Forms Workflow Sync — User Guide
Forms Workflow Sync sends your WordPress form submissions to a workflow board (powered by the Monday.com API), creating a new board item for every submission using the field mapping you define. This guide walks you through setup and daily use.
What you need before you start
- WordPress 6.0 or newer, running PHP 8.0 or newer.
- At least one supported form plugin installed and active (see below).
- A Monday.com account and an API token from that account.
- An administrator login (or a user with the Manage Forms Workflow Sync capability).
Supported form plugins
| Form plugin | Free version | Premium version |
|---|---|---|
| Contact Form 7 | ✅ | ✅ |
| Gravity Forms | — | ✅ |
| WPForms | — | ✅ |
| Ninja Forms | — | ✅ |
| Fluent Forms | — | ✅ |
| Formidable Forms | — | ✅ |
| WooCommerce (orders) | — | ✅ |
The free version integrates with Contact Form 7 and allows one connection and one form-to-board mapping. The premium version unlocks the other six integrations, unlimited connections and mappings, and an automatic retry queue that re-sends any submission that fails to reach Monday.com.
Installation
Free version: install from the WordPress Plugins screen (once it is listed on WordPress.org) or by uploading the free zip under Plugins → Add New → Upload Plugin. Activate it.
Premium version: after purchase you receive a premium zip and a license key. Upload the zip under Plugins → Add New → Upload Plugin, activate, then enter your license key when prompted to unlock the premium features.
After activation you will find a Forms Workflow Sync menu in the WordPress admin sidebar, with these pages: Connections, Integrations, Submissions, Logs, Settings, and Status.
Getting your Monday.com API token
- Sign in to your Monday.com account.
- Open your account’s developer/API section and generate (or copy) a personal API v2 token.
- Keep it handy for the next step. The token is stored encrypted in your WordPress database and is never shown back in the browser after you save it.
Step 1 — Create a connection
A connection holds the credentials for one Monday.com account.
- Go to Forms Workflow Sync → Connections.
- Fill in Add New Connection:
- Connection Name — a label for your reference (e.g. “Marketing Board Account”).
- Account Name — your Monday.com account/company name.
- API Token — the token you generated above.
- Click Test Connection Only first to confirm the token works, or Add Connection to save it straight away.
If the test fails, the most common causes are a mistyped token, a token from the wrong account, or the token lacking permission to read boards.
Free version: you can create one connection. To add more, upgrade to premium.
Step 2 — Create an integration (form-to-board mapping)
An integration connects one of your forms to one Monday.com board and describes how each form field maps to a board column.
- Go to Forms Workflow Sync → Integrations and start a new mapping.
- Choose the form plugin and then the specific form you want to sync.
- Choose the connection to use.
- Choose the target board, then the group within that board where new items should be created.
- Map your fields: for each Monday.com column, pick which form field should fill it. The form’s submitted value for that field will populate the column on every new item. The item’s name is taken from the mapping you configure.
- Save the integration. It becomes active immediately.
Free version: you can create one active mapping. Premium removes the limit.
How field mapping works
Each form exposes its fields (for Contact Form 7, these are your form tag names). Each Monday.com board exposes its columns. A mapping is simply a list of “this form field → this board column” pairs. Fields you do not map are ignored; columns you do not map are left empty on the created item.
Step 3 — Submit a form and watch it sync
Once a mapping is active, the flow is automatic:
- A visitor submits the mapped form on your site.
- The submission is captured, sanitized, and stored.
- A new item is created on your Monday.com board, with columns filled from your mapping.
You can watch this happen on the Submissions page.
Monitoring your syncs
Submissions page — every captured submission with its status:
| Status | Meaning |
|---|---|
| received / pending | Captured, waiting to be sent. |
| processing | Currently being sent to Monday.com. |
| success | An item was created on the board. |
| failed | The send did not succeed (see the error and Logs). |
Successful submissions record the created Monday.com item so you can trace each row back to its board item.
Logs page — a running log of activity and errors. Sensitive values such as tokens are redacted. Use the Clear Logs action to empty it.
Status page — a quick health overview of the plugin and its connections.
Automatic retries (premium)
If a submission fails to reach Monday.com — for example during a brief network or API outage — the premium version adds it to a retry queue. An hourly background task re-attempts failed submissions (up to a few times) so a temporary glitch does not cost you the data. The free version does not retry; a failed submission stays marked failed until you address it.
Troubleshooting
“Test Connection” fails. Re-copy the API token from Monday.com (avoid typing it by hand), confirm it belongs to the right account, and make sure the account can read the boards you intend to use.
My form isn’t in the list. Confirm the form plugin is active and that you have at least one form created in it. On the free version, only Contact Form 7 forms appear — the other plugins require premium.
No boards or groups appear when creating a mapping. This almost always points back to the connection: re-test it. If it passes but boards still don’t load, the token may lack board-read permission.
A submission didn’t create an item. Open the Submissions page and check the status and error, then the Logs page for detail. Confirm the mapping is active and that the form field names still match (renaming a form field can break a mapping until you remap it).
I’ve hit a limit. The free version is capped at one connection and one active mapping. If you try to add a second, you’ll be prompted to upgrade.
Upgrading to premium
Upgrading unlocks the six additional form integrations, unlimited connections and mappings, and the automatic retry queue. Your existing connection and mapping are preserved — upgrading happens in place, with no need to reinstall or reconfigure.
A note on your data
Your Monday.com API token is encrypted before it is stored and is never returned to the browser. Form submission data is stored in your own WordPress database so the plugin can show status and retry failed sends, and is transmitted only to Monday.com’s official API over an encrypted connection.