How to build a Google Sheets GUI in 7 steps

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TL;DR

• Google Sheets is great for collecting and analyzing data, but sharing it safely is hard: permissions are coarse, version history exposes old data, and one wrong click can leak sensitive information.
• A GUI (graphical user interface) built on top of your spreadsheet fixes this: your data stays in Google Sheets while users interact with it through a secure, branded business app.
• With Softr, you can describe your app to the AI Co-Builder and get a working interface in minutes, or start from a template or a blank canvas.
• In this guide, we build a sales dashboard on top of Google Sheets in 7 steps: connecting the spreadsheet, generating the app, designing the interface, setting up users and permissions, adding forms, and visualizing performance with charts. [.blog-callout]

I remember sharing a Google Sheet the first time. It was everything I imagined. Collaboration was seamless, every stakeholder was kept in the loop, and it was a fantastic tool. Using it felt like magic. After all, Google Sheets is easy to use, versatile, user-friendly, accessible, and integrates seamlessly with other Google services.

However, as the spreadsheet grew, I realized two things: the amount of sensitive data grew as I built more spreadsheets, and its ease of access was no longer an advantage but a double-edged sword. It made me realize that sharing spreadsheets, or any information in Google Sheets, could swing either way.

And with that realization came a looming concern, or frankly, an important question: "How do I keep all of this information safe?"

Don't get me wrong: Google Sheets is a fantastic tool for collaboration, especially when you're on the go. On the other hand, it also makes protecting sensitive information daunting. For example, many users like myself like the ease that comes with its "sharing permissions" feature. Still, with that ease comes something tricky. Imagine wanting to share a certain document with select stakeholders or teammates. One wrong click and you've immediately given other people access to sensitive information they shouldn't have any business reading or knowing about.

This made me understand that when it comes to protecting sensitive information, using Google Sheets can be likened to trying to lock up a house with doors made of glass.

Let's break this down further.

The collaboration dilemma

Hands down, one of the main appeals of Google Sheets is its collaborative feature. This allows you to easily share and access documents with colleagues and stakeholders, thereby enhancing productivity, collaboration, and teamwork. Nonetheless, with this ease of sharing comes another problem: oversharing. As I mentioned earlier, one wrong move and suddenly, sensitive information becomes visible to people who shouldn't see or know about its existence in the first place.

Password protection? Not quite!

Unlike Microsoft Excel, Google Sheets doesn't offer a linear path to password protection. This means sensitive or redacted information is a click away from the wrong eyes or hands. Of course, there are some workarounds like using third-party add-ons (which could also pose security risks as they might expose your data to external threats), encrypting data manually, or using script-based protection platforms like Google Apps Script to create custom protection features for locking cells or sheets.

And yet, I dare say if we're being honest, many of us aren't looking to become coding wizards just to protect our data. All we want to do is find a place that not only keeps our data but protects it and keeps it safe.

Permissions level

Google Sheets offers three different permission levels: Viewer, Commenter, and Editor. Let's imagine that you gave someone access to a Google Sheet. While this is great for collaboration, it also means the other party can delete, modify, or change data. And if you aren't tracking who has what level of access, you might find data missing or changed without even realizing it.

There's another problem operators often forget: shared spreadsheet links don't expire. When a contractor or client relationship ends, their access stays active unless someone remembers to revoke it manually.

Version history

Google Sheets has a built-in version history feature that I consider a lifesaver. It allows you to see and revert to previous versions of your document. Nonetheless, this can quickly become a headache. For instance, if sensitive information is deleted, you can easily restore it. What happens when you aren't careful? Older, unprotected versions might still be accessible to viewers. You end up constantly juggling between keeping data accessible and safe.

Data encryption and security

While Google encrypts data on the go, it still relies on user behavior to achieve optimum security. Therefore, this means you need to educate team members and other stakeholders involved about the importance of using strong passwords and two-factor authentication. However, note that not everyone is tech-savvy (or wants to be) and a simple, single mistake can result in a data breach.

The human element

Perhaps the biggest challenge with sensitive data protection might not be Google Sheets itself, but the human factor. Google Sheets offers us convenience, and sometimes in our rush to collaborate (while juggling other tasks), we forget or underestimate the importance of security measures like malware scanning. It's easy for someone to share a document using simple passwords because they are easy to remember, or to overlook who really needs access.

A common workaround is to copy the sheet, manually delete the rows the recipient shouldn't see, and email the file. The workflow is error-prone: one missed row exposes confidential data. A proper interface with database-level row filters automates the same outcome with no manual intervention and no exposure risk.

With all the loopholes listed above, you might wonder, "Can I build a dashboard in Google Sheets?"

How do I create a dashboard in Google Sheets?

Yes, you can. After deciding on the structure of your dashboard, knowing the story you want it to tell, and identifying the key metrics and KPIs you need, Google Sheets has a range of tools to help visualize your data. We cover the spreadsheet-only approach in detail in our guide to creating a dashboard in Google Sheets.

There's the "Insert Chart" function that allows you to select chart types that best represent your data. Conditional formatting is also another feature that helps you highlight important data points. For example, creating rules to change cell colors based on their accompanying values can help spot outliers, trends, and other key thresholds.

The formulas and functions also automate data calculations, which is vital for updating your dashboards. Functions like SUM, VLOOKUP, and AVERAGE can aggregate and analyze data efficiently.

Despite these features and advantages, the porous security challenges associated with Google Sheets are hard to overlook. This is where Softr comes in. Softr is an AI-native platform for building business software without code. It combines an interface builder, native Softr Databases, Softr Workflows for automation, and AI features in one full-stack platform. You can keep your data in Softr Databases, or connect Airtable, Google Sheets, HubSpot, and 17+ other data sources, including a REST API connector. Since this guide is about Google Sheets, that's the source we'll build on: Softr lets you build a user-friendly GUI (graphical user interface) for your Google Sheets data while offering maximum protection.

With Softr, you can:

Build your app with AI, a template, or from scratch

Describe what you need and the AI Co-Builder generates a complete app for you, with pages, blocks, user groups, and navigation. You can also start from a pre-built template or build from scratch if you prefer hands-on control. And once you're inside the editor, the AI Co-Builder stays available for any change you'd rather describe than configure manually.

Design your interface

Customize different pages and sections.

Table and list blocks: display your Google Sheets data in table or list format; configure columns and data types.

Create detailed views for individual records, allowing users to click on a list item and see more information.

Set up user permissions

Implement user authentication to control access to your app (allowing you to manage user roles and permissions).

Define roles such as admin, logged-in, and non-logged-in users.

Set permissions for each role to control what data users can view or edit.

Automate with workflows

Set up automated workflows for tasks like sending notifications, updating records, or triggering other actions based on changes in your data. Softr Workflows are natively triggered by UI interactions like button clicks and form submissions, and if you prefer external tools, Softr also has native integrations for Zapier, Make, and n8n.

Publish and share

Publish your app on a free or custom domain to make it accessible to your target audience.

Ensure your app is responsive and looks good on all devices.

Here's how one operator describes building on top of an existing data setup:

"I find Softr very intuitive and easy to navigate, which is great for someone who is not a programmer by nature. It integrates very nicely with the databases we are already using, making it nice that it just sits on top of the systems we have. I also love the ability to control access globally, which is really important for data security and privacy." - Natalie S., Director of Operations, G2 review

How do I make Google Sheets look stunning?

You can improve Google Sheets' visual appeal by:

1. Applying consistent color schemes.
2. Utilizing borders and gridlines.
3. Incorporating custom fonts and text styles.
4. Merging cells for headings.
5. Creating charts and graphs.
6. Adjusting column widths and row heights.
7. Alternating row colors
8. Implementing dropdown menus and checkboxes.
9. Hiding unnecessary rows and columns… amongst other options.

At the end of the day, Google Sheets might have design options, but they are quite limited. It's important to recognize that Google Sheets is a data source: a tool for data management and analysis, not a design platform.

This is why we're going to build a Google Sheets GUI with Softr. Our demo app will be a sales dashboard that will allow logged-in users to:

1. Display a list of sales transactions with details such as date, amount, and customer.
2. Allow sales team members to add new sales.
3. Visualize sales performance over time.

Aim of the dashboard:

To provide real-time insights into my sales data, enhance data visualization, and improve the overall management of sales transactions.

Tutorial highlights:

1. Importing sales data from Google Sheets.
2. Creating forms for adding new sales entries.
3. Setting up users and permissions to keep data secure.
4. Setting up charts to visualize sales performance.

Before we begin, please keep the following in mind:

Tips to optimize your Google Sheets spreadsheet for no-code app (Softr) success

1. Define your data requirements

Identify the data your app will need. You can start by considering what information will be stored, how it will be structured, and the relationships to exist between different data points. Ask questions (I'll be providing answers based on the demo sales dashboard I'm going to build):

Q: What is the primary purpose of this spreadsheet?

A: To track sales, manage inventory, analyze data, create reports, etc.

Q: Who will be using this spreadsheet?

A: Identify the primary users (e.g., team members, managers, clients).

Q: What are the key data categories/fields?

A: Date, Sales Amount, Customer Name, Product, and Sales Representative.

Q: What decisions will be made based on this data?

A: I. Identify which products are performing well and which are not, and adjust marketing or sales strategies accordingly. II. Set sales targets and goals for sales representatives or teams based on historical performance data. III. Identify key customers and focus on retention strategies or upselling opportunities.

2. Structure your data with sheets and columns

Organize your data by having separate sheets (tabs) for various entities. Each sheet you create should represent a different type of data, such as "Customers," "Orders," or "Products." Within each sheet, ensure columns define specific data fields like "Name," "Email," "Order Date," and "Product ID."

3. Use clear and consistent naming practices

Use descriptive names without spaces (e.g., "CustomerAddress" rather than "Customer Address").

4. Implement data validation

Use data validation rules to maintain data integrity. For example, restrict certain columns to numerical values, specific date formats, or predefined options using drop-down menus.

5. Create unique identifiers

Each record should have a unique identifier (e.g., Product ID, Customer ID, Order ID). Unique identifiers are necessary for linking data between sheets and ensuring accurate data retrieval.

6. Establish relationships between data

Create relationships between different data entities using unique identifiers. For example, use the "Customer ID" in the "Orders" sheet to link each order to a specific customer. This step is important for effective schema structure and management.

[.blog-callout] Pro tip: If your spreadsheet is outgrowing these workarounds (broken VLOOKUPs, duplicated data across tabs), consider importing it into Softr Databases instead. A single CSV import recreates your table natively, and linked record fields replace fragile cross-sheet references. The rest of this tutorial works the same either way. [.blog-callout]

How to build a Google Sheets GUI with Softr

Step 1: Set up Google Sheets data

Prepare your Google Sheets with data. My demo spreadsheet contains sales data with columns like Date, Sales Amount, Customer Name, Product, and Sales Representative.

Step 2: Sign up and log in to your Softr Studio

Visit the Softr website and sign up for a free account here. Once you've signed up, you'll be automatically redirected to your Softr Studio. Log in if you already have an account.

Step 3: Connect Google Sheets to Softr

As shown in the screenshot below, click on the "Data Sources" option at the top left side of your Studio and click again "Connect data source."

I. Select where your data is stored

When you click on "Connect data source," you will be redirected to a pop-up that looks like the image below. Select Google Sheets as the location for your data storage.

II. Select Google Sheets as your data source

Once you select Google Sheets as your data source and click on "Continue", Softr will securely connect to your database. When you check your "Data Source" section, you should find an already connected Google Sheets synced to your Softr account.

Step 4: Generate your app

I. Still in your Softr Studio, select your preferred method for creating your app. For this tutorial, I'll select the "Generate with AI" method: you describe what you need, and the AI Co-Builder builds a complete app for you, including pages, blocks, and user groups. If you prefer, you can also start from one of the pre-built templates or build from scratch.

II. After clicking on the "Generate with AI" option, you'll be redirected to a window that looks like the image below.

Write your prompt and click on "Preview your app" to see what Softr's AI generated for you.

III. After clicking on "Preview your app," Softr will generate your CRM with a name and allow you to select a theme and accent color (these can be changed later in the Studio if you don't like the customization you made earlier).

IV. When you click on "Generate your app," you'll be redirected to your app's interface, which is similar to the image below:

Step 5: Design your Google Sheets GUI

I. To "Add Sales Transactions," click on the button and click again on "copy generated data" as captured in the screenshot below.

II. To edit the information in the "sales transactions" table, click on "Edit" and the widget on the right will appear. The "Content" feature will be automatically highlighted. For example, if you want to add more fields, simply scroll down till you see the "Add field" button and insert the field name and details you want. Click on "Save" and you're good to go.

III. If you don't like the auto-generated list block, simply click on "Add block" and select from one of the dynamic block types to display your sales transactions. Configure the block to pull data from your connected Google Sheet, and set up columns to display the Date, Sales Amount, Customer Name, Product, and Sales Representative. You can also just ask the AI Co-Builder to make the change for you ("replace the list with a table showing date, amount, and customer"), which is especially handy for repetitive configuration work.

If you want to change your app's header, insert testimonials, CTAs, gallery, feature, feature grid, etc., click on the static block header and select your preferred component. Configure or edit and the component will be added.

IV. If you'd like to add search and filter options, include a search bar and filters to allow users to search for specific transactions or filter data by date, sales rep, or product. Go to the block you want to make this change, click on "Content," scroll down, and make changes as highlighted in the image below:

V. Create a summary section

Click on "Add block," select the dynamic block header, and scroll down until you see the "Summary cards" feature. Select the block to display key summary statistics, such as total sales, number of transactions, and top-performing sales reps.

VI. Set up users and permissions

Before you share this GUI with anyone, lock down who can see and do what. This is the entire reason we're building an interface instead of sharing the raw spreadsheet, so treat it as a first-class step, not an afterthought.

Head to the Users tab in your Studio and sync your users (the AI Co-Builder already created user groups during generation; you can adjust them here). Then:

1. Define user groups like Admin, Sales Rep, and Manager, either statically or dynamically based on a field in your data (e.g., "Role is Sales Rep").
2. Set page and block visibility per group, so a sales rep sees their own transactions while a manager sees the full dashboard.
3. Add data restrictions for row-level security, e.g., "Sales Reps can only view records where Sales Representative matches the logged-in user."
4. Use Preview mode to impersonate any user and verify exactly what each group sees before publishing.

This is what makes a Softr GUI fundamentally safer than spreadsheet sharing: access is granular, auditable, and revoked in one click when someone leaves.

Step 6: Create new forms

If you want sales team members to add new sales, you need to create forms for adding these new entries. Simply click on "Add block," and the dynamic block section will be automatically highlighted. Scroll down a bit, and you'll see the "Form" feature with its dropdown menu. Select the type of block you want and add it to your CRM. Form submissions write straight back to your connected Google Sheet.

Want to take it further? You can connect form submissions to Softr Workflows, for example to notify a manager whenever a deal above a certain amount is logged. Describe the automation to the Workflow AI Co-Builder and it will build the logic for you, or configure the trigger and actions manually. The same applies on the data side: if you move your data to Softr Databases later, the Database AI Co-Builder can adjust your tables and fields from a plain-language description.

Step 7: Set up charts to visualize sales performance

Use chart blocks to visualize sales data. Create different types of charts (e.g., bar charts, line charts, pie charts) to represent sales performance over time, sales by product, or sales by representative. For my demo sales dashboard, examples of visualizations I could create include:

1. Sales over time: Line chart depicting sales trends over months.
2. Sales by product: Pie chart displaying the distribution of sales across different products.
3. Top sales representatives: Bar chart showing total sales by each sales representative.

To use charts, browse the blocks section (after clicking on "Add block"), scroll down, and select "Chart" (just before the "Summary Cards" feature) under the dynamic blocks section. If you need several charts at once, this is another spot where the AI Co-Builder saves time: describe the dashboard you want and it sets up the chart blocks for you.

Here's what a finished dashboard built this way can look like:

Give your spreadsheet a real interface

Your Google Sheets data deserves better than coarse sharing links and crossed fingers. With a Softr GUI on top, the spreadsheet keeps doing what it's good at (storing data) while your team gets a secure, branded business app with real permissions, forms, and dashboards. Builders regularly replace entire spreadsheet-based management systems this way:

"It's fantastic to be able to create portals without writing a line of code quickly but with great results. I was able to replace a WordPress site and a management system made in Excel." - Marco D., .NET Analyst Developer, G2 review

Ready to go further? Follow our step-by-step guide to create an app from Google Sheets, or explore how to build a full user interface for your spreadsheet data.