Spreadsheets are everywhere, and we all rely on them. They’re easy to use and get the job done. But did you know that turning them into an app can do so much more? The caveat? Users hit frustrating roadblocks when trying to make the switch. For example, limited design flexibility is a real issue as some platforms just don’t let you customize layouts or branding enough.
Then there are scaling problems, where apps slow down or fail to handle large amounts of data. And let’s not forget integration gaps, when platforms don’t integrate with tools like Airtable, Notion, or HubSpot, it leaves users stuck.
These challenges are real obstacles that stop users from moving forward. But we have a solution for you. This guide will show you exactly how to turn your spreadsheets into professional, responsive apps with Softr, no coding needed. Curious how? Let’s get started.
Why convert your spreadsheet to applications?
When you convert your spreadsheet to a web app you transform static data into a dynamic and accessible tool. The latter dramatically improves how you and others interact with your information.
Consider a real estate agent tracking property listings. Instead of sharing a complex spreadsheet that intimidates potential users, an app allows them to easily browse properties, filter by preferences, and view details with simple taps. What was once a grid of numbers becomes an intuitive experience anyone can navigate.
Beyond this primary benefit, creating an app from spreadsheets offers two more compelling advantages:
- Automated data management: Apps can automate repetitive tasks like calculations, updates, and data validation. This means fewer manual errors, real-time information updates, and more efficient data handling compared to traditional spreadsheets.
- Better user experience: Unlike spreadsheets with multiple tabs and complex layouts, apps provide a streamlined interface that guides users exactly where they need to go. This makes information consumption faster.
Now that we’ve covered why a spreadsheet to app converter can be a game-changer, let’s dive into how you can make the switch effortlessly.
How to turn your spreadsheet into a functional app without coding
It might seem absurd, but you can actually build functional apps from a spreadsheet or two without any coding knowledge.
Step 1: Choose a no-code platform
Several free no-code app builders can help you get started when turning your spreadsheet into an app. For example, Softr offers a free plan that lets you build both web and progressive web apps directly from your data. It integrates with Airtable, Google Sheets, Notion, and many other databases.
Other popular platforms include Glide for mobile-first apps and Bubble for more complex web applications.
When selecting a platform, we recommend that you focus on three essential features:
- Direct spreadsheet integration for smooth data import,
- Custom templates to match your needs,
- Ability to create apps that work well on both desktop and mobile devices,
While there's more to consider when choosing a platform, these core features ensure you can start building quickly. Softr includes all three which we'll explore throughout this guide.
What’s more, Softr's community is one of its greatest strengths. It's a place where you can easily find help, share your experiences, and learn from other users. So, being part of the Softr community means you're connected to a network of supportive users and experts who are ready to assist you. This collaborative environment is sometimes one of the most essential and fun components of app-building since it helps you feel less alone or disconnected in that journey.
Step 2: Prepare your spreadsheet
Before turning your spreadsheet into an app, you need to structure your data properly. Well-organized data makes your app more efficient and easier to maintain. Here's how to prepare your spreadsheet:
- Use clear column headers without spaces (use_underscores instead),
- Remove empty rows and unnecessary formatting,
- Make sure each column has consistent data types (text, numbers, dates),
- Create separate tables for different types of data (for example, "Products" and "Orders" should be separate),
Once you’ve done these, it’s time to start the main process.
Step 3: Create a free account on your selected no-code app builder
Creating your Softr account takes less than a minute. On Softr's landing page, click the "Sign up for free" button.
Enter your name, email address, and password on the registration page, then click Next.
Here, you'll be asked 7 quick questions about your intended use for Softr, what you want to build, your experience with spreadsheets and databases, etc. The questionnaire takes about 30 seconds to complete. Choose from the provided answers for each question.
Once finished, you'll have immediate access to Softr, free of charge.
Step 4: Connect your spreadsheet to Softr
Under "Data sources" in the left sidebar, click "Connect data source". A window will appear showing all available data sources you can connect with Softr, including Notion, Google Sheets, Airtable, SQL, Monday.com, and more.
For this example, let's connect Google Sheets. After clicking "Continue", you'll need to complete a simple sign-in process. This security step allows Softr to access your Google files. Once authenticated, Softr can read your spreadsheet data.
Step 5: Choose a template that best fits the app you want to build
Softr provides pre-built templates so you don't have to design your app interface completely from scratch.
Navigate to "My templates" in the left sidebar and click on “Create new” where you'll find three starting options:
- Start from scratch,
- Use a template,
- Generate with AI,
You'll see templates organized into different categories including portals, internal tools, directories, and forms.
These categories help you quickly find the right template for your specific needs.
Simply choose a category that aligns with your app's purpose, then select a template that matches your vision. Each template comes pre-configured with modern layouts and components that you can fully customize.
Step 6: Customize your app
Customization is key to ensuring your app looks great and resonates with your users.
Step 6.1: Understanding building blocks
To customize our app, we'll start with understanding Softr's core concept: building blocks. These blocks are the foundation of your app, and you have complete freedom to arrange them in any order and group them into pages.
Step 6.2: Content and data display
On the right panel, you'll find the "Content" section where you can edit each block's title and subtitle, along with their positions.
Softr uses "items fields"—a powerful feature that connects directly with your data source. These fields represent individual records from your Google Sheets, with each item corresponding to a specific row in your spreadsheet. You can display this data in various formats like lists, grids, tables, or cards.
To customize how your data appears, click the brush icon next to any field. This opens up styling options where you can:
- Adjust text size,
- Select font family and weight,
- Modify letter spacing,
- Change text alignment,
With all of that in mind, let’s move on to the next steps of customizing your app.
Step 6.3: Search and style customization
One of Softr's standout features is its search functionality. You can select specific parameters that users can search by, making it easier for them to find exactly what they're looking for. Simply click on each option you want to include in the search filters.
Step 7: Set up user groups
Softr's user groups feature helps you create personalized experiences by controlling who sees what in your app. Let's explore how to set up and manage these groups.
Navigate to the "Users" section in the left panel, then select "User Groups" to begin organizing your users.
You have two ways to add users to groups:
- Manual addition
- Automatic assignment with conditions
Use the dropdown menu to select specific users you want to add to the group for manual addition. This is ideal when you know exactly who should belong to each group.
For more dynamic management, you can set up rules that automatically assign users to groups based on their attributes. For example:
- Add users to a "Team Leaders" group if their role attribute matches specific criteria,
- Create location-based groups using user profile data,
This automatic assignment ensures your groups stay updated as user attributes change.
Once your groups are set up, you can use them to:
- Control access to specific pages or blocks,
- Display different content versions to different groups,
- Set up group-specific features and permissions,
- Manage data access levels across your app,
The access feature is crucial, especially when dealing with sensitive info in your spreadsheets: you wouldn’t want unauthorized access to your data.
Step 8: Create action buttons
In Softr, action buttons are versatile tools you can add to different blocks like list, Kanban, table, or calendar. These buttons empower your app users to interact with the data in various ways. They can edit and update existing information, add new entries, or navigate to different parts of your app.
Essentially, action buttons enable users to perform all the essential data operations: Create, Read, Update, and Delete (CRUD).
You have the flexibility to customize these buttons to match your app's design. Here are some customization options:
- Position: to decide where the button appears within the block,
- Roundness: to adjust the button's corners to be more or less rounded,
- Color: to choose a color that fits your app's theme,
- Font: to select the font style and size for the button text,
While you can add multiple action buttons, only two will be directly visible in each section. Any additional buttons will be placed in a dropdown menu to keep the interface clean.
Step 9: Set up visibility
One of the powerful features of Softr is the ability to control who can see specific blocks in your app. Under the "Visibility" section, you can decide which blocks are visible to different types of users.
For example, you might want certain blocks to be accessible only to logged-in users while hiding them from visitors. You can set up these permissions with just a few clicks.
Plus, Softr offers device-based visibility settings. This means you can choose to show or hide blocks depending on whether the user is on a desktop, tablet, or mobile device. This ensures your app looks great and functions well on all devices.
If you use these visibility settings, you’ll create a more personalized and organized user experience, making your app incredibly user-friendly.
Step 10: Preview and test your free app
Before you publish your app, Softr allows you to preview it to ensure everything works and looks as expected. This feature is super useful for catching any issues up-front and making sure your app provides a great user experience.
To preview your app, simply click the “Preview” button located in the upper right corner of the Softr interface.
One of the standout features of Softr is the ability to preview the app for specific users. This means you can see exactly what different users or user groups will experience when they use your app.
Then, Softr makes it easy to preview how your app will look on different devices via a QR code provided in the preview mode.
Step 11: Publish and share your free app
The final step is to publish your app. When you publish, all your changes are instantly pushed to the web, making your app live.
By default, Softr assigns your app a random subdomain, such as
In case you make any changes to your app's content, settings, domain name, or other configurations after publishing, you’ll need to publish it again for those changes to take effect.
Best practices for converting your spreadsheet to apps
These are the best practices we think you can find useful for ensuring your app is both functional and user-friendly:
- Create clear and descriptive column headers: Name your columns in a way that directly translates to what users will see in the app - for example, use "Customer Phone Number" instead of just "Phone" if you have multiple phone fields. If your spreadsheet contains dates, specify the type in the header like "Order Date" or "Delivery Date" so Softr can automatically format them correctly. For location-based data, use consistent naming like "Shipping Address" and "Billing Address" to easily create separate address forms in your app.
- Prioritize essential features to avoid overcomplicating the app: Start with just the core viewing and filtering functions—a simple list/grid view with search is often enough for most users' needs. For example, if you have a product inventory spreadsheet, focus first on displaying product names, prices, and stock levels, while leaving out internal notes or historical data.
- Use visual elements to represent data clearly: Replace text-heavy fields with visual indicators. For example, use progress bars for completion status or colored badges for priority levels. Take advantage of Softr's built-in components by converting "Yes/No" columns into toggles and long text fields into expandable sections. Implement charts and graphs instead of displaying raw numbers for numerical data like sales or inventory.
- Test different layouts to find the most intuitive design: Experiment with various list and grid views before settling on a final layout. For example, a dense table might work well for internal tools, while a card layout could be better for customer-facing pages. Try different column arrangements in your list views, placing the most frequently accessed information first.
These best practices help you turn spreadsheet into app that’s both functional and thoughtfully designed for your users.
Transform your spreadsheet into an app for free without coding
Turning your spreadsheet into an app is easier than you think. With Softr's intuitive drag-and-drop interface, you can build a customized app without any coding skills.
Plus, Softr integrates with Google Sheets, Airtable, Notion, and many other platforms, unlike other similar solutions that offer limited integration options. Sign up for free today and get the full potential of your data with Softr.
What is Softr
Softr is the easiest way to turn your data into powerful business apps—no code required. Connect to your spreadsheet or database, customize layout and logic, and share with your team or clients.
Join 700,000+ users worldwide, building client portals, internal tools, CRMs, dashboards, project management systems, inventory management apps, and more—all without code.
Join 700,000+ users worldwide, building client portals, internal tools, CRMs, dashboards, project management systems, inventory management apps, and more—all without code.
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Pasha Abdulov
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