Connecting FormRobin to Google Sheets

Automatically send form submissions to Google Sheets in real-time. Connect your Google account, link forms to spreadsheets, and watch responses sync automatically to organized rows and columns.

Prerequisites

  • Account: Active FormRobin account (Free or Individual plan)
  • Google Account: Valid Google account with Google Sheets access
  • Form: At least one published form ready to connect
  • Permissions: Google account must have permission to create/edit spreadsheets

How Google Sheets Integration Works

When you connect a form to Google Sheets:

  1. FormRobin creates or connects to a spreadsheet in your Google Drive
  2. The first row is automatically populated with field labels as column headers
  3. Each new form submission creates a new row with response data
  4. Submissions sync in real-time (within seconds of submission)
  5. All form fields appear as columns (except Image and Statement fields)

💡 Tip: This integration is perfect for data analysis, reporting, and sharing responses with team members who use Google Sheets.

Step 1: Connect Your Google Account

Before linking forms, connect your Google account once:

  1. Go to Settings ➜ Integrations
  2. Find the Google Sheets section
  3. Click Connect Google Sheets
  4. Sign in to your Google account when prompted
  5. Grant FormRobin permission to:
    • View and manage your Google Sheets
    • View files in your Google Drive (to list available spreadsheets)
  6. Click Allow
  7. You'll be redirected back to FormRobin

✅ Success indicator: You should see "Google Sheets connected successfully" and your connected account email displayed.

Step 2: Link a Form to a Spreadsheet

After connecting your account, link individual forms:

Option A: Create a New Spreadsheet

  1. In the Google Sheets section, find the form you want to link
  2. Click Select Spreadsheet dropdown
  3. Choose Create New Spreadsheet
  4. FormRobin will automatically:
    • Create a new spreadsheet named "[Form Name] Responses"
    • Add it to your Google Drive
    • Set up column headers based on your form fields
  5. Click Save Integration

Option B: Use an Existing Spreadsheet

  1. In the Google Sheets section, find the form you want to link
  2. Click Select Spreadsheet dropdown
  3. Choose from your existing spreadsheets (shows 100 most recent)
  4. Select the spreadsheet you want to use
  5. Click Save Integration

⚠️ Warning: Using an existing spreadsheet will overwrite the first row with new column headers. Make sure you select the correct spreadsheet.

What Gets Synced to Your Spreadsheet

Your spreadsheet will contain:

Column Headers (Row 1)

  • Timestamp: Submission date and time
  • Submission ID: Unique FormRobin submission identifier
  • Field Labels: One column for each form field (in order)

Data Rows (Row 2+)

Each row represents one form submission with:

  • Timestamp: e.g., "2025-10-29 14:23:45"
  • Submission ID: Numeric ID
  • Response values: User's answers for each field
  • File uploads: Download links (if form includes file upload fields)
  • Multiple selections: Comma-separated values for checkbox fields

Fields excluded from sync:

  • Image fields (display-only, no data collected)
  • Statement fields (display-only, no data collected)

Step 3: Test Your Integration

  1. Submit a test response to your connected form
  2. Check your Google Sheets within 5-10 seconds
  3. Verify:
    • New row appears with test data
    • All fields are populated correctly
    • Timestamp shows current date/time
    • Column headers match your form field labels
  4. If the row appears, your integration is working correctly!

Monitoring Sync Status

In the FormRobin Integrations page, you can see:

  • Last synced: Time since the last successful sync (e.g., "2 minutes ago")
  • Spreadsheet name: Name of the connected spreadsheet
  • Open Spreadsheet button: Direct link to view in Google Sheets
  • Error messages: If sync fails, you'll see a red error message with details

Managing Your Integration

View Connected Spreadsheet

  1. Go to Settings ➜ Integrations
  2. Find the form in the Google Sheets section
  3. Click Open Spreadsheet
  4. Spreadsheet opens in a new tab

Change Connected Spreadsheet

  1. Go to Settings ➜ Integrations
  2. Find the form in the Google Sheets section
  3. Click Select Spreadsheet dropdown
  4. Choose a different spreadsheet
  5. Click Save Integration
  6. Future submissions will sync to the new spreadsheet

Note: Past submissions remain in the old spreadsheet and won't be moved automatically.

Remove Integration

  1. Go to Settings ➜ Integrations
  2. Find the form in the Google Sheets section
  3. Click Remove Integration (trash icon)
  4. Confirm removal
  5. Future submissions will no longer sync to Google Sheets

Note: Removing the integration does NOT delete the spreadsheet or existing data.

Disconnect Google Account

  1. Go to Settings ➜ Integrations
  2. Find the Google Sheets section header
  3. Click Disconnect
  4. Confirm disconnection
  5. All form integrations will be removed
  6. Future submissions will not sync

Note: Your spreadsheets and data remain in Google Drive. You can reconnect anytime.

Sync Behavior and Timing

  • Real-time sync: Submissions sync within seconds of submission
  • Automatic retries: Failed syncs retry up to 3 times automatically
  • Header reset: Changing form fields resets headers on next submission
  • Sheet name: Defaults to "Sheet1" (can't be customized currently)
  • Multiple forms: Each form can link to a different spreadsheet
  • Spreadsheet sharing: You can share your spreadsheet with others via Google Sheets sharing settings

Limitations and Requirements

  • One spreadsheet per form: Each form links to one spreadsheet
  • One sheet per spreadsheet: Uses "Sheet1" by default
  • 100 spreadsheet limit: Dropdown shows 100 most recent spreadsheets
  • Google permissions required: Must grant spreadsheet and drive access
  • No historical backfill: Only new submissions sync (after connecting)
  • Overwrite warning: Using the same spreadsheet for multiple forms will overwrite headers

Troubleshooting

Issue: "Google Sheets connected successfully" but no spreadsheets appear in dropdown.

Fix: Refresh the page. If still empty, create a new spreadsheet directly from FormRobin using "Create New Spreadsheet" option.


Issue: Submissions not appearing in spreadsheet.

Fix: Check for error messages in Settings ➜ Integrations. Common causes:

  • Spreadsheet was deleted from Google Drive
  • Google account permissions were revoked
  • Network/connectivity issues

Try disconnecting and reconnecting your Google account. Submit a test form to verify.



Issue: Error message: "Spreadsheet no longer exists or has been deleted".

Fix: The linked spreadsheet was removed from your Google Drive. Select a different spreadsheet or create a new one.


Issue: Column headers don't match my form fields.

Fix: Remove the integration, then reconnect it. Headers are created when the first submission syncs after connecting. The integration will recreate headers on the next submission.


Issue: Warning about spreadsheet already in use by another form.

Fix: Using the same spreadsheet for multiple forms with different fields will overwrite the header row, causing data conflicts. It's recommended to use separate spreadsheets for each form. If you still want to proceed, confirm the warning to continue.


Issue: File upload fields showing long URLs instead of file names.

Fix: This is expected behavior. File upload fields sync as download links. Click the link in Google Sheets to download the file.

FAQ

Q: Can I sync past submissions to Google Sheets?

A: No, only new submissions (after connecting) sync automatically. For historical data, export to CSV from FormRobin and import into Google Sheets manually.

Q: Can I edit data in Google Sheets without affecting FormRobin?

A: Yes, the sync is one-way (FormRobin to Google Sheets). Editing data in Google Sheets won't change your FormRobin responses.

Q: What happens if I delete a row in Google Sheets?

A: Deleting rows in Google Sheets only removes the spreadsheet copy. The original submission remains in FormRobin.

Q: Can multiple forms sync to the same spreadsheet?

A: Technically yes, but not recommended. Each form will overwrite the header row with its own field labels, causing data misalignment. Use separate spreadsheets for best results.

Q: Is there a limit to how many submissions can sync?

A: No limit from FormRobin. Google Sheets has a limit of 10 million cells per spreadsheet, but you'll likely never hit this limit.

Q: Can I customize which fields sync to Google Sheets?

A: Not currently. All data-collecting fields (except Image and Statement) sync automatically.


Need help with Google Sheets integration? Contact our support team - we're here to help!

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