Gravity Forms Not Sending Email Confirmations: How to Fix It

The Problem:

We have a lot of clients that run into problems with form notifications not coming to their inbox when a visitor fills out a Gravity Forms form on their site.  This is a huge issue when your contact form is the first point of contact with a new customer and you don’t even know someone is reaching out.

The issue is caused by the way WordPress handles email delivery. When your notification email is set to an email at your domain (ie. info@yourdomain.com), the notifications often don’t make it through.

The Easy Fix:

Simply change your notification email address to a non-domain email. Have the notifications send to a separate Gmail or Yahoo account instead of your “name@yourdomain.com” email.

  1. Click “Forms” on the left side of the page, then click the title of the form that is having an issue.
  2. Hover over “Form Settings”, then click “Notifications”notifications
  3. Click “Admin Notification”, then change the “Send to Email” to a non-domain email.

The “little bit harder” fix:

Instead of just changing your notification email address, we are going to walk through how to change the way WordPress handles email delivery. Let’s jump into it!

1. Create a new Gmail account. You will be using this email to send notification emails through. I won’t go through signing up for Gmail here, but is is straightforward once you get here.

Now that you have a new Gmail account, you will need to download and install this plugin: Configure SMTP.

  • Click “Plugins” > “Add New”
  • Search “Configure SMTP” and select “Install Now”installsmtp
  • Then click, “Activate Plugin”activate
  • Next, go to “Settings” on the left side of your dashboard and click “SMTP”
  • Click the option, “Send e-mail via GMail” which automatically puts the right settings in. The last thing you need to do is enter your SMTP Username (Your gmail address – the full thing) and your SMTP password (your new Gmail login).
    settings-smtp

That’s It!

Go ahead and test your form and see if the notification make sit to your inbox. If you are still having trouble with it, let us know, we are here to help!

 

61 replies
  1. Michelle
    Michelle says:

    The other fix which worked for me, is when the domain name is the same as the email you are trying to send notifications to but they are not hosted on the same server (mail and website), you need to contact your host and have your mail server DNS Zone changed to “external”. Then install a SMTP plugin and you can have it sent to the same domain name. :)

    Reply
    • Kevin
      Kevin says:

      Hi Michelle,
      Thanks for the tip! That is a great point for those that have hosting and email from different providers, but still use their @domain email. Thank you!

      Reply
      • Ryan WHy
        Ryan WHy says:

        I am a full time web dev and I could only get my mail server from address from debug information. Perhaps something to display this info front end will help laymen get admin notifications working.

        Reply
        • Kevin
          Kevin says:

          Hi Ryan, this is a good idea! Hopefully Gravity Forms could add this or anything else to help pinpoint the reason notifications are not sending.

          Reply
    • Kevin
      Kevin says:

      When these two methods don’t work for me, it is almost always a hosting issue. Can you contact your host to see if there is a reason emails are being blocked from being sent from your site? If all else fails, you can try a third party form that uses their servers to send the notification (like Wufoo forms).

      Reply
      • Jaspreet Singh
        Jaspreet Singh says:

        Hello ,

        I am not using this or any other plugin as i think that won’t help. As i have already tried. this.

        In my case emails are not blocked but i keep getting Authentication failed message after form submission any idea why ?

        Thanks

        Reply
        • Kevin
          Kevin says:

          Hi Jaspreet,
          I have not seen an authentication error with Gravity Forms before. I have seen the recently pop up with clients using Contact Form 7 where they need to update the send to field to an email using the domain. Where are you seeing the authentication error in Gravity Forms?

          Kevin

          Reply
    • Manisha Vasani
      Manisha Vasani says:

      When setting up a notification the From Email field MUST contain an email address that includes your website’s domain name.

      Reply
      • Wendy Zdrodowski
        Wendy Zdrodowski says:

        Will it work if I have more than one email listed in the “FROM” field, as long as ONE of them is an email address that contains our website’s domain name?

        I had been using a form which asked for the customer’s email address and listed that as the FROM address in the form responses, so that our property managers could reply directly to the person who filled out the form.

        We can do without this if needed, but it would be convenient if we could have both.

        I’m the admin – everyone else has an @ourdomainname email address but mine is a ourcompanyname@gmail.com and I’ve been the only one getting form notifications for the past 6 weeks and we just realized this yesterday. I’ve got a temporary workaround with all form data being sent to me and I will manually route the messages to the correct person, but that’s just until I can work out a proper plug-in based fix.

        Reply
        • Kevin
          Kevin says:

          Hi Wendy, I do not believe you can have more than one “FROM” address in Gravity Forms (an email can only come from one address). The FROM address does not have to be from your domain. It sounds like you may be trying to set setup multiple “TO” addresses, which is supported. You can route the notification directly to the property manager’s address and still keep the FROM address to the person submitting the form. Hopefully that helps!

          Reply
  2. yvonne
    yvonne says:

    I have just looked at this as I have the same problem. Unfortunately, the plugin suggested above has not been updated for 2 years and is therefore not safe to install. Are there any other plugins you recommend that do the same thing?

    Thanks.

    Reply
  3. Kevin
    Kevin says:

    I had the same issue and the fixes above did not work for me. I created a new test form and that seem to work fine. The issue is that I found is that I first created my contact form almost two years ago and since then have just added extra fields where needed and only in the past three months have I not received emails from that form. By deleting the form and recreating it fixed my issue. Somewhere along Gravity forms updates the form got corrupted some how. But all is working by recreating it.

    Reply
    • Kevin
      Kevin says:

      Very interesting! Thanks for your input, I am sure that will help a lot of people who didn’t have the above work. Gravity Forms being a premium plugin, they don’t have as much responsibility (or desire) for backwards compatibility. It gives them a good reason to say, “You will have to buy a new license to get things working”. Thanks!

      Reply
  4. Graeme
    Graeme says:

    I’ve encountered the same problems, and they’re usually fixed if I recreate the forms. It’s a pain, but it’s better than having to create a new, separate email address.

    Reply
    • Kevin
      Kevin says:

      Thanks for letting us know what worked for you, Graeme. It seems like this can be a good option when nothing else is working.

      Reply
  5. Hesham Zebida
    Hesham Zebida says:

    Thank you for introduce me to the Configure SMTP plugin. While it has not been updated for a long time now, but I found it to be the one that works for me.

    In my case, I use GravityForms plugin to send support tickets, I forward these emails to HelpScout, my issue was that I need the email sender and name not to be overridden so I can look up some useful data about my clients purchases and the plugin they want to get support for. Unfortunately, plugins like WP SMTP and WP-Mail-SMTP didn’t work for me.

    I just wanted to share this for anyone who is having same issue.

    Cheers!

    Reply
    • Kevin
      Kevin says:

      Awesome, glad this could help, Hesham! Thanks for letting us know about how you are using Configure SMTP, hopefully that will help others too.

      Reply
  6. lex
    lex says:

    I already was using an external email address and I’m still not getting notification emails. Then, GMail is preventing my authentication attempts so the SMTP plugin is not working for me. This is very frustrating.

    Reply
    • Kevin
      Kevin says:

      Hi Andrew, I have not had an outdated version cause the notification to not send. I have seen an outdated version disable the form editor, but there is usually not any impact on the notifications. Either way, it would be a good idea to update it to see if it does anything.

      Reply
  7. scomkeisupphu.science
    scomkeisupphu.science says:

    We have a lot of clients that run into problems with form notifications not coming to their inbox when a visitor fills out a Gravity Forms form on their site. This is a huge issue when your contact form is the first point of contact with a new customer and you don t even know someone is reaching out.

    Reply
  8. Michael
    Michael says:

    Hi Kevin,

    Thank you for your options of Gravity form, I have same issue with it, but the mail sent to is a non-domain email. I can’t still received email, Why?

    Reply
    • Kevin
      Kevin says:

      Hi Michael,

      No problem. It sounds like you may have an issue with your server and how they handle the website email. It would be best to call your host and see if they can make any changes. If not, I would still try to use the SMTP plugin because it will bypass your server’s mail settings.

      Thanks,

      Kevin

      Reply
      • Keith
        Keith says:

        Hi Kevin, What if it is a Google Apps or G Suite email account…with domain as ending? I can’t take the time to recreate the form as some others have said worked for them. about 100 fields with conditional logic and all. Still just a hosting thing? Thanks

        Reply
        • Kevin
          Kevin says:

          Hi Keith,

          Sorry if I am not understanding correctly… if you need to change the email, you do not need to recreate the form. Just go to form settings > notifications and change the notification email to the non Google Apps email. Your form should stay the same. Let me know if you meant something else.

          Thanks,

          Kevin

          Reply
  9. Beth
    Beth says:

    I’m have a lot of troubles with forms and getting notifications, Not sure if you can help me or not, I downloaded STMP mailer to try to fix it. I’m not getting notified when people submit a request. I’m pretty sure I have everything filled out correctly. I had it working briefly but now it’s not again and I don’t know what kind of things I changed to mess it up. Please help!

    Reply
  10. Blair
    Blair says:

    I’m wondering if you can shine some light on my situation. Gravity forms suddenly just quite forwarding email to the domain address email accounts but still sends email to Gmail and other accounts not of the same domain. The email is handled by Office365 (outlook servers). It worked fine then about 3+ days ago it just quit. Retesting with different addresses give me varied results, and at one point I wasn’t even getting test messages to my Gmail anymore.

    Reply
    • Kevin
      Kevin says:

      Hi Blair,

      Since the email notifications are getting through to non-domain emails, it definitely sounds like the emails are getting blocked being sent from the site to your domain emails. The best solution I have come across is to use SendInBlue (https://www.sendinblue.com/) to power transactional emails (like notifications from the site). They are free to use, but you do need to activate transactional emails once you create an account, which can be tough sometimes. Once that is activated, you can add their plugin to your site and connect your account. So far, that has solved every problem I have seen. Hope that helps.

      Thanks,

      Kevin

      Reply
      • Blair
        Blair says:

        Adding another application managed from outside the server is yet another variable I prefer to do without. It just escalates my list of troubleshooting issues and wastes more of my time going into yet another learning curve. The issue has to be somewhere between GF and the server, that’s the solution I am looking for. Thanks for giving it a shot though. You’ve been more help than GF Priority Support which basically gave me their stock answer: “Not our problem”.

        Reply
        • Kevin
          Kevin says:

          Got it, it is just one more thing to manage or troubleshoot. Your best best is contacting your host and see if they have any logs for the emails not sending and seeing if you can get your email whitelisted on your server. Good luck.

          Reply
  11. kolli
    kolli says:

    Hello I am new here Kevin, I have recently encountered similar issue mails entries were recorded in GF but emails were not sent to outside emails which are set to go, tried different domain emails still the same..

    Tried smtp plugin as suggested smtp test mails were recieved, and weird part is i tired contact form plugin the forms submitted through contcact form were recived as well.. only Gravity Forms were not received.. Tried to contact Host Support Godaddy absolutely useless.. any ideas…

    please help.?

    Reply
    • Kevin
      Kevin says:

      Hi Kolli,

      It sounds like there may be an issue with GF’s itself. Can you please make sure you are on version 2.2.5? If you are, there may be either a plugin or theme conflict going on. Let me know what you find.

      Thanks,

      Kevin

      Reply
  12. Corrie Kuster
    Corrie Kuster says:

    Hello Kevin,

    Hope you can help me fix my problem. I use the routing option in one of my forms. People can choose where to order and then a notification is sent to both the orderer and the orderpoint. The first one works but the second does not, the order never reaches the orderpoint.

    Thanks
    Corrie

    Reply
    • Kevin
      Kevin says:

      Hi Corrie,
      It sounds like there might be an issue with the conditional logic on the form. Feel free to call or use our contact form and I will try to help you out.

      Thanks,
      Kevin

      Reply
  13. Steve
    Steve says:

    If you do use an SMTP, how would you go about adding multiple TO Email addresses? In gravity forms, you can just add a bunch in separate notifications. But, it looks like the SMTP’s are only set up to send to one. And they aren’t exactly easy to set up using domain emails (with having to find the port? or whatever else).

    Reply
    • Kevin
      Kevin says:

      Hi Steve,

      The SMTP plugin connects your site to your Gmail server to power the site’s email delivery. You will still add multiple email addresses to the Gravity Forms notification settings like you had been doing before, it will just use Gmail servers to send out those emails. Hopefully that makes sense.

      Thanks,

      Kevin

      Reply
      • Luis
        Luis says:

        Hi Kevin,
        First of all I want to thank you all your help and willing to help us. I read the entire post and it is amazing you keep answering. Thanks for that!
        As the original problem, I am not receiving emails from Gravity forms to my Gsuite account but I am receiving to another address. We tried to configure via SMTP with WP Mail Bank plugin but still no success. My site is hosted in Go Daddy and my email in G Suite. I have full access to all the configuration both on the email account and host, I even change a TXT register to “v=spf1 a include:_spf.google.com ~all” as a Gravity forms post suggest. But still not working. Do you have any idea? ¿Any configuration that you could suggest me to take a look?

        Reply
        • Kevin
          Kevin says:

          Hi Luis,

          Thanks for your comment, I appreciate it! What I have been doing lately is using the SendInBlue service to power the email delivery instead of setting up the SMTP plugin. SendInBlue has a free plan that you can use to send emails from the site and it is really easy to setup with their plugin. It has been working really well for clients having the same issue. Let me know if you have questions setting it up.

          Thanks,
          Kevin

          Reply
  14. Administrator
    Administrator says:

    Hey Kevin,

    Thanks for all your support for all of us. I have the below problem with SMTP.

    Connection: opening to smtp.gmail.com:465, timeout=300, options=array ()
    Connection: Failed to connect to server. Error number 2. “Error notice: stream_socket_client(): unable to connect to smtp.gmail.com:465 (Connection refused)
    SMTP ERROR: Failed to connect to server: Connection refused (111)
    SMTP connect() failed. https://github.com/PHPMailer/PHPMailer/wiki/Troubleshooting

    I have tried serveral different SMTP Plugins. I have used both personal and business gmail accounts, but it seems like there is a block. I called GoDaddy several times, they said they are not blocking anything. We eve ran a test email from a script they provided and it worked. I have been working on this for 2 days and cant resolve this. Can you please help. If it is GoDaddy what is it I need to say to them, I’m lost at this point.

    Reply
  15. Administrator
    Administrator says:

    Thanks for all your support for all of us. I have the below problem with SMTP.

    Connection: opening to smtp.gmail.com:465, timeout=300, options=array ()
    Connection: Failed to connect to server. Error number 2. “Error notice: stream_socket_client(): unable to connect to smtp.gmail.com:465 (Connection refused)
    SMTP ERROR: Failed to connect to server: Connection refused (111)
    SMTP connect() failed. https://github.com/PHPMailer/PHPMailer/wiki/Troubleshooting

    I have tried serveral different SMTP Plugins. I have used both personal and business gmail accounts, but it seems like there is a block. I called GoDaddy several times, they said they are not blocking anything. We eve ran a test email from a script they provided and it worked. I have been working on this for 2 days and cant resolve this. Can you please help. If it is GoDaddy what is it I need to say to them, I’m lost at this point.

    Reply
    • Kevin
      Kevin says:

      Hi,

      No problem! I would suggest using “SendInBlue” to power the notification emails instead of trying the SMTP plugin. I have found it to work really well when SMTP plugins do not. You signup for their free plan here: https://www.sendinblue.com/, then add their plugin to your site and connect your account. Hope that helps!

      Thanks,

      Kevin

      Reply
      • Michael Eugene Shaner
        Michael Eugene Shaner says:

        Kevin,

        I appreciate your commitment to this on-going challenge. Your SendinBlue solution doesn’t seem (to me anyway) to be as ‘plug-and-play’ as it reads (above). That is, there seems to be much to do about ‘transactional’ versus ‘marketing’ emails, volumes, etc., as well as references to OTHER needed resources (e.g., Zapier membership) in order to resolve the long-standing, pathetic disconnect between WordPress/GoDaddy Hosting/Gravity Forms to send emails of ANY sort?

        Could you (please) be more specific?

        Thanks,

        Michael

        Reply
        • Kevin
          Kevin says:

          Hi Michael,

          SendInBlue has made it a bit more confusing to setup. I will have to do a separate tutorial in the near future to walk through it. Once you create an account at SendInBlue, you will want to use their “Transactional Emails”. I have had some clients that need to be granted access to use Transactional emails from SendInBlue before using them on their site. To do that, you will need to send an email to their support. If you still need help, feel free to send me an email at kevin@wponcall.com

          Thanks

          Reply
  16. Tyler D.
    Tyler D. says:

    Thanks for a great article. I have a question – we have our website sent through CloudFlare, and up until recently, I had the “Email” “Mail” and “SMTP” going through Cloudflare. Would removing it so it’s “DNS Only” in essence fix this problem?

    Thanks!

    Reply
    • Kevin
      Kevin says:

      Hi Tyler,

      No problem! It sounds like you have the email going through Cloudflare currently. If you are having issues with deliverability now, it would be best to go to DNS only and then setup a separate SMTP plugin. Lately, I have been using SendGrid, which I find works really well. Thanks!

      Reply

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