Gravity Forms Scheduled Entry Exports

Automatically emails you a spreadsheet of new form submissions on an hourly, weekly, or monthly schedule. Works with Gravity Forms.

Description

Gravity Forms Scheduled Entry Exports keeps you in the loop without logging in to your website. On the schedule you choose, it gathers your new form submissions into a spreadsheet (CSV) and emails it straight to your inbox — or to anyone else who needs it.

It's built on the official Gravity Forms add-on framework, so it feels right at home: open any form, go to Settings → Schedule Entry Exports, and add as many scheduled exports as you like.

What it does

• Sends an email with a spreadsheet of new submissions — hourly, weekly, or monthly.
• Weekly exports go out on the day of the week you pick; monthly exports on the day of the month you pick, both at your chosen time.
• Each export only includes submissions received since the last one, so nothing is missed and nothing repeats.
• Set who receives it, plus the From name, From email, Reply To, BCC, subject, and message — with merge tags like {admin_email} supported.
• Use conditional logic to only include submissions that match rules you set (for example, only entries that chose a certain option).
• Set up as many exports as you like, on any of your forms, each with its own schedule and recipients.
• The feed list shows each export's schedule and when it last ran, right inside your form's settings.
• A "Send Test" link on every export sends it immediately using its saved settings, so you can confirm everything works without waiting for the schedule.
• Need a one-off spreadsheet instead? Set an export to "Manual download", then click "Download" in the list and pick the dates. Nothing is emailed.
• Quiet periods with no new submissions are skipped by default — no empty emails. Weekly and monthly exports can instead send a short "still running" note, with a message you can customize.
• The spreadsheets open cleanly in Excel and Google Sheets.

Good to know

• Gravity Forms (the free version is fine) must be installed and active.
• Exports send reliably when your website sends email reliably. If your site's emails sometimes land in spam, pair this with a free email delivery plugin such as FluentSMTP or WP Mail SMTP.
• No submission data is ever left on your server — the spreadsheet is created, emailed or downloaded, and immediately deleted.

By Mixbus Marketing | https://mixbusmarketing.com/

Installation

1. Upload the plugin to your website and activate it.
2. Open the form you want reports for, then go to Settings → Schedule Entry Exports.
3. Click "Add New", give the export a name, choose how often it should go out and who receives it, then save.
4. Back on the list, click "Send Test" to send it right away and confirm it arrives.

Frequently Asked Questions

When exactly does the email arrive?

At or shortly after the delivery time you chose, in your site's timezone. Websites send scheduled emails when they next get a visitor, so on very quiet sites the email can arrive a little later.

Which submissions are included?

Everything received since the previous export went out. A brand-new export starts counting from the moment it's created, and sends its first email at its first scheduled day and time.

What happens if there were no new submissions?

By default nothing is sent, and the feed list notes that the last run had no new entries — you won't get empty spreadsheets. On weekly and monthly exports you can turn on "Send an email even when there are no new entries" to get a short note confirming the export is still running; you can write your own version of that note or leave it blank to use the ready-made one.

Can I download a spreadsheet instead of having it emailed?

Yes. Add an export, set Frequency to "Manual download", and save. Its row in the list then has a "Download" link: pick a From and To date and the spreadsheet downloads straight to your browser. Leave From blank to start at the first entry, and To blank to include everything up to now. The To date includes that whole day. The export's conditional logic still applies, and downloading needs the Gravity Forms "Export Entries" permission. Manual exports never send email, and turning one off doesn't stop you downloading it.

Is the exported data stored anywhere?

No. The spreadsheet is created in a temporary location, emailed or downloaded, and deleted right away.

Changelog

1.3.0

• New: "Manual download" frequency. Pick any From and To dates and download the spreadsheet from the export list, with nothing emailed.

1.2.0

• New: {period_start_date} and {period_end_date} merge tags that show just the date, without the time — handy for tidier subject lines.

1.1.0

• New: weekly and monthly exports can now send a short email on periods with no new entries, so recipients know the export is still running. Turn it on per export under "Quiet Periods", and optionally write your own no-entries message (leaving it blank uses a ready-made one).
• New: the Message box now shows the ready-made email text it will use when left blank, so you can see exactly what recipients get before deciding to customize it.

1.0.0

• First release: scheduled entry exports built on the Gravity Forms add-on framework. Hourly, weekly, or monthly emails with a CSV spreadsheet of new submissions, per-form export feeds, merge tag support, conditional logic, a last-run status column, and a "Send Test" action to try any export immediately.