Gravity Booking Mobile App

The Gravity Bookings mobile companion app brings the full power of Gravity Forms Booking to your pocket. Pair your phone with your WordPress site once using a secure QR code, then track your calendar, confirm or cancel appointments, manage customers, and receive instant push notifications for every new booking — wherever you are.

The app works for both site administrators and staff members. Administrators see all bookings across the site; staff users see only their own assigned bookings, keeping data scoped and private.

Requirements

• WordPress site with the Gravity Forms Booking plugin installed and activated.
• An active Gravity Forms Booking license.
• iOS or Android device with the Gravity Bookings app installed.
• A WordPress user account with role Administrator, GFB Staff, or another role granted access to bookings.

Plan Note — Mobile App User Limit
On the Basic and Professional plans, only one user can log in to the mobile app. On the Business plan, unlimited users (administrators and staff members) can log in to the mobile app at the same time.

Install the Mobile App

The Gravity Bookings app is free and available for both iOS and Android. Download it from the relevant store:

• iOS — Search for Gravity Bookings on the Apple App Store.
• Android — Search for Gravity Bookings on Google Play.

Open the app after installation. You will see the welcome screen.

Admin Pairing (Site Owners)

Administrators pair their device from the dedicated Mobile App page inside the WordPress admin area.

• Log in to your WordPress dashboard as an administrator.
• In the left sidebar, click Gravity Booking › Mobile App.

• On the right side of the screen you will see a QR code with a countdown timer (the code expires after 5 minutes for security).
• Under Identity Check, your role is auto-detected — for site owners this reads Administrator (Full Primary Access ).

• Open the Gravity Bookings app on your phone and tap Scan QR Code Now.
• Point your phone’s camera at the QR code shown on the WordPress page.
• The app verifies the connection automatically and syncs your live calendar data.
  

Tip — Refresh the code if it expires
If the QR code’s 5-minute timer runs out, click the Refresh Pairing Code button below the QR image to generate a new code immediately.

Admin App Features

Once paired, an administrator sees the complete dataset for the site — every appointment, every customer, all revenue. The app opens to the Dashboard tab by default.

Dashboard — At-a-Glance Stats

The Dashboard shows total collection (revenue), total appointments, and a real-time count of Pending, Confirmed, Visited, and Cancelled bookings. Below the stat cards, a Quick Access row provides shortcuts to Appointments, Calendar, and Customers.

Appointments — List, Filter, Confirm or Cancel

The Appointments tab lists every booking. A search bar at the top filters by name or email; status chips (All / Pending / Confirmed / Visited / Cancelled) narrow the list further. Pending bookings show inline Confirm and Cancel buttons for one-tap action.

Appointment Detail

Tapping any appointment opens the Appointment Detail sheet — service, customer, date, time, payment amount, and current status. From here you can Mark as Visited, Set as Pending, or Cancel Appointment.

Calendar — Day & Month Views

The Calendar tab shows your daily schedule. Swipe between dates, jump to any month from the dropdown, or tap Today to return to the current day. Days with bookings display an inline card showing service name, customer, and confirmation status.

Settings & Profile

The Settings tab shows the logged-in user’s name, role badge (ADMIN for administrators), dark–mode toggle, app version, and access to Contact Us, Give Feedback, Bug Report, and Terms & Conditions. Tap Logout to un-pair the device.

Staff Pairing (Team Members)

Each staff member follows a slightly different pairing flow. Instead of using the global Mobile App page (which is admin-only), staff members log into WordPress with their own credentials and pair from their personal dashboard.

• The site administrator adds the staff member as a WordPress user — they should be assigned a staff-capable role such as GFB Staff.
• The staff member logs in to the site’s WordPress login page using their personal username/email and password.
• Once logged in, they land on a simplified dashboard that contains a Mobile App Pairing widget on the right side.
• The widget shows a QR code dedicated to that staff user. The pairing code expires after 5 minutes — tap Generate New Code to refresh.
• The staff member opens the Gravity Bookings app, taps Scan QR Code Now, and points the camera at their personal QR code.
• The app authenticates and opens to the staff dashboard — scoped to that staff member’s data only.

Staff App Features

Staff users see exactly the same interface as administrators, with one critical difference: the data is scoped to that staff member only. They cannot view appointments assigned to other staff, other staff’s customers, or site-wide revenue totals.

Staff Dashboard

The Dashboard shows the totals for the logged-in staff member: their own appointments, their pending count, their visited count, and total revenue they have generated.

Staff Customers

The Customers tab lists only customers who have booked with this specific staff member. Each customer card has one-tap Call, SMS, and Email shortcuts.

Staff Calendar

The Calendar shows only the staff member’s own bookings. They can scroll through any date and tap Today to return to the current day.

Staff Profile

The Profile screen for a staff user shows the staff member’s real name and a STAFF badge — a clear visual signal that this session is scoped, not site-wide.

Managing Connected Devices

From the WordPress admin area, navigate to Gravity Booking › Mobile App and scroll to the Connected Devices table. This table lists every device currently paired with the site.(Administrator only)

• Refresh List — re-queries the database for the most recent device activity.
• Reset All Mobile Sessions — invalidates every paired device. All users will need to re-scan a fresh QR code on their next launch. Use this if you suspect a phone has been lost or compromised.

Push Notifications

Once a device is paired, it receives real-time push notifications for every booking event on the site (administrators) or for bookings tied to the staff member (staff users). Typical events include:

• Appointment Confirmed — a booking moves from Pending to Confirmed.
• Appointment Cancelled — a customer or staff cancels.
• New Appointment — a new booking is created.