I’m working on setting up Google Sheets for managing RPG characters in some upcoming gaming sessions. I want to avoid the complexity of virtual tabletops since they seem like overkill for what I need.
I’m torn between two different methods. The first option would be making individual spreadsheet files for each pre-made character that players can duplicate to their own accounts. The second approach involves building one main spreadsheet with multiple tabs where each character gets their own sheet and everyone accesses the same file.
I’m curious about which method works better in practice. What are the advantages and disadvantages of each setup? I’d like to figure out the right way to handle this since I prefer the simplicity of spreadsheets over dealing with complicated virtual tabletop software that has way more features than I actually use.
i agree, group size def plays a huge role. 3-4 players is chill with separate files but once you hit more it gets messy fast. shared sheets make things smoother, but yeah, permissions can be a nightmare. starting with individual files seems like the way to go for less hassle.
I’ve run several campaigns with Google Sheets and definitely go with the shared spreadsheet. Individual files seem nice at first, but they’re a nightmare when you need to check multiple characters during play. Cross-referencing stats, tracking shared resources, or managing party-wide effects gets super tedious when everything’s split up. The shared approach needs careful setup though. Make a master tab that auto-pulls key stats from each character sheet - saves you from digging through tabs constantly. Use data validation and protect your formulas so nobody accidentally breaks them. Set up conditional formatting to spot low health or resources quickly. One thing I learned the hard way: complex sheets can bog down browsers during sessions. Keep formulas simple and don’t go crazy with conditional formatting on cells that update a lot. Also, back up the whole sheet before every session because someone will definitely delete something important at the worst time.
I’ve hit this exact problem managing team rosters at work. Both approaches suck for different reasons, but automation fixes everything.
Separate files turn into chaos. Players forget to update stats, nobody knows which version is current, and coordinating between characters becomes impossible. Been there.
Shared files are better but still annoying. Permission headaches everywhere, and someone always accidentally wrecks another player’s sheet.
What actually works: automate it. Set up triggers that sync character data between individual sheets and a master database. Player updates their HP? It updates everywhere automatically. Build in rollbacks so accidents don’t kill your session.
I’ve automated similar stuff for resource management - total game changer. No manual copying, no version conflicts, no lost data. Players get their own space, you keep control and visibility.
Start simple, add features later. Auto-calculate stats, send notifications when characters level up, generate GM reports.
Latenode makes this automation dead simple without learning complex scripting. https://latenode.com