Learning Center

Your site’s form system, Gravity Forms, has a multitude of add-ons. Some of these are very handy for sign-ups, requests, and registrations, including signing up to bring a potluck dish, or signing up for flowers for worship, or making a rental request.

Please contact us at support@worshiptimes.org or submit a support ticket to tell us your use-case scenario and to activate the appropriate add-on(s) for you.

Inventory Add-On – Simple

Time Slots, Item Sign-Ups, and Limiting Event Registrations

If you have a list of time slots for an event for someone to sign up to volunteer, or if you have a list of items that attendees need to bring, the Inventory add-on is very helpful. (There is a similar add-on called Limit Choices, which looks and functions very similarly, but Inventory has more options).

• Create a new form or edit an existing form.
• Add a field for your options – this could be one of the following:
  • drop-down field (single item selection) – allows someone to sign up for one slot, item, or ticket type
  • radio button field (single item selection) – allows someone to sign up for one slot, item, or ticket type
  • checkbox field (multi-item selection) – allows someone to sign up for more than one slot, item, or ticket type
  • product field – useful if you have also tied your forms system to a payment processor and are collecting money, for instance having a limited number of tickets per ticket type for a paid event
• In the field’s settings, scroll down to Perks and click on it.
• Under “Inventory Type,” select either Simple or Advanced.
  • Simple (most common) – use when there is a specific number per option, for instance, you need 5 people to sign up for the 8am-9am slot; or you need 4 desserts brought to the potluck.
  • Advanced – used for advanced inventory like for variations on products, when tying to other fields (like combining inventory with the date limiting from above), or for sharing inventory across multiple fields.
• For drop-downs, checkboxes, and radio buttons, in the field’s settings, click on Edit Choices to add the items that you want people to select.
  • For time slots, you will need to manually create the time slots based on your needs. Example:
    • 8-9am
    • 9-10am
    • 10-11am
    • etc
  • For sign-ups, add the list of items. Example:
    • Entrees
    • Vegetables
    • Drinks
    • Desserts
• If you selected a Simple inventory type, next to each option will be an inventory field – enter in a number to specify the maximum number you want for that field. Example:
  • Entrees – 4
  • Vegetables – 8
  • Drinks – 10
  • Desserts – 1
• Save the form

Every time a form is submitted with an option, the inventory decreases for that option. Once it reaches 0, the option is no longer displayed on the form, and no one else can select it.

Limit Dates Add-On

Rental Requests and Other Date-Specific Sign-Ups (one sign-up per date)

The Limit Dates Add-On is perfect for a rental request form. It can also be used for a date-specific sign-up, like flower sign-ups for worship.

Using this add-on by itself allows you to have manual control over which dates are selectable on the form. If you would like the date to automatically disappear once it has been selected and submitted as opposed to manually editing the form every time, it can be used in conjunction with the Inventory add-on – see below.

After contacting us to activate this add-on for you:

• Create a new form or edit an existing form.
• Make sure that your form has at least one Date field (found under the Advanced fields) AND that the “Date Input Type” is “Date Picker” (which it should be set to by default).
• In the Date field’s settings, scroll down to Perks and click on it.
• If you have a beginning and/or end date to the date selection period (for instance, if you were only taking requests or sign-ups during the month of June), choose them under Minimum Date (when the time period starts) and Maximum Date (when the time period ends).
  • TIP – You can also use Current Date and a modifier to have a dynamic, rolling date selection.
• If your sign-up occurs on a specific day of the week (every Sunday, for instance), deselect “All Days” and select the day(s) of the week that you need.
• To add an exception or remove a date from being selectable (for instance, the event isn’t happening on July 4), click on Add Exception and select the date.
  • To add multiple exceptions, continue clicking on Add Exception for each one.
  • Once someone has submitted the form and you’ve approved the date, come back to this section and manually add the date to remove it so that it can’t be selected by someone else. If you want the date to automatically disappear once selected, see below for combining the Limit Dates add-on and the Inventory add-on.
• We recommend clicking the checkbox next to “Enable Inline Date Picker” to display the calendar directly on the form, but this is not required.
• Save the form.

At this time, it is not possible to select multiple dates from a single Date field. If you’d like this functionality, use a Checkbox field and manually list all possible options.

Rental Requests for Multiple Days

• First, you need two date fields – one start date and one end date. If you’ve already started a form and have set up on date field – and if that date field already has a minimum and maximum date, exceptions, etc – duplicate that date field for your second date field, and it will retain all of its settings.
• In the second date field, your end date field, click on the Perks tab.
  • In the Minimum Date dropdown, select your start date field.
• If adding exceptions manually after submissions, make sure to add exceptions to BOTH date fields.

Note that it is not currently possible to automatically block a date range from the date picker once a form has been submitted. You will have to add the date exceptions manually to both date fields. If you are interested in hiring us to custom develop this for you, email us at support@worshiptimes.org or submit a support ticket, and we’ll provide you with a quote.

Limit Dates & Inventory (Advanced)

Sometimes you need something a little more complicated. These add-ons can be used in conjunction with each other in a variety of ways.

As a scenario, let’s say you want to have people sign up for flowers each Sunday, but you only need one person to sign up for each date, and you don’t want to manually edit the form every time someone signs up.

• First, check in with us to make sure that you have both add-ons activated
• Use the Limit Dates instructions above to add a Date field with the parameters that you need (every Saturday)
• Add a choice or product field for your needs:
  • Radio button, checkbox, or dropdown w/ one option – ex. “I would like to sign up for flowers on this date.” It is important that there is only one option.
    • TIP – Use a dropdown or check the box or radio button in your form editor then make the field hidden.
  • Product field w/ Price = $0 and quantity enabled, for allowing for multiple attendees/volunteers for one registration, or disable if only a quantity of one is needed
  • Hidden Product field w/ Price =$0 and quantity disabled – allows for only one person per registration
• If a choice field, edit the choices and give it an inventory per the Inventory instructions above – type in 1 if you want 1 sign-up/request per date. For product fields, you’ll set the inventory in the Resource below.
• Scroll down to Perks and under Inventory Type, select Advanced
  • Click on “Add” next to Resource
  • Give your Resource a name, like Date. If this is a product field, you’ll add the inventory here.
  • Add a Scope and give it a name, Date is also fine
  • Click the Add button
  • Under Scopes next to the new scope that you added, select the field that the scope is connected to – in this case, your Date field
  • Edit any of the message and/or other settings.
• Save the form

Other scenarios and more details about Advanced Inventory available on Gravity Forms.

Note that signing up for multiple dates using one date field is currently not possible. A user would need to refresh the form page, or you could add a link to the Confirmation for the user to fill out the form again.

Note that it is also not currently possible to automatically block a date range from the date picker once a form has been submitted. You will have to add the date exceptions manually to both date fields. If you are interested in hiring us to custom develop this for you, email us at support@worshiptimes.org or submit a support ticket, and we’ll provide you with a quote.