Getting Started with GravityBoard

GravityBoard transforms your Gravity Forms entries into an interactive, drag-and-drop kanban board—ideal for managing workflows, tracking progress, and collaborating with your team in real time.

This guide will walk you through the steps to install, configure, and start using GravityBoard.

Table of contents

• Step 1: Install and activate GravityBoard
• Step 2: Prepare your form
• Step 3: Create a new GravityBoard feed
  • Configure board
  • Notifications
  • Permissions
  • Appearance
  • Advanced
• Step 4: Display your GravityBoard
  • Accessing your board via the admin dashboard
  • Embedding your board on a page/post
• Step 5: Manage and collaborate

Step 1: Install and activate GravityBoard

Start by downloading the GravityBoard plugin from your GravityKit Account page. Next, log in to your WordPress website, go to the Plugins page and install the plugin. Finally, activate your license from the "Manage Your Kit" page under the "GravityKit" menu item in WordPress. You'll find your license key in your account under "Licenses".

If you have a GravityKit All Access Pass, you can install GravityBoard directly from the "Manage Your Kit" page in your WordPress dashboard.

Note: Make sure you have Gravity Forms installed and activated before using GravityBoard.

Step 2: Prepare your form

GravityBoard needs a form with a Select or Radio Buttons field to create board lanes. Here’s how to set it up:

1. Hover over "Forms" and click "Add New" (or use an existing form).
2. Add a Drop Down or Radio Buttons field to represent entry statuses (e.g., "To Do", "In Progress", "Done").

Alternatively, use a predefined choice set to quickly add common workflow steps for different use cases, including project management (Backlog, To Do, In Progress, In Review, Done), marketing campaigns (Ideas, Planned, Creating, Scheduled, Live, Analyzing) and more.

To browse predefined choices, open the field settings, click "Edit Choices" and then select "Bulk Add / Predefined Choices".

GravityBoard adds several predefined choice sets for you to choose from here.

After configuring your form, you can move on to creating your GravityBoard feed.

Step 3: Create a new GravityBoard feed

After saving your form, go to the form settings, select "GravityBoard" and click "Add New".

Now you can configure your board. All feed options are grouped into tabs. Below is a brief overview of the settings within each.

Configure board

After giving your board an optional name and description, you'll need to select the lane field (choose the Select/Radio Buttons field you created earlier), and select which fields to show on each card by mapping them to existing fields in your form:

1. Card Title (required): You can map this to an existing text field in your form
2. Card Description (optional): You can map this to an existing text field in your form
3. Label (optional): You can map this to an existing text or select field in your form
4. Due Date (optional): You can either map this to an existing date field in your form or the entry date (i.e., the date the entry was created)

Enable additional features:

• Assignees: Enable user assignment and define eligible roles
• Attachments: Allow file attachments on cards
• Entry Notes: Let users add and view notes/comments on each card

Notifications

• Trigger Form Notifications: Enable Gravity Forms notifications to be sent when actions are performed on the board (you'll need to configure these inside the Gravity Forms)
• Mention Notifications: Set up a custom email notification that sends when users are mentioned on a card. You can customize both the email subject and body using rich text and merge tags for personalized messages.

Permissions

• Set user permissions required to interact with the board, such as editing, deleting or adding lanes, cards, attachments, notes and assignees

Appearance

• Set the board background color or image
• Set a unique background color for each board lane

Advanced

• Feed Conditions: Add conditional logic to control which entries show up on the board
• Choose what happens when a card is deleted from a board
• Enable debug mode

Step 4: Display your GravityBoard

After configuring your board, you can access it directly within the WordPress admin dashboard, or embed it on a page or post using a shortcode or a block.

Accessing your board via the admin dashboard

On the GravityBoard feed page you'll see a button labeled "View Board". Clicking this will open your board inside the WordPress admin dashboard.

Embedding your board on a page/post

You can embed your board using a shortcode like the one below. Be sure to replace the ID with your board's feed ID. Alternatively, check the feed page for your board's shortcode and simply click to copy it.

[gravityboard id="1"]

GravityBoard also integrates with the WordPress block editor (Gutenberg). To embed your board using a block, create a new page, add a "GravityBoard" block and select your board from the dropdown menu.

Step 5: Manage and collaborate

Now that your board is live, user with the required permissions can:

• Add, remove and reorder lanes and cards
• Drag cards between lanes to update their status
• Click on a card to view/edit details
• Assign users to cards
• Leave internal notes via entry comments
• Add notifications for card updates or user mentions

GravityBoard automatically syncs all changes you make back to Gravity Forms. For example, if you update a card from your board, the corresponding form entry in Gravity Forms will also be updated. To learn more about how data is shared between the two plugins, read How GravityBoard syncs to Gravity Forms.

You’re all set!

In this article, we covered instaling GravityBoard, creating a form for entry management and configuring a new board. If you need more help getting set up, feel free to contact our expert support team.