Spreadsheets vs Scheduling Software: What's Best for Your Event?
A detailed comparison of managing event schedules in spreadsheets versus dedicated scheduling software. Real-world examples and honest pros & cons included.
If you're reading this, chances are you've been managing your event schedule in Excel or Google Sheets. You're not alone—it's where most event organizers start. But at some point, you've probably hit friction: sharing updates is painful, the schedule looks unprofessional, or you've accidentally broken a formula at 11 PM the night before your event.
This article will help you decide whether to stick with spreadsheets or make the switch to dedicated scheduling software. We'll look at real scenarios, costs, and the exact breaking points where most organizers make the change.
The Spreadsheet Reality Check
Let's be honest about what it's actually like to manage an event schedule in a spreadsheet.
What Spreadsheets Do Well
Free and Accessible
Everyone has access to Excel or Google Sheets. No new software to learn or pay for.
Flexible and Customizable
You can structure it however you want. Need an extra column? Add it instantly.
Works for Simple Events
For a single-day workshop with 10 sessions, a spreadsheet is perfectly fine.
Great for Internal Planning
Calculating budgets, tracking vendor contacts, managing checklists—all spreadsheet strengths.
Where Spreadsheets Break Down
Terrible for Public Sharing
You can't just hand attendees a raw spreadsheet. The UX is awful on mobile, and it looks unprofessional.
Version Control Nightmare
"Schedule_Final_v3_ACTUAL_FINAL.xlsx" sound familiar? Multiple versions lead to confusion.
No Real-Time Updates
When you change a time at 9 AM, attendees won't know until they download the new file.
Breaking Formulas
One wrong deletion and your carefully crafted formulas disappear. Ask me how I know.
No Built-in Features
Want booking? Filtering? Calendar sync? You'll need to build it yourself or use multiple tools.
Scales Poorly
100+ sessions across multiple days and stages? Good luck making that readable in Excel.
Real-World Scenario: Festival Organizer's Journey
Sarah's Story: From Spreadsheet to Software
Year 1: Sarah organized a yoga retreat with 15 sessions over one weekend. She created a Google Sheet with columns for time, teacher, class name, and location. It worked fine. She printed copies and posted them around the venue.
Year 2: The retreat grew to 30 sessions across two locations. Sarah's spreadsheet became unwieldy. Participants kept asking "what time is the restorative class?" She had to email schedule updates three times before the event.
Year 3: Now 50+ sessions, three venues, early-bird and regular pricing for workshops. Sarah spent 8 hours formatting a spreadsheet to "look professional" for the website. A last-minute teacher cancellation meant updating the spreadsheet, re-exporting to PDF, re-uploading to the website, and emailing everyone. Again.
Year 4: Sarah switched to Flow Grid. Schedule updates happen in real-time. Participants can filter by teacher or class type. She set up booking limits. The whole process now takes minutes instead of hours.
The Breaking Points: When to Switch
You should consider dedicated scheduling software when you hit any of these thresholds:
Your Event Has 25+ Sessions
Below this, spreadsheets work. Above this, they become hard to navigate and share effectively.
You Have Multiple Stages/Venues
Parallel programming is painful in spreadsheets. Dedicated software handles this naturally.
You're Making Last-Minute Changes
If you've ever had to email "Schedule Update #3" the morning of your event, it's time to switch.
Attendees Need to Book/RSVP
Trying to track bookings via spreadsheet + Google Forms is a recipe for errors and overselling.
Professional Image Matters
If you're charging premium prices or building a brand, a polished schedule signals professionalism.
What Scheduling Software Actually Costs
This is usually the first question. According to Capterra's event management software research, the range is huge depending on features:
- Free tiers: $0 - Basic features, perfect for getting started (like Flow Grid's free plan)
- Basic paid: $10-30/month - Unlimited events, custom branding, booking features
- Professional: $50-150/month - Advanced features, integrations, priority support
- Enterprise: $200+/month - White-label, API access, dedicated support
Cost Perspective:
If you spend even 3 hours reformatting and sharing spreadsheet schedules for each event, and you value your time at $50/hour, that's $150 in time cost. Most scheduling software pays for itself immediately.
Feature-by-Feature Comparison
| Feature | Spreadsheet | Scheduling Software |
|---|---|---|
| Create basic schedule | ✅ Easy | ✅ Easy |
| Share with attendees | ⚠️ Clunky | ✅ Simple link |
| Mobile-friendly view | ❌ Poor | ✅ Excellent |
| Real-time updates | ❌ No | ✅ Instant |
| Booking/Registration | ❌ Manual | ✅ Built-in |
| Filtering/Search | ⚠️ Limited | ✅ Advanced |
| Calendar export | ❌ DIY | ✅ iCal/Google |
| Professional appearance | ⚠️ Takes work | ✅ Automatic |
| Analytics/Tracking | ❌ No | ✅ Yes |
| Learning curve | ✅ Familiar | ⚠️ New tool |
| Cost | ✅ Free | ⚠️ Free-$30/mo |
The Hybrid Approach (Best of Both Worlds)
You don't have to choose between one or the other. Many successful organizers use both:
- Spreadsheets for: Internal planning, budget tracking, vendor management, task lists
- Scheduling software for: Public-facing schedules, attendee bookings, real-time updates
This gives you the flexibility of spreadsheets for internal work plus the professional presentation and features of dedicated software for attendees.
Making the Switch: Migration Tips
If you decide to try scheduling software, here's how to do it smoothly:
- Start with a new event: Don't try to migrate mid-event. Use your next event as a test run.
- Keep your spreadsheet: Export your schedule data but keep the spreadsheet as backup during the transition.
- Try the free tier: Most tools offer free plans. Test before committing.
- Import via CSV: Most scheduling software can import from spreadsheets, saving manual entry.
- Communicate the change: Let attendees know where to find the new schedule.
The Bottom Line
Stick with spreadsheets if:
- Your event has fewer than 20 sessions
- It's a one-time thing
- You have no budget at all
- Your attendees only need a printed schedule
Switch to scheduling software if:
- You run events regularly
- Your event has 25+ sessions or multiple venues
- Attendees need to book or register for sessions
- You make schedule changes after publishing
- Professional presentation matters
- You want to save time and reduce stress
Ready to Try Scheduling Software?
Flow Grid is free to start and takes less than 5 minutes to set up. Import your spreadsheet or create from scratch.
No credit card required • Free forever plan available
The right tool depends on your specific needs, but the general rule is simple: if managing your schedule in a spreadsheet is causing more stress than it's worth, it's time to upgrade. The good news? Modern scheduling tools are designed to be as simple as spreadsheets but far more powerful where it counts.
About the Author
Florian Hohenleitner
Flo is an event organizer, podcast host, and creator passionate about helping people grow and connect. After leaving corporate life, he trained as a yoga teacher in Bali, became a Thai massage practitioner, and now co-organizes the Mediterranean Acro Convention while hosting the Grow with the Flo podcast. He creates tools like Flow Grid to help event organizers build meaningful experiences.