Stop retyping the same email for every client.

The messages a team sends all day — chase a document, confirm a date, send the same instructions — become one internal form with a client on it and a message beside it.

See the plugins See how it works

Client outreach One submit

Account management Sent

Moonbeam Couriers: two documents outstanding.

Client: Moonbeam Couriers
Message: Document reminder

Chosen from your list, not retyped

Illustrative experience

Client details filled in
One notification per message
Nothing retyped

The finished experience

Pick the client, pick the email, send it.

The wording stays consistent, the details come from the client record, and nobody copies an address out of a spreadsheet.

A good fit for
Teams sending the same handful of emails to a long list of clients.

1

Choose the client

One drop-down lists the clients from the record your team already keeps up to date. Choosing one fills in the contact name, the address and the account number.

GP Populate Anything
2

Choose the message

A second drop-down names every email the team sends over and over: the document chase, the date confirmation, the standard instructions.

Gravity Forms
3

One submit, one email

Each message is its own notification, merge tags and all, conditioned on that second drop-down, so submitting sends only the one that was picked.

Gravity Forms

Inspired by a real build

Populate Anything’s Automation Alchemy May 2022 See how Bob Griggs of Verifyi9 uses Populate Anything and Google Sheets to automate dozens of emails on a daily basis. Read the spotlight

Verifyi9: Scaling Through Automation with Gravity Perks May 2022 For some time, Bob Griggs managed Verifyi9 as a one man band. Learn how he used automation to scale with Gravity Perks. Read the spotlight

What you’ll need.

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

GP Populate Anything

Fills the client's name, account and address from the list you maintain, so one choice addresses the email.

Explore GP Populate Anything

Taking it further

Add these optional plugins when your project calls for more.

Optional

GP Read Only

Keeps the populated client details visible but not editable, so an address cannot be changed by accident on the way out.

Explore GP Read Only

Optional

GC Google Sheets

Reads the client list straight from a Google Sheet when that is where your team keeps it.

Explore GC Google Sheets

Optional

GP Notification Scheduler

Optionally schedules a later follow-up from the outreach entry, with a defined stop rule and a working cron schedule.

Explore GP Notification Scheduler

Before you start

A maintained client list and one notification per message.
GC Google Sheets and a Google account only if the client list lives in a spreadsheet.
A free snippet to raise Populate Anything's 500-record query limit if your list is longer than that.
Restrict the page and form to authorized staff roles or capabilities before exposing the client lookup. Login alone is sufficient only when every site account is authorized staff.

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 Populate AnythingPerks

Optional

GP Read OnlyPerks
GC Google SheetsConnect
GP Notification SchedulerPerks

Gravity Perks Basic $59 /year

Covers this on one site. More sites need Advanced or Pro.

Gravity Perks Advanced $169 /year Taking all 2 optional perks too makes it 3 in all, which needs Advanced.

Gravity Connect Basic $59 /year

Only if you add GC Google Sheets.

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.

Can the client list stay in a spreadsheet?

Yes. Populate Anything reads a Google Sheet as a source, which needs the separate GC Google Sheets Connection. A sheet your team already updates can then drive the form without being imported anywhere.

Will it cope with thousands of clients?

Populate Anything queries 500 records by default and a free snippet raises that limit. The build this came from runs on a list of more than 4,000 clients.

How do we keep it to our own team?

Restrict both the page and form to authorized staff roles or capabilities. Requiring login alone also admits customers or members who have accounts; use that setting alone only if every account belongs to authorized staff. Test the client lookup from an unauthorized account.

Can a follow-up go out later?

Add GP Notification Scheduler for a separate scheduled notification. Choose its delay and any repeat limit, keep WP Cron running reliably, and cancel the scheduled message when it is no longer needed. To check a changed entry status at send time, use the documented Only Evaluate Conditional Logic on Send snippet.