Gravity Forms
Updated 04-28-26 - V: 1.0.0
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This article covers how to connect your Gravity Forms account to FXMedSupport so patient-submitted forms from your website are imported into Cerbo automatically.
The Gravity Forms integration allows you to link your existing Gravity Forms (built on your WordPress website) to FXMedSupport. Once connected, form submissions can be automatically imported into Cerbo as patient documents, mapped to patient record fields, used to create encounters, and triggered on new patient registration — all without manual data entry.
What It Supports
• Mapping Gravity Form fields to Cerbo patient record fields (Full Name, First Name, Last Name, Email, Phone, Date of Birth, Sex, Zip, etc.)
• Assigning patient tags automatically when a form is submitted
• Creating a Cerbo encounter from form responses, with custom fields added to the encounter
• Importing form data as a document into the patient's Cerbo record
• Triggering automatic form imports when a new patient registers in Cerbo
• Enabling auto-import so form submissions are pulled in on an ongoing basis
• Manually importing form submissions on demand from the Import tab
• Optionally deleting the original Gravity Forms submission entry after import
Before You Begin
• FXMedSupport must be installed and connected to Cerbo
• Your Gravity Forms must be published and receiving submissions before setup
• You should know which form fields correspond to which patient record fields in Cerbo
Step 1: Open the FXMedSupport Widget
1. On the right side of the Cerbo screen, click the FXMedSupport circular icon to open the widget.
Step 2: Navigate to the Gravity Forms App
2. Scroll down to the Form Builder section.
3. Click Gravity to open the Gravity Forms app.
4. The app will open with three tabs: Import, Patient Registration Forms, and Settings.
ℹ️ The Gravity Forms app is listed under the Form Builder category in the Available Apps screen alongside JotForms, Type Form, and Form Template Builder.
1. Click the Patient Registration Forms tab at the top of the app.
2. The list of existing Patient Registration Forms will appear. Each row shows the Form Name, whether Create Encounter? is enabled, whether Import Document? is enabled, and whether it is Active.
3. To add a new form configuration, click the blue Add New button.
• Full Name
• First Name
• Middle Name
• Last Name
• Date Of Birth
• Sex
• Zip
• Work Phone
• Home Phone
• Mobile Phone
• Patient Status (defaults to PROSPECTIVE Patient)
ℹ️ You only need to map the fields that exist in your Gravity Form. Fields without a matching form field can be left as Please Select Field. Required fields in Cerbo are marked with an asterisk (*).
Step 4: Configure Tags, Encounter, and Document Options
1. Tags — In the Select tags field, click and choose any Cerbo tags you want to automatically apply to the patient when this form is submitted (e.g., 30 Day Send SMS, Auto Compounding Refill Error, or any custom tag from your practice).
• If Create Encounter is checked, click inside the Fields To Add in Encounter field and select which form fields should appear as questions in the encounter (e.g., Name, Email, Medical Practice). These fields will be visible to the patient in the app they use.
4. Is Active? — Check the Is Active? checkbox to activate this form configuration. The form will only be processed by the system when this box is checked.
5. Once all options are configured, click the blue Save Changes button.
⚠️ Warning: The form will not be processed by the system unless the Is Active? checkbox is checked. Always verify this is enabled before saving.
💡 Tip: You can configure multiple Patient Registration Forms — one for each Gravity Form on your website. Each form gets its own field mapping, tag assignment, encounter setting, and document import setting.
Step 5: Configure the Settings
1. Click the Settings tab at the top of the Gravity Forms app.
2. Configure the following options:
Gravity Form Import On Registration — Check this box to enable automatic form import whenever a new patient registers in Cerbo. When enabled, the system will pull the selected forms for every new patient created.
Select Import Registration Forms — Click inside this field and select the specific Gravity Forms to import at registration (e.g., Newsletter Sign-up, Demo Request (c)). Multiple forms can be selected and will appear as tags in the field.
Enable Auto Import — Check this box to have the system continuously and automatically pull in new form submissions on an ongoing basis after they are submitted on your website.
Delete Origin Submission Entry — Check this box only if you want the original Gravity Forms submission to be deleted after it is imported into Cerbo.
3. Once all settings are configured, click the blue Save Changes button.
⚠️ Warning: Enabling Delete Origin Submission Entry will permanently remove the original submission from Gravity Forms after it is imported into Cerbo. Only enable this if you are certain you do not need to retain the data in Gravity Forms.
Step 6: Manually Import Form Submissions
1. Click the Import tab at the top of the Gravity Forms app.
2. In the Select Form dropdown, click and choose the Gravity Form whose submissions you want to import. The dropdown will show all forms connected from your Gravity Forms account.
3. Click the blue Import button.
4. The system will process the import. Once complete, the imported form data will be synced into Cerbo and will be accessible in the patient's document record.
5. If Import Document was enabled for this form in Step 4, the submission will also appear in the patient's Cerbo document list for review.
💡 Tip: Use the Import tab to test your setup immediately after configuring a new Patient Registration Form. Manually importing a test submission lets you confirm that fields are mapping correctly before going live.
Summary
Click the Patient Registration Forms tab and click Add New to create a new form configuration.
Select your Gravity Form from the Select Patient Register Form dropdown.
Map each Cerbo patient field to the corresponding field in your Gravity Form.
Configure Tags to apply automatically, enable Create Encounter if needed, and select encounter fields.
Enable Import Document to save form submissions as patient documents in Cerbo.
Check Is Active? to activate the configuration and click Save Changes
In the Settings tab, enable Gravity Form Import On Registration and select the forms to import at registration.
Check Patient Registration Form to include your configured forms in the registration import.
Enable Auto Import and select forms to have submissions pulled in continuously.
Optionally enable Delete Origin Submission Entry to remove submissions from Gravity Forms after import.
Click Save Changes in the Settings tab.
Use the Import tab to select any form and click Import to manually pull in submissions on demand.
Troubleshooting
Form fields are not mapping correctly to Cerbo patient records → Review your field mapping in the Patient Registration Form setup screen. Make sure each Cerbo field is matched to the correct field from your Gravity Form dropdown. Fields left as Please Select Field will not be imported.
The form configuration is set up but submissions are not being imported → Confirm that the Is Active? checkbox is checked for the form configuration. An inactive form will not be processed even if all other settings are correct.
Enable Auto Import is checked but new submissions are not appearing in Cerbo → Confirm the correct forms are selected in the Select Auto Import Forms field and that Save Changes was clicked. If submissions still do not appear, navigate to the Import tab, select the form, and click Import to trigger a manual sync.
A form submission was deleted from Gravity Forms unexpectedly → The Delete Origin Submission Entry option was likely enabled. Uncheck this option in the Settings tab and click Save Changes to prevent future submissions from being deleted after import.
Need Help?
If you run into any issues while setting up the Gravity Forms integration, please reach out to our support team. We're happy to help!