Booking clients through email or phone calls can get messy fast. Double bookings and no-shows happen. Staff forget schedules. Customers drop off because it takes too long to confirm.
If you already use Gravity Forms, you don’t need to switch to a separate booking tool. Gravity Forms Booking turns your existing forms into a working appointment system. You’ll have services, staff, locations, and calendars all connected inside WordPress.
This guide walks you through the setup, from installing the plugin to configuring dashboards, Google Calendar sync, and email reminders. By the end, you’ll have a working appointment booking partner you can trust.
Who This Guide Is For
- Consultants and coaches who schedule client sessions.
- Clinics and salons that manage multiple staff and locations.
- Agencies and service providers running projects with appointments.
- Any Gravity Forms user who wants bookings without adding another platform.
Why Choose Gravity Forms Booking Instead of Other Appointment Booking Plugins?
There are dozens of appointment booking plugins for WordPress. But most work as standalone systems. That means you set up forms, customers, and calendars separately from your main site data.
With Gravity Forms Booking, you don’t have that problem. It builds directly on Gravity Forms, so your booking flow stays consistent with the forms you already use.
Here are a few reasons Gravity Forms users prefer Gravity Booking:
- Native integration with Gravity Forms – No need to rebuild forms.
- Service and staff management built in – Add services, categories, staff, and locations without third-party add-ons.
- Customer dashboards – Let customers view and manage their own bookings.
- Google Calendar sync – Connect staff calendars directly to Google, so there’s no double-booking.
- Email notifications – Customers and staff both get instant booking confirmations.
So instead of juggling multiple plugins, Gravity Booking gives you one connected workflow inside WordPress.
Gravity Forms Booking Installation Guide
Installing Gravity Booking as a Gravity Forms addon takes just a few minutes. Here’s how to do it right the first time.
Step 1: Download and Install the Plugin
- Get the Gravity Booking plugin ZIP file from your account after purchase.
- Go to your WordPress dashboard → Plugins → Add New → Upload Plugin.
- Upload the ZIP, install, and activate.
Step 2: Activate Your License
Once installed, you’ll be asked to enter your license key.
- Go to Gravity Booking → Settings → License.
- Paste your key and click Activate.
Step 3: Confirm Gravity Forms is Active
Gravity Booking won’t work unless Gravity Forms is already installed and active.
- Make sure you see “Forms” in your WordPress sidebar.
- If not, install Gravity Forms first.
Step 4: Access the Gravity Booking Dashboard
After activation, a new menu item “Gravity Booking” will appear in the WordPress sidebar.
This is where you’ll manage services, locations, staff, and bookings.
At this point, Gravity Booking is installed and ready to configure.
Gravity Forms Booing Installation FAQs
1. I don’t see Gravity Booking in my WordPress sidebar after activation.
- Check if the plugin is installed correctly.
- Make sure Gravity Forms is also active.
2. My license key won’t activate.
- Double-check the key for extra spaces when pasting.
- Make sure your site has an active internet connection.
- If it still fails, log in to your Gravity Booking account and confirm the license is assigned to your domain.
Steps to Install Gravity Forms Booking
Step 1: Install and Activate Gravity Booking
First, you need the plugin files. After purchase, download the .zip package from your Gravity Booking account dashboard.
- Go to WordPress Admin → Plugins → Add New → Upload Plugin
- Upload the .zip file and click Install Now
- Once installed, activate your license key.
Step 2: Create Your First Booking Form
The backbone of the system is a booking form built with Gravity Forms. Gravity Booking adds new fields like Service Selection, Staff Choice, and Appointment Time to Gravity Forms.
To create one:
- Go to Forms → Add New in your dashboard
- Name your form (e.g., “Haircut Appointment” or “Consultation Booking”)
- Drag in the Booking Fields provided by Gravity Booking
- Save the form
Once saved, you can embed this form on any page using the Gravity Forms block in the WordPress editor.
Step 3: Configure Location, Service Category, Service, and Staff
Now that you have a form, you need to create location, service category, services, and staff.
Location
Navigate to WordPress Admin Dashboard → Gravity Booking → Location.
Click on the Add Location button.
Fill in the required fields and click on the Save button.
Service category
Navigate to WordPress Admin Dashboard → Gravity Booking → Service Categories.
On the left-hand side of the page, the Administrator can add a new category by entering its Name and Slug, then clicking the Add New Category button.
Service
Navigate to WordPress Admin Dashboard → Gravity Booking → Services.
Add service details. Once done, click the Save button.
Staff
Navigate to WordPress Admin Dashboard → Gravity Booking → Staff.
Enter the details of the staff. Once done, click the save button
Step 4: Set Up Payment Options
Now, to charge for bookings, Gravity Booking integrates directly with Gravity Forms payment add-ons (Stripe, PayPal, etc.).
Here’s how to connect payments:
- Install your chosen Gravity Forms payment add-on (e.g., Stripe Add-On)
- Go to Forms → Settings → Payments
- Enter your API keys from Stripe or PayPal
- Enable the payment feed for your booking form
From now on, every confirmed booking can also collect payment at checkout.
Step 5: Adjust Settings for Branding and Control
Now that the dashboards are ready, customize the system to match your business.
- Display Settings: Change booking form colors, font size, and layout to fit your site’s design.
- Labels: Update field and button text (like “Book Now” → “Schedule Appointment”).
- Company Settings: Enter your business name, address, and timezone so all bookings sync correctly.
Step 6: Email and Notification Setup
Good communication matters. Gravity Booking lets you send automated emails for every step.
You can:
- Set the Sender Name + From Email
- Create email triggers for confirmations, reminders, and cancellations
- Customize email content with merge tags (e.g., customer name, booking time)
Step 7: Enable Google Calendar Sync
If you or your staff already live in Google Calendar, sync it with Gravity Booking.
Steps:
- Go to Google Cloud Console → Create a project
- Generate a Client ID + Secret Key
- Paste them into Gravity Booking → Integrations → Google Calendar
- Enable two-way sync so bookings auto-appear in your calendar and customers can add them too
Step 8: Test and Launch Your Booking System
Before going live, run a quick test.
- Make a test booking from the frontend.
- Check if staff dashboards update instantly.
- Confirm email notifications arrive as expected.
- Verify Google Calendar sync is working.
If everything looks good, you’re ready to launch.
Step 9: Enable the Customer Dashboard
One of the strongest features of Gravity Booking is the customer dashboard. Instead of calling you to reschedule or cancel, customers log in and manage their own appointments.
Steps:
- Go to Pages → Add New
- Name it “My Bookings”
- Publish the page
This gives users a clean interface to view, cancel, or reschedule.
Step 10: Set Up the Staff Dashboard
Staff also get their own portal so they can check availability and manage their appointments without bothering the admin.
Steps:
- Staff will login
- Manage appointments
Each staff member you add will have a login. They can see only their appointments, update availability, and mark attendance.
General Settings Configuration in Gravity Forms Booking
The general settings define how your booking system behaves. These options control basic details, such as business hours, currency, and time zone.
Step 1: Access General Settings
Go to Gravity Booking → Settings → General.
Step 2: Key Settings to Adjust
- Business Hours – Set opening and closing times. Bookings outside these hours will be blocked.
- Timezone – Make sure this matches your business location to avoid scheduling errors.
- Currency – Select the currency for service pricing.
- Date & Time Format – Choose formats that match your region (e.g., 24-hour clock vs AM/PM).
Step 3: Save and Test
After updating, save changes and run a test booking to confirm the system applies the correct rules.
Why It Matters
These basic settings keep your booking system aligned with your business operations. If they’re wrong, customers might book at the wrong times or see incorrect prices.
Ending Note
Gravity Booking gives you what Gravity Forms alone cannot: a complete Gravity Forms booking system inside WordPress. From staff dashboards to Google Calendar sync, it covers the pieces you need to manage appointments without juggling third-party apps.
If you want a smoother scheduling experience for both your team and your customers, install Gravity Booking today and start booking clients in minutes.