Documentation
Google Forms Setup

Google Forms Setup

This guide will help you create the registration form for the Arkade-Sommerfest work schedule.

Step 1: Create the Google Form

  1. Open your Google Sheet: “Arkade-Sommerfest 2026 - Arbeitsplan”
  2. Click Tools > Create a new form
  3. Or go directly to Google Forms and create a new form

Step 2: Form Settings

  1. Click the Settings gear icon (top right)
  2. Configure:
    • ✅ Collect email addresses: Yes
    • ❌ Limit to 1 response: NO! (People need to register for multiple area/time combinations)
    • ✅ Respondents can edit after submit: Yes (allows changes)
    • ✅ See summary charts and text responses: Yes

Important: Do NOT limit to 1 response because:

  • People will work multiple shifts
  • Each area/time combination needs a separate form submission
  • Person A works BONKASSE 11-13 AND Kaffeebar 13-15 = 2 submissions

Step 3: Form Title and Description

Form Title:

Arkade-Sommerfest 2026 - Arbeitsplan Registrierung

Description:

Bitte melde dich hier für deinen Arbeitseinsatz beim Arkade-Sommerfest an!

Wichtige Informationen:
• Pro Zeitslot und Bereich werden 2 Personen benötigt
• Bitte melde dich für MEHRERE Zeitslots an (wir brauchen deine Hilfe!)
• Du kannst verschiedene Bereiche zu verschiedenen Zeiten machen
• Beispiel: BONKASSE 11-13 Uhr, dann Kaffeebar 13-15 Uhr
• Für Abbau (16:30+) brauchen wir 6 Leute (davon mindestens 3 Männer)

Aktuelle Übersicht: [LINK ZUR GOOGLE SHEETS EINFÜGEN]
🟢 Grün = voll besetzt (2/2)
🟡 Gelb = 1 Person fehlt (1/2)
🔴 Rot = frei (0/2)

Vielen Dank für deine Unterstützung!

Step 4: Question 1 - Name

  • Question type: Short answer
  • Question: “Vollständiger Name”
  • ✅ Required

Validation (optional):

  • Response validation
  • Text → Doesn’t contain → “123456789” (prevents test entries)

Step 5: Question 2 - Email (Automatic)

This is automatically collected if you enabled “Collect email addresses” in settings.

Step 6: Question 3 - Area Selection

  • Question type: Multiple choice
  • Question: “Bereich / Area”
  • ✅ Required

Options:

○ Aufbau (09:00-10:00)
○ BONKASSE
○ Getränkeausgabe
○ Kaffeebar
○ Springer/Aufräumer
○ Abbau (16:30+)

⚠️ Important Notes:

  • These names must match EXACTLY with the area names in your Google Sheet!
  • Areas may change or expand - update as needed!
  • Not all areas operate during all time slots (see AREAS_CONFIG.md)

Step 7: Question 4 - Time Slot Selection

Approach: Single selection - people will submit form multiple times for different shifts

  • Question type: Multiple choice
  • Question: “Zeitslot / Time Slot”
  • ✅ Required

Options:

○ 09:00-10:00 (Aufbau)
○ 11:00-13:00
○ 13:00-15:00
○ 15:00-16:00
○ 16:30+ (Abbau)

Important:

  • These time slots must match EXACTLY with the column headers in your Google Sheet!
  • People select ONE area and ONE time slot per submission
  • For multiple shifts: People submit the form again with different area/time
  • Example: First submission = BONKASSE + 11-13, Second submission = Kaffeebar + 13-15

Step 8: Question 5 - Gender (Optional but Recommended)

Why: For Abbau, we need minimum 3 men (heavy lifting)

  • Question type: Multiple choice
  • Question: “Geschlecht / Gender (optional - für Abbau-Planung)”
  • ⬜ Not required (optional for privacy)

Options:

○ Männlich / Male
○ Weiblich / Female
○ Divers / Other
○ Keine Angabe / Prefer not to say

This helps coordinators ensure the Abbau requirement (minimum 3 men) is met.

Step 9: Question 6 - Additional Information

  • Question type: Paragraph
  • Question: “Anmerkungen / Comments (optional)”
  • ⬜ Not required

This allows staff to add notes like:

  • “Kann nur wenn…”
  • “Bevorzuge Bereich X”
  • “Bin flexibel”
  • “Kann schwer heben” (for Abbau)

Step 10: Confirmation Message

Click Settings > Presentation

Confirmation message:

Vielen Dank für deine Anmeldung!

✅ Deine Registrierung wurde erfolgreich gespeichert:
   → [Bereich] um [Zeitslot]

💡 Kannst du noch mehr Zeitslots übernehmen?
   Klicke unten auf "Weitere Antwort senden" um dich für weitere Schichten anzumelden!

Beispiel: BONKASSE 11-13 Uhr + Kaffeebar 13-15 Uhr = 2 Anmeldungen

📊 Aktuelle Übersicht: [LINK ZUR GOOGLE SHEETS]
   🟢 Grün = voll | 🟡 Gelb = 1 fehlt | 🔴 Rot = frei

Bis bald beim Arkade-Sommerfest! 🎉

✅ Show link to submit another response: YES! (very important - people need to register for multiple shifts)

Step 11: Link to Google Sheets

  1. In the Google Form, click Responses tab
  2. Click the Google Sheets icon (Create Spreadsheet)
  3. Select: “Select existing spreadsheet”
  4. Choose your “Arkade-Sommerfest 2026 - Arbeitsplan” sheet
  5. Click Select

This creates a new sheet tab called “Form Responses 1” or “Registrations”.

Rename this tab to “Registrations” (to match the formulas in the setup guide).

Step 12: Test the Form

  1. Click Preview (eye icon)
  2. Submit a test registration
  3. Check that it appears in the “Registrations” sheet
  4. Verify that the Schedule Overview updates and colors change
  5. Delete the test entry

Step 13: Share the Form

Get the Form Link:

  1. Click Send button (top right)
  2. Click the Link icon (chain)
  3. ✅ Check “Shorten URL”
  4. Click Copy

Share with Team:

Email Template:

Betreff: Arkade-Sommerfest 2026 - Bitte für Arbeitseinsatz anmelden

Hallo zusammen,

bitte meldet euch für das Arkade-Sommerfest am [DATUM] an:

📝 Anmeldeformular: [FORM LINK]
📊 Live-Übersicht: [SHEET LINK]

Pro Bereich und Zeitslot werden 2 Personen benötigt.

Farbcodierung in der Übersicht:
🟢 Grün = voll besetzt (2/2)
🟡 Gelb = 1 Person fehlt (1/2)
🔴 Rot = frei (0/2)

Zeitslots:
• 09:00-10:00 (Aufbau)
• 11:00-13:00
• 13:00-15:00
• 15:00-16:00
• 16:30+ (Abbau)

Danke für eure Unterstützung!

Viele Grüße,
[Dein Name]

Step 14: Monitor Responses

In Google Forms:

  • Click Responses tab to see summary statistics
  • View individual responses
  • Download as CSV if needed

In Google Sheets:

  • Real-time updates in “Registrations” sheet
  • Color-coded overview in “Schedule Overview” sheet
  • Export/print when ready

Advanced: Prevent Overstaffing

To prevent more than 2 people from registering for the same slot:

Option 1: Manual Monitoring

  • Check the schedule regularly
  • Contact people who register for full slots
  • Ask them to choose a different slot

Option 2: Google Apps Script (Advanced)

Create a script that:

  1. Checks registrations count on form submit
  2. Sends an email if a slot is full
  3. Optionally rejects the registration

This requires programming knowledge. Let me know if you need help with this!

Troubleshooting

Responses not appearing in Sheets?

  • Check that the form is linked to the correct sheet
  • Verify the “Registrations” tab exists
  • Check form settings: Responses → Accepting responses (should be ON)

Names don’t match?

  • Area names in Form must match Sheet exactly
  • Time slots in Form must match Sheet exactly
  • Check for extra spaces or special characters

Multiple submissions from same person?

  • If “Limit to 1 response” is ON: They can edit their response
  • If OFF: They can submit multiple times (for multiple slots)

Want to close registration?

  • In Google Forms: Responses → Toggle “Accepting responses” to OFF
  • Add a message: “Anmeldung geschlossen / Registration closed”

Best Practices

  1. Test thoroughly before sharing with team
  2. Keep names consistent between Form and Sheet
  3. Share view-only Sheet link (don’t let people edit directly)
  4. Set a deadline for registrations
  5. Send reminders for empty slots
  6. Print final version 1-2 days before event
  7. Keep digital version accessible on event day
  8. Backup the data (File > Download as Excel/PDF)

Need Help?

If you have questions about:

  • Setting up the form → Contact [COORDINATOR]
  • Technical issues → Check Google Forms Help Center
  • Area or time changes → Update both Form AND Sheet
Google Sheets SetupAreas & Time Slots