Remind them before
the day arrives.

The date that matters is already in the entry: the appointment, the renewal, the birthday. Send the email against that date, not against your calendar.

See the plugins See how it works

Wizard permit renewal 7 days before

Scheduled reminder Scheduled

Your permit expires on 14 October.

Sends: 7 days before
Repeats: Every year

Opens a form already filled in

Illustrative experience

Scheduled off the entry’s date
Repeats where it should
A follow-up form already filled in

The finished experience

The email lands while it can still be useful.

Each entry carries its own date, so its reminder goes out against that date, not the day someone remembers.

A good fit for
Events, renewals, appointments and anything with a date people forget.

1

Collect the date that matters

A single Date field holds the day it all hangs on — the renewal, the appointment, the birthday — and every schedule below is measured from that field.

Gravity Forms
2

Schedule the email against it

Pick days, weeks or months before or after that date, and tick Repeat for a yearly one. Each notification keeps its own schedule, so a week before and the morning of are two of them.

GP Notification Scheduler
3

Point it at a form they can finish

The email’s Easy Passthrough token fills the follow-up form with their earlier answers. Optional Read Only prevents ordinary edits to displayed fields; it does not authenticate the visitor or validate trusted values.

GP Easy Passthrough

Inspired by a real build

Spotlight: Building Engaging Marketing Campaigns with Gravity Perks November 2025 Learn how Woorise uses Gravity Forms and Gravity Perks to enable users to create marketing powerhouses in minutes. Read the spotlight

Written up, step by step

How to Send a Follow-Up and Pre-Fill Information How To · January 2021 Stay in touch with your users and make it easier for them to complete follow-up forms by pre-filling the information you've already collected Read the tutorial

What you’ll need.

Start with Gravity Forms. Add the capabilities this solution needs, then make the experience your own.

GP Notification Scheduler

Schedules each notification against the Date field in the entry, including the ones that should repeat every year.

Explore GP Notification Scheduler

GP Easy Passthrough

Puts a token in the reminder’s link so the follow-up form opens with the answers they already gave.

Explore GP Easy Passthrough

Taking it further

Add these optional plugins when your project calls for more.

Optional

GP Read Only

Optionally prevents ordinary browser edits to prefilled details. Validate values separately if they affect identity, access or payment.

Explore GP Read Only

Optional

GP Email Users

Optionally sends one-off changes or surveys to selected existing registrants, alongside the automatic reminder schedule.

Explore GP Email Users

Before you start

A Date field for the schedule to read.
A second form for the follow-up, with Easy Passthrough mapped to the first and its token in the reminder’s link.
The free Only Evaluate Conditional Logic on Send snippet if a reminder must stop when the entry’s status changes later.
Keep WP Cron working reliably; use a system cron on quiet sites. Due notifications run when cron processes them, and their scheduled time is not a guarantee of inbox delivery time.

Get this built.

A plan covers how many of our plugins you run at once, and on how many sites. Here is what this one needs.

Required

GP Notification SchedulerPerks
GP Easy PassthroughPerks

Optional

GP Read OnlyPerks
GP Email UsersPerks

Gravity Perks Advanced $169 /year

2 perks need Advanced or above — on up to 3 sites.

Gravity Perks Pro $299 /year Taking all 2 optional perks too makes it 4 in all, which needs Pro.

See plans for this solution

Every plan renews at the same price, and you can upgrade any time for the difference.

Make it fit
your project.

What happens if the date changes?

Editing the date on the entry reschedules the notification that has not gone out yet. One already sent stays sent.

What if they submit too close to the date?

Nothing sends. A schedule that already falls in the past is ignored and never appears in the entry’s scheduled notifications, so pair the seven-day reminder with a second notification on a short delay from submission to catch late entries.

How do I stop reminding someone who has already acted?

Conditional logic is checked when the notification is scheduled, not when it sends, so a later status change is not seen on its own. Delete that entry’s scheduled notification, or add the free Only Evaluate Conditional Logic on Send snippet so the condition is checked again at send time.

Can we send an unscheduled update too?

Add GP Email Users to choose matching registration entries and send a one-off change or survey. This is a separate manual send; it does not require changing the automatic reminder schedule.