How to Connect WordPress Form to Google Sheets: Step-by-Step Guide

Businesses often collect valuable data through WordPress forms. However, accessing and analyzing this data can be challenging. Manual data entry into spreadsheets is time-consuming and error-prone. This can hinder data analysis, slow down workflows, and limit insights.

In this article, we will discuss how WordPress experts integrate WordPress forms with Google Sheets. This automated process enables efficient data transfer and allows you to gain valuable insights for better decision-making. So, let’s start!

Why You Should Connect WordPress Forms to Google Sheets?

Connecting your WordPress forms to Google Sheets provides a seamless way to manage data collection and analysis. This integration is especially useful for businesses, marketers, and developers who rely on accurate and real-time data to make informed decisions. Let’s explore the reasons why this connection is a must-have for your workflow:

1. Automated Data Collection

Transferring data manually from WordPress forms to Google Sheets is tedious, prone to errors, and consumes valuable time. Automation eliminates these issues by ensuring every form submission is instantly recorded in Google Sheets.

For example, when a customer fills out a contact form or survey on your website, their details are automatically added to your spreadsheet in real-time. This not only saves time but also ensures you never lose critical data, even during peak activity periods.

2. Centralized Data Management

Google Sheets serves as a powerful central repository for all your form submissions. Whether you’re collecting leads, processing customer feedback, or managing event registrations, having all your data in one place ensures better organization.

Centralized storage allows you to access, sort, and filter data effortlessly. Additionally, you can create separate tabs for different form types or campaigns to keep everything neat and organized.

3. Enhanced Team Collaboration

One of the standout features of Google Sheets is its real-time collaboration capabilities. Multiple team members can access, edit, and comment on the same spreadsheet simultaneously, making it an ideal choice for teams working remotely or across different time zones.

For example, your marketing team can analyze lead submissions while your sales team updates their status—all in the same shared document. The ability to track changes ensures transparency and accountability.

4. Advanced Data Analysis and Visualization

Google Sheets is more than just a spreadsheet tool; it’s a powerful analytics platform. You can use its built-in formulas, pivot tables, and charts to transform raw form data into actionable insights.

For instance, you can analyze trends in customer feedback, measure the performance of a marketing campaign, or segment leads based on their responses. The ability to create visual charts and dashboards directly within Google Sheets makes it easy to present your data in a professional manner.

5. Real-Time Notifications and Updates

When integrated with tools like UnCanny Automator or Zapier, connecting forms to Google Sheets allows you to set up real-time notifications.

For example, your team can receive instant Slack messages or email alerts whenever a form is submitted. This ensures no submission goes unnoticed and enables your team to act promptly on time-sensitive data, such as high-priority leads or urgent inquiries.

6. Custom Workflows for Efficiency

Beyond simple data transfer, connecting WordPress forms to Google Sheets allows you to create custom workflows tailored to your business needs. Using automation plugins like UnCanny Automator, you can build workflows that trigger additional actions.

For instance, when a new form submission is added to Google Sheets, you can automate follow-up emails, create tasks in a project management tool, or send data to your CRM for lead nurturing. This integration can help streamline your entire business process, saving time and improving overall efficiency.

WordPress offers a wide range of form plugins to suit different needs. For this guide, we’ll use WPForms with UnCanny Automator as an example to demonstrate the integration process.

How to Connect WordPress Form to Google Sheets?

Integrating your WordPress form to Google Sheets is an effective way to automate data collection and simplify workflows. Here’s a step-by-step guide to help you set up the integration:

Step 1: Set Up Your Google Sheet

Before you integrate your WordPress form to Google Sheets, it’s essential to lay the groundwork by preparing your Google Sheet. A well-structured Google Sheet ensures smooth data flow, easy organization, and efficient analysis. Follow these steps to get started:

Create a New Google Sheet

The first step is to create a new spreadsheet in Google Sheets that will store your WordPress form submissions.

• Log in to your Google account and go to Google Sheets.
• Click the Blank (+) option to create a new spreadsheet.
• Give your spreadsheet a clear, descriptive name such as “Contact Form Submissions” or “Event Registrations.”

By naming your spreadsheet appropriately, you’ll make it easier to locate and manage when dealing with multiple integrations.

Structure Your Google Sheet

A well-structured Google Sheet is critical for organizing data effectively.

• Add a header row with column titles that correspond to the fields in your WordPress form. For instance, you might include:
  • Name
  • Email
  • Phone Number
  • Message
  • Date of Submission
  • Custom Fields
• Ensure that each column has a unique and descriptive label to avoid any confusion during the integration process.

Proper structuring not only improves clarity but also helps Google Sheets map the incoming data accurately.

Format Your Google Sheet (Optional)

Formatting your Google Sheet can make it visually appealing and easier to navigate. Consider applying these formatting tips:

• Adjust Column Widths: Resize columns to fit the data properly for better readability.
• Bold Headers: Make the header row bold to differentiate it from the data rows.
• Color-Coded Rows: Use alternating row colors to improve visibility and reduce eye strain.
• Conditional Formatting: Highlight specific data points, such as flagged submissions or urgent inquiries, using conditional formatting rules.

These small tweaks ensure that your data is both accessible and professional-looking, especially when sharing it with team members.

Step 2: Install and Activate WPForms

Once your Google Sheet is ready, it’s time to integrate it with your WordPress form. Using WPForms and Uncanny Automator, you can automate this process without any coding.

Install and Activate WPForms

To get started, you’ll need to install the WPForms plugin on your WordPress site.

• Log in to your WordPress dashboard.
• Navigate to Plugins > Add New and search for “WPForms.”
• Click Install Now and then Activate the plugin.
• Depending on your requirements, you may need a premium license for advanced features.

Tip: WPForms also offers a paid Google Sheets Add-On, allowing direct integration without using third-party plugins.

Create a Form in WPForms

With WPForms installed, you can create a form to collect data:

• Go to WPForms > Add New in your dashboard.

• Choose a pre-built template or start from scratch. Popular templates include Contact Form, Feedback Form, and Event Registration Form.
• Add fields such as:
  • Name (Single Line Text Field)
  • Email (Email Field)
  • Phone Number (Number Field)
  • Message (Paragraph Text Field)

• Save your form when it’s ready.

Tip: Use WPForms’ drag-and-drop builder to customize forms easily, even if you’re new to WordPress.

Step 3: Install and Set Up Uncanny Automator

Now that your form is ready, let’s integrate it with Google Sheets using Uncanny Automator, a powerful automation tool for WordPress.

Set Up Uncanny Automator

• In your WordPress dashboard, navigate to Automator > App Integrations > Google Sheets.
• Click Sign in with Google and authorize the integration by logging into your Google account.
• Once connected, your Google Sheets will be available for automation recipes.

Create a Recipe for the Integration

Recipes in Uncanny Automator allow you to define triggers (form submissions) and actions (creating a row in Google Sheets).

• Go to Automator > Add New Recipe.

• Choose a recipe type:
  • Logged-in Users: Select this if your form is accessible only to logged-in users.
  • Everyone: Select this if your form is available to all users, including guests.
• Select WPForms as the trigger app.

• Choose the trigger type: “A form is submitted.”

• Select the specific form you want to integrate and save the trigger.

Add Google Sheets as the Action

• Click Add Action and choose Google Sheets as the app.

• Select the action: “Create a row in a Google Sheet.”
• Pick the connected Google account, then select the spreadsheet and worksheet where you want the data stored.

Step 4: Map WordPress Form Fields to Google Sheets

Mapping fields correctly ensures that the right data goes into the correct columns of your Google Sheet:

• On the Uncanny Automator recipe editor, you’ll see a field mapping interface.

• Match each form field with its corresponding spreadsheet column. For example:
  • Form Field: Name → Google Sheet Column: Name
  • Form Field: Email → Google Sheet Column: Email
• Double-check your mapping to ensure accuracy and avoid data mismatches.

Note: If you use custom fields, ensure they’re labeled appropriately in both WPForms and Google Sheets for seamless mapping.

Step 5: Test the Integration

Testing is crucial to ensure your setup works perfectly:

• Submit a test entry through your WordPress form.

• Open your Google Sheet and verify that the submission data appears in the correct columns.

• If the data is incorrect or missing, revisit the field mapping in Uncanny Automator and adjust as needed.

Once the test is successful, your integration is complete, and you’re ready to start automating data collection.

FAQs About Integrating WordPress Forms with Google Sheets

What are the benefits of integrating WordPress forms with Google Sheets?

Integrating WordPress forms with Google Sheets automates data collection, saving time and reducing errors. Google Sheets enables easy data analysis and facilitates better team collaboration. This streamlined process empowers you to make more informed business decisions based on insights from website visitor data.

Which WordPress form plugins support Google Sheets integration?

While many plugins offer some level of integration, popular options include:

• WPForms
• Gravity Forms
• Contact Form 7
• Formidable Forms

Do I need any coding knowledge to integrate my forms with Google Sheets?

No, most form plugins offer user-friendly interfaces and step-by-step guides to connect with Google Sheets.

How can I ensure data security during this integration?

Always use reputable form plugins and ensure your Google Sheet has appropriate sharing and access permissions.

Can I use Google Apps Script with this integration?

Yes, you can use Google Apps Script to automate tasks within your Google Sheet, such as data cleaning, formatting, and generating reports.

Conclusion

Integrating WordPress forms with Google Sheets offers a streamlined solution to manage and analyze form submissions. Whether you’re tracking customer inquiries, collecting survey responses, or managing event registrations, syncing these platforms enhances efficiency and accessibility. 

With plugins or third-party services, the setup process is straightforward and adaptable to various needs.

If you need a customized plugin or setup for your WordPress forms, hire our WordPress developers.