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Guide

Moving from Google Forms and spreadsheets to registration software

Many programs start with a Google Form, a spreadsheet and a payment link. It works until it doesn't: payments don't match sign-ups, forms are still missing on the first day, and one person holds the whole system in their head. Here's how to tell it's time, and how to switch without a mess.

By the BackPR team · Published October 19, 2026

Signs you've outgrown forms and spreadsheets

  • You match payments to sign-ups by hand.
  • Families fill out the same details every season.
  • Medical forms or waivers are still missing on the first day.
  • You keep a waitlist in a separate sheet and email families one by one.
  • Only one person knows how the spreadsheet works.

1. Gather what you have

  • Your family and participant lists, exported as spreadsheets (Google Forms responses can be downloaded as a CSV file).
  • Your programs: names, dates, ages, prices and capacity.
  • The forms, waivers and policies families sign today.
  • Any balances families still owe.
  • Don't email files with medical, custody or income details. Share them through a link only the right people can open.

2. Pick a quiet time to switch

Switch between seasons, a few weeks before registration opens, so you can test without families waiting. Don't switch in the middle of a session if you can avoid it.

3. Set up and test

  • Build one program first and register a test family yourself, start to finish.
  • Ask two or three trusted families to try it and tell you what confused them.
  • Check that payments, receipts and your reports look right before you open registration to everyone.

4. Tell families what's changing

  • Say why: one place to register, pay and sign forms.
  • Say what they need to do, and by when.
  • Offer help by email or phone for anyone who gets stuck, and send instructions in each language your families use.

5. Keep your old data

Keep a copy of your old spreadsheets and form responses after you switch. You may need past attendance or payment records for your board, funders or taxes.

How BackPR helps

BackPR is free for registered nonprofits (Stripe's card processing fees still apply), and switching is free too. Share your spreadsheets with us, and we'll set up your families and programs. Families register, pay and sign forms in one checkout, in English or Spanish, and you can export your data at any time.

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