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Better Inventory with Gravity Forms

Gravity Forms does not support the concept of inventory out of the box. This snippet provides an easy method for setting up simple, one-off inventory limits on a per field basis.

Last updated | Written by 529 Comments

  • November 10, 2020: Migrated to Snippet Library. Fixed an issue where Auth.net would still charge for the submission even when validation error was returned.

  • October 18, 2019: Fixed issue where field groups were not correctly limited on submission.

  • October 10, 2019: Fixed issue where Calculated Product fields were still added to order summary after their inventory was exhausted.

  • March 19, 2019: Fixed issue where remaining shortcode did not always target correct instance of Better Inventory.

  • November 17, 2018: Added support for fetching prepopulated values when limiting by field group.

  • April 26, 2018: Updated snippet for Gravity Forms 2.3; snippet now requires 2.3.

  • May 31, 2017: Updated "remaining" shortcode to correctly limit by field groups and approved payments flag.

  • January 27, 2017: Fixed bug with approved_payments_only parameter where entries with no payment were counting towards all inventory limits.

  • January 21, 2017: Added support for automatically limiting GP Limit Date-enabled Date fields and paired with an inventory input (via field_group parameter) so that days with exhausted inventory or not available.

  • January 17, 2017: Updated "remaining" shortcode to dynamically retrieve the limit for the specified form and field.

  • March 23, 2016: Added support for specifying "stock_qty" parameter as a function. Allows for dynamically setting the stock_qty during runtime.

  • March 15, 2016: Updated paid status to "Paid" from "Approved" to work with GF Payment Add-on framework.

  • October 5, 2014: Added support for "remaining" action on [gravityforms] shortcode.

  • October 1, 2014: Added support for "sum" action on [gravityforms] shortcode.

  • November 11, 2012: Fixed issue where database prefix was not applied via $wpdb->prefix.

Show All Updates
View CodeDownload Code

Let’s dive into the code first.

How do I install this snippet?

Easy peasy. Just copy and paste the code above into your theme's functions.php file.

Do I need to modify this snippet to work with my form?

You don’t have to modify the snippet itself. Just the parameters with which you initialize it.

new GW_Inventory( array(
    'form_id'                  => 123,
    'field_id'                 => 4.3,
    'stock_qty'                => 20,
    'out_of_stock_message'     => 'Sorry, there are no more tickets!',
    'not_enough_stock_message' => 'You ordered %1$s tickets. There are only %2$s tickets left.',
    'approved_payments_only'   => false,
    'hide_form'                => false,
    'enable_notifications'     => true
) );

Parameters

  • $form_id the ID of the form you are working with.
  • $field_id the ID of your product or quantity field. If using a Single Product field, you’ll need to specify the quantity input ID which will always be {field ID}.3 (ie if the field ID is 12, the quantity input ID will be 12.3). If using a separate Quantity field, simply specify the field ID.
  • $stock_qty the number of this item you have available.
  • $out_of_stock_message the message which should be displayed to users when the product limit has been reached. You can get fancy with this and add HTML as well. Be sure to escape any double quotes with a backslash. Here’s a more advanced example:
    $sum_limit_message = '<div style="border: 1px solid #e6db55; background-color: #FFFFE0; padding: 10px;">Sorry, this show is sold out.</div>';
    Better Inventory: Limit Message
  • $not_enough_stock_message the message which should be displayed on the field if the limit has not been reached, but the user’s requested quantity would exceed the product limit.
    Better Inventory: Limit Validation Message
  • $approved_payments_only true/false indicate whether all submissions for this field should be counted against the limit or only submissions with an approved payment. You’ll want to be careful here when using PayPal Standard due to the delay between the form submission and the payment being approved. It could lead to users exceeding the limit.
  • $hide_form by default this snippet will only hide the field when the limit has been reached. If you would rather hide the entire form, set this to true.
  • $enable_notifications enable the ability to create notifications that are sent when the stock of a product (or any configured field) has been exhausted

Shortcodes

  • Remaining
    Show the quantity remaining for the specified input and limit. [gravityforms action="remaining" id="1" input_id="2.3" limit="50"]

  • Sum
    Show the current sum of quantities ordered for this field across all entries. [gravityforms action="sum" id="1" input_id="2.3"]

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Comments

  1. Casey says

    Can this be used on one form with multiple fields? I’ve set up a shopping cart and would like to preload inventory for each of the items. Additionally, each week this form is cloned into a new one – all with new inventory items.

    Reply

  2. JEREMY W CARIS says

    How can I apply the total stock limit to more than one field? In other words, I have two single product fields, but I want the total inventory of 100 to apply to the total of the combination of the fields. If I sell 80 and 20, or if I sell 50 and 50, then both should be out of inventory.

    Reply

    • David Smith says

      Hi Jeremy, this snippet doesn’t support this in a great way but you could use a Number field to calculate the sum of both product quantities and then apply the inventory on that field. The downside to this is that the validation error would be on this “Total Quantity” field and not the individual product fields.

    • David Smith says

      Hi Benjamin, by default, the field will be “deactivated” and replaced by the out of stock message.

    • benjamin says

      Your right… thanks a lot.

      Another question.

      I use the Many Different Forms, Same Settings snippet. but only one of them work ( the first one ) and when the first one work, it change the value for both of them…

      There is my snippet

      class GWLimitBySum extends GW_Inventory { }

      foreach( array( 3,9 ) as $form_id ) { new GW_Inventory( array( ‘form_id’ => $form_id, ‘field_id’ => 63, ‘stock_qty’ => 16, ‘out_of_stock_message’ => ”, ‘not_enough_stock_message’ => ”, ‘approved_payments_only’ => false, ‘hide_form’ => false, ‘enable_notifications’ => false ) );

  4. Jeroen says

    Does this code: [gravityforms action="remaining" id="1" input_id="x.x" limit="xx"] change the items remaining only after approved_payments? I have set this parameter in functions.php “true”

    Reply

    • David Smith says

      You would need to set the approved_payments_only parameter when you’re initializing the GW_Inventory class.

  5. Mary says

    Hi, Is there also a code if I will make the stock conditional? So for instance for a dance workshop I need to have the same number of male and female participants. Is there a way to manage this in gravity forms? Greetings Mary

    Reply

    • David Smith says

      Hi Mary, your best bet is to simply have two separate product fields for each workshop; one for males and one for females. In this way, you could maintain individual stock for each one.

  6. Tayler says

    Hi There,

    I have 4 different forms I need to add quantity limits to. Is there a way to make that happen without copying all 400+ lines of code 4 times? Can I throw an array of form and field ids into the associative array?

    Thanks, Tayler

    Reply

  7. Francesco says

    Hy guys!

    one month ago I used without any problem the plugin on a website, today I’m implementing the same code on another site but after copy past the code on functions.php the site goes down and report the sentence “the website has technical problems”.

    If I remove the code, the site return ok.

    Any idea?

    Reply

  8. Eric says

    Hey, How would this work on a dropdown list? I have different inventory depending on the choice taken from the dropdown.

    Thanks for the reply

    Reply

  9. Nick says

    Hello, noticed a number of updates in the change-log. Wondering if there is any documentation or explanation on how to use these additional features. Particularly field_group parameter “so that days with exhausted inventory or not available.” Looking at using a single form for booking an event which occurs on multiple separate days. Was wanting to get SUM based on a certain date field in the form entries. Thank you for this great plugin.

    Reply

    • David Smith says

      Hi Nick, the field_group should be passed as an array of additional field IDs that are treated as a group to create a unique offering. For example, if you’re using a Number field to track inventory, you could group a Date field with that Number field via the field_group parameter.

      'field_group' => array( 2 ),

      …where 2 is the ID of your Date field.

  10. Max says

    Hi. I tried to use the code and: 1. I pasted code from”download code to function.php then 2 I’ve pasted code drom snippet to function php 4 I created a form with quantity field (separate with drop down list, id 9 (without .3) ) 5. I created pages – one with form, second with “remaining” and “sum” shortcodes. 6. I edited snippet in functions.php and in shortcodes. uff. ;-)

    so – I can choose quantity, it is correct in forms , but shortcodes still shows 50 (maximum) of remaining and 0 of purchased.

    I thought it was a mistake to input snippet (configuration) into “function php” so i used “code snippet” plugin and after pasting and activation – white screen of death… I was using demo installation at “gravitydemo.com”

    So where should I paste a snippet code? into functions php?

    Reply

    • Max says

      OK. I see “code” and a “snippet code” “Code” should be pasted to “functions.php” and where should be pladed “snippet code”? I placed both in “functions .php” but it does not work.

      Shotrcode returns remaining 50 and sum 0. Id was correct (quantity) tested both – single 8.3 and standalone quantity “9” No changes when I “purchased” items – but in database I saw, that there was changes. Looks like snippet did not take data from database.

    • max says

      Ok just simple question – should it work properly with BOTH codes in “function.php” ? For me it is working “partially”

      Or is it necessary to place “main code” in function and a snippet in other place.

  12. Kuldeep says

    I have used your inventory code and that is working perfect but i need to know one thing if the room is occupied then free for use then how can we re available that space for use ??

    Thanks K!

    Reply

  13. Steve says

    This snippet works great, thank you very much!

    Question: who gets the email when

    ‘enable_notifications’ => true

    , and is there any way to configure which email it goes to? I initially looked in Notifications for an Event but didn’t see an inventory related event in the drop down. Cheers!

    Reply

  14. Jorrit van Harten says

    Hi David,

    First of all: thanks for creating such usefull codes…!

    Regarding the question I had the shortcode: Shortcode: Display Number of Entries Left, you directed me to this shortcode. I installed it on my website and it first looked to be working fine.

    However in my case the following isn’t working. I have multiple forms for workshops (4). These forms all have a specific form id off course. Every workshop has it’s own limit of allowed participants (mostly 12). For this form I use the productfield with list of choices to add the amount of participants.

    When I use this snippet: new GW_Inventory( array( ‘form_id’ => 1, ‘field_id’ => 9, ‘stock_qty’ => 12, ‘out_of_stock_message’ => ‘Sorry, er is helaas geen plaats meer voor deze workshop. Zoek een andere workshop uit of neem contact met ons op voor de mogelijkheden’, ‘not_enough_stock_message’ => ‘Je wilde %1$s deelnemers aanmelden voor onze workshop. Er zijn maar %2$s plaatsen over.’, ‘approved_payments_only’ => false, ‘hide_form’ => false, ‘enable_notifications’ => true ) );

    it workes great for one workshop. But how do I make this work for all workshops? I tried creating multiple of above snippets and also took a look at your page https://gravitywiz.com/documentation/apply-class-based-snippet-different-forms/, but I can’t seem to figger it out.

    Can you please assist?

    Regards,

    Jorrit

    Reply

    • Jorrit van Harten says

      I’m using the shortcode [gravityforms action="remaining" id="1" input_id="2.3" limit="50"]

  15. Jennifer says

    Just wondering, if I have multiple product fields on the same page that all start with the same stock quantity, can I pass on multiple field ids at once in the initialization script?

    Thanks again!

    Reply

    • David Smith says

      This snippet must be configured per field. You would just duplicate the configuration bit at the bottom and replace the field ID.

  16. Jennifer says

    Hi, Is there a way to use this snipped if my product field is set to the Radio Buttons field type. We have a form where users can select from up to 8 choices and I’d like to track inventory for each choice (ideally be able to set a different stock quantity for each choice).

    Is this possible? I’d be happy to pay for your time if the snippet would need to be modified. Thanks!

    Reply

  17. Kitty Bakker says

    I used the plugin, but it does no longer work well, so I am interested in using your way. But Is there a way I can set this up for my client, so he will be able to adjust the quantity limits? I cannot give him access to the functions.php.

    $stock_qty the number of this item you have available.

    Thanx!

    Reply

    • David Smith says

      Hi Kitty, the “stock_qty” does not need to be a static value. You can set it as a callable function which would allow you to retrieve the stock dynamically. Here’s an example where the quantity is fetched from a “stock” custom field on whatever post/page the form is embedded.

      http://snippi.com/s/sr3ccf4

    • David Smith says

      Hi Peli, I’ve updated the article above with instructions on the available shortcodes with this snippet. You’ll want the “remaining” shortcode.

  20. Marino says

    Hello,

    I was wondering if there was an easy option to send an email when the max quantity has been reached instead of displaying the “out_of_stock_message” That email just has to have that same message saying the max. number has been reached but the person who is using the form should be able to submit.

    Thanks for your replay.

    Reply

    • David Smith says

      Hi Marino, you can enable notifications via the “enable_notifications” parameter. If “hide_form” is set to false, the form will not be hidden.

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