Using Google Sheets to manage the popcorn sale, table assignments

Google Sheets, Scout popcorn sales, and you!

Coordinating available times that everyone can man the tables to help raise funds for scouting is a perfect use of any number of cloud based options. I chose to use Google Sheets, primarily, because it is web based, platform agnostic, and free. It allows anyone with the link to pick a time at their convenience, and it also shows who made what edits when to the spreadsheet in case something happens.

To start

I’m going on the assumption that at this point you have a Google account of some sort. I used my personal gmail account when I set our pack’s spreadsheet up, but I would have rather have based it from the Cubmaster gmail account or something similar. Not a big deal one way or another, but I just like documents to live at a place where they make sense.

Step 1

Click on the three by three grid to open your google features

How to access Google Drive from google.com
How to access Google Drive from google.com

Step 2

Select Google Drive

Of all of the Google features, we want Drive
Of all of the Google features, we want Drive

Step 3

Create a “NEW: Google Sheets”

When you press the NEW bottom, you'll have a choice of options.  You want to use Google Sheets
When you press the NEW bottom, you’ll have a choice of options. You want to use Google Sheets

Step 4

Create the layout of the sheet however you wish. I determined that keeping the locations in a single row was the most intuitive, your mileage may vary. I also added some conditional formatting  to indicate what time blocks are still available, since a green block stands out better than a blank white cell in a sea of text.

You can see an example here:
http://goo.gl/OcwcFr

Step 5 – Sharing

This is the part we struggled a bit with, and honestly I think it is more just small quirks on Google’s end. The sheet you just spent your time creating is by default only for you to see and use. But since we want a select group of folks to be able to view and edit this sheet, we need to find a controlled way to get them that information. In order to do that we select the “Share” button in the right hand corner.

Share

The pop up menu is pretty self explanatory but here are a few nuggets:
For a small group, the simplest way is to just add everyone’s email. This seems to be the most robust way of getting everyone access. They will get an email (which you can format explaining the particulars) saying that a Google Sheet has been shared with them and providing them a link. From there they can go in an edit at will.

Just fill in the email address
Just fill in the email address

Additionally, you can create a shareable link. The shareable link should allow anyone who has the link to be able to update the spreadsheet. We did this originally, but found that some folks couldn’t edit (make sure you change the permissions from view to edit). I found the error when accessing the link via an iPad, but I’m not sure why that is.

Here is a link you can put into an email that you have already created.
Here is a link you can put into an email that you have already created.
Just make sure you change the permissions so people can update the sheet.
Just make sure you change the permissions so people can update the sheet.

Finally there is an advanced feature in the sharing tab that allows you to share the link via the standard social media outlets; Facebook, Google+, Twitter, & Gmail.

Some additionally flavors of social media.
Some additionally flavors of social media.

In the end, we ended up sharing via all three means, with the first and last being the most effective (or so we have heard).

Feel free to download a copy of the spreadsheet and share with your Pack today! Let me know how it goes!