Birth photos platform for Krant van West-Vlaanderen
Online submission of birth announcements with automatic forwarding to the editorial team
The challenge
KW (Krant van West-Vlaanderen) wanted to fully digitize the submission of birth photos for the printed newspaper. Two scenarios had to live side by side: parents who submit a photo and announcement themselves, and parents who request a photographer to take care of it for them. At the same time, photographers needed an environment of their own where they could fill in their own forms. Moreover, parents had to be able to make adjustments through a personal link for 24 hours after submission, after which the announcement should automatically land in the newspaper's system. All of this within KW's existing WordPress environment with GravityForms and GravityView.
Our solution
We built a custom plugin that runs on top of GravityForms and GravityView. With it, everything comes together in one place: requests for a photographer, own submissions, and a dedicated environment for photographers where they handle their own forms. After every submission, the system sends a personal editable link to the parents, valid for 24 hours.
Automatic forwarding to the newspaper
As soon as the 24-hour window expires, the plugin locks the submission and automatically forwards it to the newspaper's editorial system. In addition, the editorial team gets a weekly CSV export of all completed submissions, so they can plan in one file which announcements appear in which edition.
The impact
For parents, the submission process has become easier and more reassuring: they can still correct something up to 24 hours after sending. For photographers, there is a dedicated environment with the right forms at hand. And for KW's editorial team, manual work is reduced: submissions arrive ordered and reviewed, and weekly exports make planning ahead simple.
Why this project stands out
The strength is in the combination of:
Two parallel flows for parents, plus a dedicated environment for photographers
An automatic 24-hour edit window through personal links
Full integration in the existing WordPress stack with GravityForms and GravityView
Weekly CSV export to the newspaper's editorial team
A submission system for your editorial team?
We design flows that take work off the shoulders of submitters and editors alike, with automatic processing into your end system.