A multi-site franchise network needed visibility into CRM data synchronization across dozens of regional websites. Manual tracking of lead submissions to two separate CRM systems had become time-consuming and error-prone, with integration failures going unnoticed for hours or even days.

Solution

The custom monitoring system aggregates Gravity Forms CRM submission data from the main website and all regional sites. Each morning, an automated report compiles submission counts for both the Masterview and Lodestar CRMs, along with any error messages encountered during the sync.

The system runs silently in the background using WP Action Scheduler for reliable task execution. It queries Gravity Forms entry notes across all sites to track successful CRM submissions and capture errors.

Technical Implementation

• Automated daily reports are scheduled via WP Action Scheduler to run at 7 AM Eastern time each day.
• Multi-site data aggregation using REST API endpoints that allow the main site to query regional sites for their submission data.
• Direct database queries against the Gravity Forms entry notes table to count successful CRM submissions by system.
• Error tracking that captures and reports distinct error messages from CRM API responses.
• Custom authentication using API keys to secure inter-site communication.
• Admin settings interface built with Advanced Custom Fields for managing notification recipients and monitored sites.
• WP-CLI commands for manual report generation and testing.
• Automatic updates are delivered through a custom update server.

Results

The franchise network now receives daily visibility into CRM synchronization health across all locations. Integration failures are identified within 24 hours, rather than going unnoticed, allowing technical teams to respond quickly to CRM API issues.

The automated monitoring eliminated manual checking of regional sites and provides a consolidated view of lead flow. Staff can now verify that hundreds of leads per day are successfully routed to both CRM systems without having to check individual sites.