How Do I Create an Automated Birthday Club Using Google Forms and Google Sheets?

This guide will walk you through setting up an automated Birthday Club for your radio station using Google Forms and Google Sheets. This workflow allows you to collect, track, and review Birthday Club submissions efficiently. You can also embed the form directly on your website for easy listener access.

Requirements

• You must have or create a Google Account (Gmail).
• You need access to manage pages on your website to embed the form.

Note: While SoCast has set up and tested this workflow for usability on the front end of your website, we cannot guarantee its functionality or longevity, as it relies solely on Google services.

Step-by-Step Guide

1. Create a Google Account: If you don't have one, follow the instructions here: Create a Google Account.
2. Sign in to your Google Account and click the square grid icon in the top right corner of the screen.
   
3. At the bottom of the menu, click More.
4. Scroll down and click Forms.
5. Customize your Google Form to be embedded on your website. Create custom questions, add images, and adjust colors as needed.
   Tip: Include a question regarding automatic opt-in for using the information provided. For example: "By submitting a birthday club shout-out via this form, you are granting Radio 88 permission to use the information you submit for the purpose of a live on-air shout-out." This is a sample statement and not legal advice. Please consult your legal team for your station's specific needs regarding information collection and privacy.
   
6. Once your form is ready, click Responses, then click the green Google Sheets button in the top right corner to send responses to a spreadsheet.
   
7. Create a new spreadsheet and give it an identifiable name (e.g., "Radio 88 Birthday Shout-Outs"). Click Create.
8. Click the gear icon in the top right corner to access settings.
   
9. Click Presentation, enter a confirmation message (e.g., when listeners can hear their birthday announcement on air), then click Save.
   
10. Click the Send button in the top right corner, then click the <> icon to get the embed code.
11. IMPORTANT: Set the width and height of the form depending on your page layout:
    • With Sidebar: Width 800px, Height 1000px
    • Without Sidebar: Width 1100px, Height 1000px
12. Copy the iFrame code from the Embed HTML section.
    
13. Open admin.socastsrm.com and go to Website > Pages.
14. Select the page you want to use for your Birthday Club sign-up.
15. Click Switch to Backend Editor, then click Add Element.
16. Select the Raw HTML element.
17. Paste the copied iFrame code from the Google Form, then click Save Changes.
18. Click Update to publish your changes.

You're now ready to collect responses from your listeners!

How to View Birthday Club Responses in Real-Time

1. Visit Google Drive and log in with the same account you used to create the Birthday Club form.
2. Under Quick Access, find the Google Sheet you created for Birthday Club submissions (e.g., "Radio 88 Birthday Shout-Outs").
3. Open the Google Sheet to view responses.
4. To sort any column (e.g., by birthday date), click the small arrow in the top right of the column header.
5. Click Sort Sheet A-Z.
   
6. This will sort the entire sheet based on the contents of that column.

You're now ready to announce your birthday shout-outs on air!