Documentation
Quick Start

Quick Start

Follow these steps to get your Arkade-Sommerfest work schedule system running in 15 minutes!

Prerequisites

Step-by-Step (15 minutes)

Minutes 1-3: Create Google Sheet

  1. ✅ Go to sheets.google.com
  2. ✅ Click “Blank”
  3. ✅ Name it: “Arkade-Sommerfest 2026 - Arbeitsplan”
  4. ✅ Import the CSV template:
    • File > Import
    • Upload templates/schedule_template.csv
    • Select “Replace current sheet”

Result: You now have the basic structure!

Minutes 4-6: Create Google Form

  1. ✅ In your sheet: Tools > Create a new form
  2. ✅ Form opens in new tab
  3. ✅ Name it: “Arkade-Sommerfest 2026 - Arbeitsplan Registrierung”
  4. ✅ Add description (copy from GOOGLE_FORMS_SETUP.md)

Result: Form is created and linked to your sheet!

Minutes 7-9: Add Form Questions

Add these 4 questions (copy-paste the options):

  1. ✅ “Vollständiger Name” - Short answer - Required
  2. ✅ “Bereich / Area” - Multiple choice - Required
  3. ✅ “Zeitslot / Time Slot” - Multiple choice - Required
  4. ✅ “Anmerkungen” - Paragraph - Optional

Result: Form can now collect registrations!

Minutes 10-11: Configure Form Settings

  1. ✅ Click Settings (gear icon)
  2. ✅ Enable: “Collect email addresses”
  3. ❌ Disable: “Limit to 1 response” (people register for multiple shifts!)
  4. ✅ Click Save

Result: People can submit the form multiple times for different area/time combinations!

Minutes 12-13: Link Form to Sheet

  1. ✅ In Form: Click “Responses” tab
  2. ✅ Click green Sheets icon
  3. ✅ Select “Select existing spreadsheet”
  4. ✅ Choose your “Arkade-Sommerfest 2026 - Arbeitsplan”
  5. ✅ Rename the new tab from “Form Responses 1” to “Registrations”

Result: Form responses will appear in your sheet!

Minutes 14: Add Formulas

  1. ✅ Go back to “Schedule Overview” sheet
  2. ✅ Click cell B2 (first data cell)
  3. ✅ Enter this formula:
    =COUNTIFS(Registrations!$C:$C,$A2,Registrations!$D:$D,B$1)&"/2"
  4. ✅ Copy cell B2
  5. ✅ Select range B2:F8 (all data cells)
  6. ✅ Paste (Ctrl+V)

Result: All cells now count registrations!

Minute 15: Add Color Coding

  1. ✅ Keep range B2:F8 selected
  2. ✅ Format > Conditional formatting
  3. ✅ Add 3 rules (see GOOGLE_SHEETS_SETUP.md for details):
    • Green when =COUNTIFS(Registrations!$C:$C,$A2,Registrations!$D:$D,B$1)=2
    • Yellow when =COUNTIFS(Registrations!$C:$C,$A2,Registrations!$D:$D,B$1)=1
    • Red when =COUNTIFS(Registrations!$C:$C,$A2,Registrations!$D:$D,B$1)=0

Result: Cells automatically change color based on staffing!

Test It! (2 minutes)

  1. ✅ Click “Send” in Google Form
  2. ✅ Copy the form link
  3. ✅ Open in new tab (or private window)
  4. ✅ Submit a test registration
  5. ✅ Check the sheet - should see:
    • Entry in “Registrations” tab
    • Count updated in “Schedule Overview”
    • Color changed to yellow (1/2)
  6. ✅ Submit another test for same area/time
  7. ✅ Color should change to green (2/2)
  8. ✅ Delete test entries from “Registrations” tab

Share It! (2 minutes)

Share the Form:

  1. ✅ In Form: Click “Send”
  2. ✅ Click link icon
  3. ✅ Check “Shorten URL”
  4. ✅ Copy link
  5. ✅ Send to your team via email/chat

Share the Sheet (Read-Only):

  1. ✅ In Sheet: Click “Share”
  2. ✅ Change to “Anyone with the link can VIEW”
  3. ✅ Copy link
  4. ✅ Send to your team so they can see the schedule

Customization (Optional)

Want to show names in cells?

Replace the formula with:

=IF(COUNTIFS(Registrations!$C:$C,$A2,Registrations!$D:$D,B$1)>0,
  COUNTIFS(Registrations!$C:$C,$A2,Registrations!$D:$D,B$1)&"/2: "&
  JOIN(", ",FILTER(Registrations!$B:$B,(Registrations!$C:$C=$A2)*(Registrations!$D:$D=B$1))),
  "0/2")

Want better print layout?

  1. File > Print
  2. Orientation: Landscape
  3. Scaling: Fit to width
  4. Format > Borders > All borders

You’re Done!

Total time: ~17-20 minutes

Your system is now:

  • ✅ Collecting registrations automatically
  • ✅ Updating in real-time
  • ✅ Color-coded for easy viewing
  • ✅ Shareable with team
  • ✅ Ready to print

What’s Next?

  1. Monitor: Check registrations daily
  2. Remind: Send reminders for empty slots
  3. Adjust: If needed, add/remove areas or times
  4. Print: Print final version 1-2 days before event
  5. Backup: Download as Excel before event day

Need Help?

Common Issues

Formulas showing #REF! error?

  • Make sure “Registrations” tab name is exactly “Registrations”

Colors not working?

  • Check conditional formatting formulas
  • Make sure area/time names match exactly between Form and Sheet

Form not linked?

  • Redo Step “Link Form to Sheet”
  • Make sure you selected the correct spreadsheet

Can’t edit cells?

  • Formulas are in cells - this is normal!
  • Manual edits should be in “Registrations” tab only

Pro Tips

  1. Pin the sheet: Keep it open in a browser tab
  2. Mobile app: Install Google Sheets app for on-the-go monitoring
  3. Notifications: Set up email notifications for new form submissions
  4. Deadline: Set a registration deadline (e.g., 3 days before event)
  5. Backup list: Keep a list of backup staff for no-shows
  6. Day-of: Have printed copy + tablet with digital version
  7. Check-in: Use the list to check people in when they arrive

Success!

You now have a professional work schedule system that:

  • Saves hours of manual coordination
  • Updates in real-time
  • Prevents double-booking
  • Shows at-a-glance status
  • Provides printed backup
  • Can be reused for future events

Enjoy your Arkade-Sommerfest! 🎉

Google Sheets Setup