Gravity Forms Webhooks Add-On

Connect a Gravity Forms form to Carescale with the Webhooks Add-On, on an Elite or Nonprofit license, with no code.

The Webhooks Add-On comes with Gravity Forms Elite and Nonprofit licenses. On a Basic or Pro license, use the snippet instead.

You need the Endpoint address and the secret from the facility’s Carescale admin. See Website forms for where those come from.

Before you start

• Install and activate the Webhooks Add-On from Forms, then Add-Ons.
• Work through the privacy checklist for each form.
• Make sure the site’s background tasks run. Gravity Forms sends webhooks from a background request the site makes to itself. If those requests fail, the site sends only on its 5-minute WordPress cron, so a quiet site can deliver hours late. Check Forms, then System Status, for background task warnings.

Add the feed

Add one feed to every form that should create leads.

1. Open the form's webhooks

   Open the form, then Settings, then Webhooks, then Add New.

2. Name it and set the address

   Set Name to Carescale. Paste the Endpoint address into Request URL exactly as Carescale shows it, starting with https://. Don’t add a trailing slash or a query string.

3. Set the method and format

   Set Request Method to POST and Request Format to JSON.

4. Add the Authorization header

   Under Request Headers, add one row. Choose Authorization as the name, or add it as a custom key, and set the value to Bearer , followed by the secret.

   Authorization: Bearer wfs_your_secret_here
   
5. Choose the request body

   Set Request Body to Select Fields and map the fields as described below. All Fields also works, but it sends field numbers with no labels, so the Carescale admin has to match every field by hand.

6. Save

   Leave Webhook Condition off, so every submission is sent, and save the feed.

Map the fields

With Select Fields, each row has a key you type and a form field or entry property. Use the keys below exactly as written: Carescale links each one to its lead field as soon as the form’s first submission arrives, so even that first lead fills in. Any other key is turned into a label, so date_of_birth reads “Date of birth”, and the Carescale admin confirms its link under Review.

Key	Map to
first_name, last_name	The Name field’s First and Last inputs
phone	Phone
email	Email
message	”How can we help?” or any free-text message
who_for	”Who is this for?” (myself, a loved one, a client I’m referring)
your_first_name, your_last_name, relationship	The person filling in the form, when it’s for someone else
preferred_contact, best_time	How and when to reach them
text_consent	An “OK to text me” consent field
insurance, member_id	The insurance carrier and member ID
insurance_card_front, insurance_card_back	File upload fields for insurance card photos
utm_source, utm_medium, utm_campaign, utm_term, utm_content, gclid, landing_page	Hidden fields that capture campaign tracking. See Other form tools.

Add these entry properties too, so Carescale can name the form, ignore repeats and place uploads:

Key	Map to
entry_id	Entry ID
form_id	Form ID
form_title	Custom value {form_title}
date_created	Entry Date
source_url	Source URL

Map an Address field one input at a time: street to the street address input, city to City, state to State, and zip to ZIP code. A whole Address field is sent as one joined line that Carescale can’t split.

With Select Fields, only the insurance card keys are downloaded into the lead. Any other upload arrives as a link that stays on the lead. If the form collects other documents, use the snippet, which downloads every upload field.

A form's field links in Carescale (sample data)

Fields you don’t map aren’t sent. Anything Carescale can’t match to a lead field is still kept, word for word, on the lead.

How Gravity Forms sends

• One attempt, no retries. Gravity Forms sends each entry once. When Carescale refuses a delivery, Gravity Forms still notes it as sent and never tries again. The Carescale card shows the refusal under Last rejected delivery.
• A 5-second limit. Carescale answers within well under a second. A network failure pauses the site’s webhook queue for a few minutes and drops that entry.
• Spam isn’t sent. An entry Gravity Forms flags as spam is never sent. If you later mark it Not Spam, Gravity Forms sends it then, once.
• Late deliveries keep their time. An entry that waited in the queue arrives with its original submission time, and Carescale uses that time on the lead.

Test it

1. Submit the form on the live site with made-up details: a 555 phone number and an example.com email.
2. In WordPress, open the entry under Forms, then Entries. Its notes should read “Webhook sent. Response code: 200.”
3. In Carescale, the card reads Receiving, the form appears in the forms list, and a new lead is at New.
4. Clear the test lead with Not an inquiry.

Any other response code is explained in Troubleshooting.