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.

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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, go to GravityKit, then Manage Your Kit, and activate your license by connecting your site to your GravityKit account or by entering your license key. Managing your licenses explains both ways.

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, or choose “Custom text (with merge tags)” to write your own description using merge tags such as {all_fields}. Each card fills it in from its entry and shows it read-only.
3. Label (optional): You can map this to an existing text or select field in your form. If you map it to the same field as the lanes, changing a card’s Label moves the card to that lane.
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
• Deleting an attachment needs both Who Can Delete Attachments and Who Can View Attachments in GravityBoard 1.5.0 and later. If a role has only the first, the delete is refused with a message naming the missing permission. Select the role in both settings under Attachment Permissions.

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 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, users 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.

Moving a card with the keyboard

You can also use the card’s menu to move a card to another lane:

1. Use the arrow keys to move between cards until the card you want has focus. On the board’s admin page, the first card has focus when the page opens.
2. Press Tab to reach the card’s Card options button, then Enter to open its menu.
3. Press the down arrow until Move to lane is selected, then press Enter.

4. In the Move card dialog, choose the lane with the arrow keys, then press Tab twice to reach Move Card and press Enter. Pressing Enter on the lane list doesn’t move the card.

The list leaves out the card’s current lane and Not set. The dialog confirms the move with "Successfully moved" and the card’s name, then closes, and the card’s lane is saved in the Gravity Forms entry. Focus then goes back to the first card on the board. Move to lane appears only for users who can edit cards.

Trello and Jira

GravityBoard has no Trello or Jira integration. Each card is a Gravity Forms entry, so you can export the form’s entries to a CSV file from Gravity Forms, or bring rows from another tool’s CSV export into the form with GravityImport. Imported entries show up as cards.

You’re all set! #

In this article, we covered installing 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.