Checklist

Complete checklist for setting up and running the Arkade-Sommerfest work schedule system.

Print this out and check off items as you complete them!

Phase 1: Setup (Week 3-4 before event)

Google Sheet Creation

• Created new Google Sheet
• Named: “Arkade-Sommerfest 2026 - Arbeitsplan”
• Imported CSV template OR created structure manually
• Sheet has header row with: Area/Bereich | Time slots 1-5
• Sheet has area rows (or your number of areas)
• Area names match exactly with planned names
• Time slot names match exactly with planned times

Google Form Creation

• Created new Google Form (via Sheet or separately)
• Named: “Arkade-Sommerfest 2026 - Arbeitsplan Registrierung”
• Added form description with event details
• Added Question 1: “Vollständiger Name” (Short answer, Required)
• Added Question 2: “Bereich / Area” (Multiple choice, Required)
• All areas added as options in Question 2
• Area names match EXACTLY with Sheet
• Added Question 3: “Zeitslot / Time Slot” (Multiple choice, Required)
• All 5 time slots added as options in Question 3
• Time slot names match EXACTLY with Sheet
• Added Question 4 (optional): “Anmerkungen” (Paragraph, Optional)

Form Settings

• Settings: Collect email addresses = ON
• Settings: Limit to 1 response = OFF (people register multiple times for different shifts!)
• Confirmation message customized with instructions
• Confirmation message includes “submit another response” prompt
• Added link to Sheet in confirmation message

Form-Sheet Integration

• Linked Form to Sheet
• “Registrations” sheet tab created
• Tab renamed to exactly: “Registrations” (if different)
• Tested form submission
• Response appears in Registrations sheet
• Columns are: A=Timestamp or Email, B=Name, C=Area, D=Time Slot

Formulas

• Added counting formula to cell B2
• Formula syntax verified
• Copied formula to all data cells (B2:F8 or your range)
• All cells show “0/2” initially
• Test submission makes cell show “1/2”
• Second test submission makes cell show “2/2”
• Deleted test entries
• Cells return to “0/2”

Conditional Formatting

• Selected data range (B2:F8 or your range)
• Created Rule 1: Green when count = 2
• Created Rule 2: Yellow when count = 1
• Created Rule 3: Red when count = 0
• Created Rule 4 (optional): Orange when count > 2
• Colors preview correctly
• Tested with dummy data
• Colors change correctly based on count
• Removed test data

Sharing Settings

• Sheet shared: “Anyone with link can VIEW”
• NOT set to organization-only (unless intended)
• Tested view-only link in incognito window
• Form link copied
• Form link tested in incognito window
• Both links bookmarked/saved

Phase 2: Launch (Week 2-3 before event)

Pre-Launch Testing

• Final test: Submit form
• Verify: Entry in Registrations
• Verify: Count updated in Schedule
• Verify: Color changed
• Verify: Formula shows correct count
• Verify: Names displayed (if using that formula)
• Check on mobile device
• Check on different browser
• Delete all test data

Communication Preparation

• Copied form link
• Copied sheet link (view-only)
• Prepared initial announcement email (Template 1)
• Inserted form link in email
• Inserted sheet link in email
• Set registration deadline date
• Added event date
• Added coordinator contact info

Launch

• Sent initial announcement email
• Posted in team Slack/Teams/chat
• Posted on company intranet (if applicable)
• Added to team calendar as reminder
• Set personal reminder to check registrations

Phase 3: Monitoring (Week 1-2 before event)

Daily Checks (First Week)

Day 1:

• Check registrations count
• Note which areas/times are empty (red)
• Note which areas/times are partial (yellow)

Day 3:

• Check registrations count
• Send reminder email if <50% filled (Template 2)

Day 5:

• Check registrations count
• Personally contact people for critical empty slots

Day 7:

• Check registrations count
• Send second reminder if needed

Week Before Event

• Check that critical slots are filled (Aufbau, Abbau)
• Identify partially filled slots (yellow)
• Send targeted reminders for specific slots
• Coordinate with team if rearrangement needed
• Update deadline if necessary

Registration Close

• Registration deadline reached
• Final check of all slots
• Contact backup staff for empty slots
• Coordinate manual assignments if needed
• Update Sheet with any manual assignments

Phase 4: Finalization (2-3 days before event)

Final Review

• All slots assigned (green) OR
• Backup plan documented for unassigned slots
• No overstaffed slots (orange) OR
• Overstaffed slots redistributed
• Double-checked all names are correct
• Verified contact info (emails) are correct

Final Communication

• Sent final confirmation email (Template 3)
• Included final schedule link or PDF
• Added event day logistics (meeting point, time, etc.)
• Added emergency contact info
• Asked for confirmation/acknowledgment

Printing Preparation

• Opened Sheet for printing
• Set orientation: Landscape
• Set scaling: Fit to width (1 page) or A3
• Preview looks good
• Borders visible
• Colors visible (or acceptable in B&W)
• All text readable

Printing

• Printed 3 copies: Color
• Printed 2 copies: Black & white (backup)
• Laminated main copy (optional but recommended)
• Prepared clipboard for check-ins (optional)

Backup & Archive

• Downloaded Sheet as Excel (.xlsx)
• Downloaded Sheet as PDF
• Downloaded Form responses as CSV
• Saved to secure location (Google Drive, local backup)
• Copies accessible on event day

Phase 5: Event Day

Morning of Event

• Sent day-of reminder SMS/WhatsApp (Template 10)
• Printed copies with me
• Digital version accessible on tablet/phone
• Emergency contact list ready
• Identified area coordinators

During Event

• Check-in table set up
• Schedule posted visibly
• Checked off arrivals
• Noted no-shows
• Called backup staff for no-shows
• Coordinated last-minute changes
• Kept digital version updated with changes

Issues Management

• No-shows documented
• Replacements coordinated
• Overstaffing adjusted
• Special requests handled
• Problems logged for post-event review

Phase 6: Post-Event

Immediate (Day after)

• Sent thank-you email (Template 5)
• Collected informal feedback
• Noted what worked well
• Noted what to improve
• Documented critical issues

Follow-Up (Week after)

• Created post-event report
• Statistics compiled (attendance, no-shows, etc.)
• Feedback survey sent (if doing formal feedback)
• Shared event photos
• Recognized top contributors

Archive (Week after)

• Final backup of all data
• Form closed (“No longer accepting responses”)
• Sheet moved to “Archive” folder
• Lessons learned documented
• Template saved for next year
• Updated this checklist with improvements

Optional Enhancements

Advanced Features (If Needed)

• Added QR code for mobile registration
• Set up automatic reminder emails (Google Apps Script)
• Integrated with Slack/Teams notifications
• Created dashboard with statistics
• Added photos/profiles of team members
• Created shift swap mechanism
• Set up mobile check-in app
• Created real-time dashboard display

Analytics (If Desired)

• Tracked registration timeline
• Identified popular vs unpopular slots
• Analyzed response patterns
• Created charts/graphs
• Presented to leadership

Quality Checks

Before Launch

• All names spelled correctly
• All times correct
• All dates correct
• Links work
• Forms work
• Colors work
• Printing works
• Mobile works

During Registration Period

• Monitor daily
• Respond to questions quickly
• Fix issues immediately
• Keep team informed
• Maintain momentum

Before Event

• Everything confirmed
• Everyone notified
• Backups ready
• Printed materials ready
• Digital access working

Troubleshooting Reference

If you encounter issues, refer to:

• FAQ.md for common problems
• GOOGLE_SHEETS_SETUP.md for formula issues
• GOOGLE_FORMS_SETUP.md for form issues
• FORMULAS_REFERENCE.md for formula syntax

Success Metrics

Good Success

• 80%+ slots filled before deadline
• <5 no-shows on event day
• <3 last-minute changes
• Positive team feedback
• System worked smoothly

Excellent Success

• 100% slots filled 3+ days early
• 0 no-shows
• 0 last-minute scrambling
• enthusiastic team feedback
• Reusable for future events

Notes Section

Use this space for notes, custom modifications, or lessons learned:

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Sign-Off

Setup Completed By: _________________ Date: _________

Launch Completed By: _________________ Date: _________

Event Day Coordinator: _________________ Date: _________

Post-Event Archive: _________________ Date: _________

Congratulations! You’ve successfully implemented the Arkade-Sommerfest work schedule system!

Save this checklist for next year’s event! 🎉

Version: 1.0
Last Updated: February 2026
Next Review: After Arkade-Sommerfest 2026