Turn any Gravity Form into a customer lookup.
Give every entry a reference number your customers can use to check on it. No customer accounts, no coding, and nothing new to learn.
Behind the counter
This is what the shop does from the entry screen in WordPress.
Look up the sample ticket first.
A working copy of the plugin’s customer view. Try a wrong email too.
Every request comes with a follow-up question.
Your form takes the request. Then people wait, wonder, and call or email to ask where it stands.
Record Lookup gives them a way to check for themselves, using the entries you already collect in Gravity Forms. There’s no second system to run and nothing to re-type.
“Is my car ready?”
“Did my application go through?”
“When will the permit be approved?”The calls a lookup page answers for you.
Everything a customer needs to see, nothing they shouldn’t.
A reference number on every entry
Generated with your own prefix, or taken from a number your form already collects. It shows in the confirmation and your emails.
A private, verified lookup
Customers enter their number plus a detail only they would know, such as their email. No accounts and no passwords.
Your own stages
Received, in review, ready. Name them, describe them, reorder them. Customers see a clear timeline with dates.
Notes and an expected date
Tell customers what’s happening in your words, and when to expect it, right on their record.
Documents when they’re ready
Release reports, photos, invoices or permits to the person who submitted the form, and withdraw them anytime.
Emails at the stages you pick
Stage changes can send your normal Gravity Forms notifications, and you choose which stages email the customer.
All of their records at once
Repeat customers can see every request they’ve made in one list by entering both of their details.
Update one entry or fifty
Move records from the entry screen, mark them complete in one click, or change many at once from the Entries list.
Guided setup
A checklist shows what’s left, and adds the reference to your confirmation, creates the lookup page and sets up a status email in one click each.
Looks like your site
It uses your theme’s fonts, your accent color and your wording, so it reads as a ticket number to a shop and a permit number to a city.
Made for anyone who makes people wait.
- Repair and service shops
- Auto detailing and body shops
- Maintenance requests
- Permits and licensing
- Applications and reviews
- Testing labs and inspections
- Custom orders and fabrication
- Catering and event orders
- Claims and complaints
- Warranty registrations
If your form starts something that takes days rather than minutes, your customers will use it.
Set up in the form you already have.
Turn it on
Open your form’s settings, switch on Record Lookup, and choose what customers verify with.
Choose what they see
Tick the fields to show, add your stages, and pick your wording and color.
Follow the checklist
One click adds the number to your confirmation, another creates the lookup page. Done.
Built for private records.
A lookup page is only useful if people trust it. Record Lookup is designed to show a record to the person it belongs to, and nobody else.
- Both the reference number and the verifying detail must match, or nothing is shown.
- The same message appears whether or not a reference exists, so guessing reveals nothing.
- Repeated wrong guesses lock the lookup for a while.
- Verification details are stored as a secure hash, not in plain text.
- Documents are never at a public address. They open only after a successful lookup.
- You choose exactly which fields a customer can see.
Record Lookup runs entirely on your own site and sends record data nowhere else. Whether your setup meets a particular regulation depends on your hosting and practices, not on any plugin.
One plan, every site you run.
One yearly subscription covers all of your sites, with updates and support for the year.
Record Lookup for Gravity Forms
$79.99 / year
- Use it on all of your sites
- Every feature included
- Updates and support for the year
- Works with Gravity Forms 2.5 or newer
Questions
Do my customers need an account?
No. They use the reference number from their confirmation plus a detail they entered on the form, such as their email address.
Does it work with forms I already have?
Yes. Turn it on in any form’s settings. New entries get a reference number, and older entries can be given one from the entry screen.
Can I use a number my business already assigns?
Yes. Point Record Lookup at the field that holds your ticket, order or case number instead of generating a new one.
Which fields can customers see?
Only the ones you tick. File uploads, signatures, payment details and passwords are never shown. Share files through the documents feature instead, which keeps them private.
Can customers get emails when their record changes?
Yes. Record Lookup adds events to Gravity Forms notifications, and you choose which stages send an email. The setup checklist can create a ready-made status email for you.
Will it match my site’s design?
It uses your theme’s fonts and lets you set an accent color and all of the wording, so it looks like part of your site.
Is it suitable for medical or other regulated records?
Record Lookup runs entirely on your site and sends nothing elsewhere, but compliance depends on your hosting and practices. It’s best suited to status updates and general details.