# How to export event data to Google Sheets: registrations, scans, scores and submissions

Choose which data sets leave the app, connect a Google Sheet you own, set fields and cadence, and keep sharing safe. Set up with the Sociana team.

SSociana team·19 Oct 2026·6 min read

**To export event data to Google Sheets, decide which data sets should leave the app, connect a Sheet that your organisation owns, choose the fields and the cadence, and restrict who can open it. Sheets, Airtable and webhooks are configured with the Sociana team for each occasion; they are not self-serve.**

## Why a spreadsheet is still the right destination

Many teams already run their event on a spreadsheet: the guest list, the rooming grid, the finance tracker. When data from the app lands in the same place, no one has to learn a new report. A Google Sheet is also easy to share with a hotel, a finance colleague or a sponsor, and it can feed a chart on a slide.

The trade-off is control. Once data leaves the platform, it is in your hands, with the obligations that follow. India’s Digital Personal Data Protection Act received assent on 11 August 2023 and commences in phases through 13 May 2027 ([Wikipedia summary of the Act, 2025](https://en.wikipedia.org/wiki/Digital%5FPersonal%5FData%5FProtection%5FAct,%5F2023)). This guide covers the mechanics; your own counsel should advise on what personal data you may put in a shared sheet.

## What Sociana does and does not offer

Be clear about the scope before you plan. Sociana offers Google Sheets and Airtable connections and webhooks, set up with the team per occasion. It does not offer a public API, a Zapier app or a catalogue of a hundred connectors. Credentials and sheet access stay with your own accounts. Outputs depend on which modules your occasion uses.

## Step 1: list the data sets you need

Start with the questions you want to answer, not the columns you can export. Common data sets:

| Data set                  | Typical use                                       |
| ------------------------- | ------------------------------------------------- |
| Registrations and members | Guest list, head counts, group splits             |
| Attendance scans          | Who attended which activity, scanner and time     |
| Scores and completions    | Game results, quiz answers                        |
| Submissions               | Programme entries awaiting approval               |
| Hospitality rows          | Pending, provided or verified fields per delegate |
| Leads from stalls         | Visitor, note, timestamp                          |

Each connection lists which records leave the platform and which fields are included, so decide early. A sheet that carries every field is a sheet that is hard to secure.

## Step 2: create the Sheet in your own account

Create a new Google Sheet owned by an organisational account, not a personal one, so the file does not vanish when a person leaves. Give it a clear name with the occasion and the year. Decide the tabs in advance: one per data set is easier to read than a single wide sheet.

Share only with named people. A link that anyone can open is not a security model.

## Step 3: agree fields and naming with the team

With the Sociana team, agree which fields go to which tab and what each column is called. Use stable names, because formulas and charts break if a header changes mid-event. Decide how to treat identifiers: a mobile number is useful for matching and also sensitive. Where you can, use a member ID or employee code as the key and keep contact details in one controlled place.

## Step 4: choose the cadence

Decide whether data should flow continuously or at set times. During an event, a live feed of scans helps a desk reconcile. For a long programme, a daily or weekly export may be enough. If you need recurring deliveries, scheduled exports can send them to a team or sheet. Do not choose “live” out of habit; every update is another place for something to go wrong.

## Step 5: test with sample data

Before the event, run a test with ten sample rows. Check that the right columns appear, that dates read correctly in your locale, that phone numbers keep leading digits and that nothing leaks across tabs. Ask someone who did not set it up to open the sheet and read it.

Test the unhappy path too: what happens if a member is edited after export, or a scan is reversed? Decide how the sheet should show it.

## Step 6: use webhooks for anything that must move now

A webhook posts an event, such as a scan or a submission, to a URL you control. That is how a lead captured at a stall can reach your CRM without a native connector. Treat the receiving end like any production system: authenticate it, log what arrives and make it tolerate duplicates.

## Step 7: secure, review and close

During the event, check who has access. After the event, review the sheet, copy what you need into your records, restrict or remove access and decide how long it stays. If a partner such as a hotel needs a view, partner data sharing gives an agreed outside team a scoped view of just the rows they need, which is safer than sharing the whole sheet.

## Common mistakes

**Using a personal Google account.** The sheet disappears when the owner leaves.

**Sharing with “anyone with the link”.** Name the people.

**Changing headers mid-event.** Formulas break.

**Treating the sheet as the system of record.** The app and the registration file are the source of truth; the sheet is a copy.

## A sample tab plan for a three-day conference

Tab one, Members: member ID, name, group, city, zone and login status. Tab two, Attendance: member ID, activity, scan time and scanner. Tab three, Polls: question, group, responses. Tab four, Leads: stall, visitor ID, note and time. Tab five, Notes: what each column means, who owns the sheet and when access will be removed. Use member ID as the join key across tabs, so you can build a summary without copying personal details around. Lock the header rows and protect the Notes tab, so that a stray edit does not change the definitions. If more than one person edits, add a change log tab with initials and dates.

## How Sociana handles this

Webhooks, Google Sheets and Airtable connect an occasion to a sheet or base so that registrations, scans, scores or hospitality rows flow out, and rooming lists or participant lists come in by CSV or Sheets. [Reports and exports](https://sociana.in/features/reports-and-exports/) provide the data sets, with role-limited access to participant data and activity logs that record admin actions. In-app mobile dashboards cover what you need on the phone, and the [admin panel](https://sociana.in/features/admin-panel-and-roles/) sets roles.

Integrity Champ, a recurring programme that Carlsberg India runs on a Sociana multi-occasion app, relied on regular exports and dashboards to keep a submission-and-approval cycle moving. Read the [Integrity Champ case study](https://sociana.in/case-studies/integrity-champ/) for how the cycle works.

## Frequently asked questions

### Can I set up a Sheets connection myself?

Not self-serve. Connections are configured with the Sociana team for each occasion, using your own Google account and credentials.

### Is there a public API?

Sociana does not offer a public API. Use Sheets, Airtable or webhooks.

### Can I export to Excel?

Reports and exports are available as downloadable data, and a Google Sheet can be downloaded as Excel. Confirm the format for your occasion at setup.

### Can a hotel see my rooming list?

Through partner data sharing, an agreed outside team can see only the rows they need. Do not share the whole sheet.

## Related reading

Glossary: [responser API](https://sociana.in/glossary/responser-api/), [member import](https://sociana.in/glossary/member-import/), [submission](https://sociana.in/glossary/submission/). Occasion hubs: [employee programmes](https://sociana.in/event-types/employee-programmes/), [corporate annual meets](https://sociana.in/event-types/corporate-annual-meets/) and recurring communities. See [templates and checklists](https://sociana.in/templates/) for a data-set planner.

## Keep reading

[Reports & exports](https://sociana.in/features/reports-and-exports/)[Admin panel, roles & feature switches](https://sociana.in/features/admin-panel-and-roles/)[Recurring employee programmes](https://sociana.in/event-types/employee-programmes/)[Corporate annual & strategy meets](https://sociana.in/event-types/corporate-annual-meets/)[Connect Google Sheets, Airtable and webhooks](https://sociana.in/help/organisers/connect-google-sheets-airtable-and-webhooks/)[Google Sheets integration](https://sociana.in/integrations/google-sheets/)[Google Maps integration](https://sociana.in/integrations/google-maps/)[Google Play integration](https://sociana.in/integrations/google-play/)

[Back to Guides](https://sociana.in/guides/)

## Want us to run this for you?

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