Payment Completed (Gravity Forms) → Update User Role

Use Case

When a payment is completed through Gravity Forms, you want to upgrade the user’s role to grant access. This is essential for form-based membership sales, course enrollments, and service tiers.

Common scenarios:

• Activate membership after payment
• Grant course access on enrollment payment
• Upgrade to premium tier
• Unlock paid features
• Enable service-level access

Step-by-Step Setup

1. Prerequisites

Ensure you have:

• Gravity Forms with payment add-on
• WordPress user roles configured
• Form collecting user email for matching

2. Create a New Workflow

Navigate to Sequensy → Workflows in your WordPress admin and click Add New Workflow.

Name your workflow “Activate Membership on GF Payment” or “Course Access on Payment”.

3. Configure the Trigger

Select Payment Completed (GF) as your trigger.

Available filters:

• Form: Specific membership/enrollment forms
• Products: GF product fields for different tiers
• Payment Amount: Tier based on amount paid

4. Set Up the Update User Role Action

Configure the role upgrade:

5. Send Confirmation Email

Chain a Send Email action:

Subject: Your access has been activated!

Hi {first_name},

Your payment of {payment_amount} has been processed and your
access is now active!

Your new access level: {new_role}

You now have access to:
- Premium content area
- Member-only resources
- Priority support

Log in now: {login_url}

Enjoy your new benefits!

6. Test Your Workflow

1. Create a user account first (or use existing)
2. Enable the workflow
3. Submit form with that user’s email
4. Complete payment
5. Verify role was upgraded
6. Test new access level

Pro Tips

User must exist: This workflow updates existing users. Combine with “Create User” workflow for new users.

Email matching: User is identified by email—ensure form email matches account email.

Product-based roles: Use different forms or GF product fields to assign different roles.

Prevent downgrades: Add conditions to avoid accidentally downgrading existing premium users.

Product-to-Role Mapping

By Form Product

By Payment Amount

By Form ID

Workflow Combinations

New User Flow

Form Payment Complete
       ↓
1. Create User (if not exists)
       ↓
2. Update User Role
       ↓
3. Send Welcome Email

Existing User Flow

Form Payment Complete
       ↓
1. Check user exists by email
       ↓
2. Update User Role
       ↓
3. Send Upgrade Email

Tiered Upgrade Flow

Form Payment Complete
       ↓
1. Check current role
       ↓
2. Determine new role from product
       ↓
3. Upgrade if new role is higher
       ↓
4. Send appropriate email

Email Templates

Access Activated

Subject: 🎉 Your {membership_name} access is active!

Hi {first_name},

Great news! Your payment has been confirmed and your access
is now active.

Your membership: {membership_name}
Access level: {role_name}
Valid until: {expiry_date}

Get Started:
- Log in: {login_url}
- Member area: {member_url}
- Quick start guide: {guide_url}

Welcome to the community!

Tier Upgrade

Subject: You've been upgraded to {new_tier}!

Hi {first_name},

Thanks for upgrading! Your account has been updated to
{new_tier} status.

What's new with your upgrade:
- {benefit_1}
- {benefit_2}
- {benefit_3}

Your upgrade is effective immediately. Log in to explore
your new benefits: {login_url}

Troubleshooting

Role not updating?

• Verify user exists with matching email
• Check role name is exact
• Review workflow conditions

Wrong user updated?

• Verify email field mapping
• Check for duplicate emails
• Review user identification logic

Existing higher role downgraded?

• Add condition to check current role
• Use role hierarchy logic
• Prevent downgrades in conditions