use only. If you set up several feeds (for example, one with participant contact info for the instructor and one with payment info for the treasurer), give them names that make clear which is which.
Note: If you are creating a new spreadsheet, do that first. It reloads the screen and you will have to re-enter the Feed Name.
Select the spreadsheet name and then the sheet (tab). Google calls spreadsheet tabs "sheets". After you select the sheet, the page refreshes and shows options for mapping form fields.
Click Update Settings.
Mapping Form Fields to Spreadsheet Columns
Choose which form fields to write to the spreadsheet. If the sheet already has headers, you can pick from them. You can also create new headers.
To create a new column, choose Add Custom Key from the Select a Field dropdown.
For example, to map the entry date, fill out the settings as shown below and click Add Field.
If you have the spreadsheet open in another tab, you will see the header get added.
Repeat for each form field you want to add.
Note: Numeric values may appear in the spreadsheet with a single quotation mark before the number, like this:
If you format the affected cells as plain text and then sync, they sync without the quotation mark.
Syncing Entries
From now on, new form entries are written to the spreadsheet whenever someone submits the form.
If the form already has entries, click the Sync Entries button to write them to the spreadsheet.
Note: Syncing a second time appends ALL entries to the spreadsheet again, creating duplicates.
Note: Entries you delete from the form are not removed from the spreadsheet. Remove them from the spreadsheet manually.
Conditional Sync
You can choose to write only certain entries to the spreadsheet. Only some field types are supported as conditions, so you may not be able to base a condition on every field in your form.
Spreadsheet Sharing
The feed settings screen shows who has access to the spreadsheet. Our Google account always has access.
You can share the spreadsheet with other people from that screen, but this gives them full editing access.
To give read-only access, use the Share button in the spreadsheet itself.
Note: If you use a form to bill members, every form that collects payment needs its own payment feed. See Add a Payment Feed to Your Forms To Accept Digital Payments.