Back to Booking Calendar Guides

This guide applies to:

  • Basic Edition
  • Plus Edition
  • Pro Edition
  • Business Edition

Introduction

Use Gravity Forms to create complex appointment booking forms using Simply Schedule Appointments (SSA).

With Gravity Forms you can make booking forms that include conditional logic and so many more advanced fields.

Potential Use Cases:

  • Direct visitors to specific appointment types based on their information
  • Custom confirmation pages after booking

What You Need First

Premium Version of Gravity Forms. Including their Basic, Pro, or Elite plan.

Go through the Setup Wizard in SSA and finish setting up your Booking Calendar rules and styling.


Using the Appointment Form Field in Gravity Forms

Go to your WordPress Dashboard > Forms > Add New to create a new form for booking appointments.

Make sure to include the basic fields that SSA requires to log appointments:

  • Name
  • Email

You could also create other fields to collect customer information for the appointment. SSA should be able to collect this information too. So, feel free to use Checkboxes, Radios, Phone Number, etc.

Adding the Appointment field to a form

Now, add the Appointment field to your form to let people choose a time slot. Find it under Advanced Fields > Appointment.

The Appointment field settings let you choose whether you’d like to display all the Appointment Types or a specific Appointment Type (assuming you’ve created multiple Types in the SSA admin page).

You’ll also need to tie the Name and Email fields to SSA using the Form Field dropdowns.

Choosing a Specific Appointment Type for the form

After that, you should be able to add your form to any WordPress page or post. Use the Gravity Forms’ shortcode or block.


Booking a Time Slot with Gravity Forms

Visitors will use your form to enter their information and choose an Appointment Time Slot.

When they choose a time slot, they’ll see a confirmation of their time. After they’ve filled in the required details and chosen a time, they can submit the form.

Booking a time slot with a basic form

Managing the Booked Appointments

When you view the entry in the Gravity Forms, you’ll see a summary of the details, along with a link to manage the appointment in SSA.

In SSA, you should see the all the Gravity Forms field details along with a link to view the entry in Gravity Forms.

Viewing appointments from the booking form

Canceling Gravity Form Appointments

To cancel an appointment, go to WordPress Dashboard > Appointments > Click on the Appointment you’d like to cancel > Click Cancel this Appointment > Confirm Cancellation.

The entry in Gravity Forms will need to be deleted separately, canceling in SSA doesn’t affect those entries.

Canceling an appointment through SSA, makes sure that the time slot is opened again on the Booking Calendar.

Appointments can’t be canceled or deleted from the Gravity Forms entries page. If you delete an entry, SSA will still hold the record of the appointment. 


Overhead Calendar View of Booked Appointments

If you’d like to have a Calendar View of your booked appointments, you could sync SSA with Google Calendar.


Sending Customer and Admin Notifications

You could use either Gravity Forms or SSA to send your clients notifications and reminders.

We recommend using SSA to send text message or email notifications. Since this will make sure that you can send:

  • clients a unique cancelation/rescheduling link 
  • tailored emails depending on the Appointment Types booked
  • you and your clients get cancelation emails

Here are some guides to setting up email notifications with Gravity Forms.

Just remember, that if you use Gravity Forms for the notifications, to disable the default email notifications in SSA. They are setup to automatically send once you finish the Setup Wizard.


Still stuck?

File a support ticket with our five-star support team to get more help.

File a ticket

  • Please provide any information that will be helpful in helping you get your issue fixed. What have you tried already? What results did you expect? What did you get instead?
  • This field is for validation purposes and should be left unchanged.

Related Guides