Sheets

Making a sheet

In your event's dashboard, open Documents under Setup, press New, and pick Sheet for a blank one. Like documents, a sheet opens in its own tab, full screen, and saves as you type. Only your race's directors can open it.

Sheet from a template starts from one of these, already set up with your race's live numbers where they help:

• Race budget: a Summary tab with breakeven, then the budget with budget, actual and difference. Income fills in from your race.
• Planning timeline: every task from twelve months out to after the race, with an owner, a due date and days to go.
• Shirt and giveaway order: sizes by distance, with a little extra to order.
• Medal and award order: medals to order, by distance, age group and gender.
• Aid station plan: each station's cups, water, tables and coolers, worked out from your runner count.
• Volunteer roster: roles, sign-ups and check-ins from your Volunteers page, and a roster with check-in boxes.
• Sponsor tracker: levels, pledged, received and still owed, with totals.
• Race-day timeline: a race-morning plan with an owner and a Done box for each step.

Blue cells are yours to type in; the rest works itself out. Every starter has a title, a line saying how it works, and a header row that stays put when you scroll.

Working in a sheet

• Formulas work like Excel and Google Sheets (SUM, AVERAGE, IF and the rest), and so do the keyboard shortcuts you know.
• The Start tab has fonts, colors, borders, number formats and alignment. The number format menu works like Google Sheets: Number shows 1,000.12, and the buttons beside it add or take away decimal places. A number with no format rounds to fit its column, like 26.666667.
• Text color and fill color have the standard colors and your own: press + to pick any color or type a code like #1f5fc9, and it's kept for next time. Documents use the same colors.
• The Data tab sorts and filters, adds dropdown lists to cells, and sets color rules, like making every "Paid" cell green.
• Tabs along the bottom hold more than one sheet in the same file.
• Blocks at the top drops a ready-made table in with its top-left corner at the selected cell: budget lines, a sponsor table, aid stations, a race-day timeline, a volunteer roster or a task list. Its formulas point at its own cells, so it works anywhere in any tab, and blue cells are yours to type in.

Copying a formula

To use a formula in more cells, select its cell and drag the small square at its bottom right corner down or across. Copy and paste works too. The cell addresses in the formula move with it, so =C6*2 in row 6 becomes =C7*2 in row 7.

Dragging copies the first cell's look too, like its fill color and borders. To keep each cell's own look (striped rows, for example), use the small button that shows up by the cells when you let go and pick No Format. Format Only does the opposite: it copies the look and leaves the cells' contents alone.

Already dragged? Press Cmd+Z (Ctrl+Z on Windows) and drag again, or fix the colors with Paint format on the Start tab: select cells that look right, press Paint format, then drag over the cells to fix. Only the look changes, never the formulas.

Locking a cell with $

When every copy should use the same cell, like one multiplier or one price, put a dollar sign in that cell's address. The part after a $ never moves when you drag or paste.

B19

Moves both ways as you copy it.

$B$19

Always this cell. Use this one for a single number every row needs.

$B19

The column stays B; the row moves.

B$19

The row stays 19; the column moves.

For example, a shirt order with counts in C6 to C11 and a multiplier in B19: type =C6*$B$19 in D6 and drag it down to D11. D7 gets =C7*$B$19, D8 gets =C8*$B$19, and every row uses the same multiplier.

You don't have to type the dollar signs. While typing a formula, put the cursor on a cell address and press F4. Each press switches to the next kind: $B$19, then B$19, then $B19, then back to B19. On many Mac keyboards you hold fn and press F4.

Formula helpers

• AutoSum. Select the empty cell under a column of numbers and press Option+= (Alt+= on Windows), or pick SUM under Common Functions on the Formulas tab. The sheet fills in the numbers above it. Press Enter to keep it.
• Picking cells. While typing a formula, click a cell (or drag across several) to add its address, or move to it with the arrow keys. Each address gets its own color in the cell and in the formula.
• Function names. Type = and a few letters to see matching functions, with the ones people use most at the top, like SUM for "=SU". After the opening bracket, a note shows what the function needs.
• Show formulas. Press Formulas at the top of the sheet, or Ctrl+` (Control, not Command, on a Mac), to see every formula instead of its result. Press it again to go back. Downloads and charts still use the results.
• Problems. A small green mark in a cell's corner means its formula has a problem, like #DIV/0! or #NAME?. Point at the cell to see what went wrong and how to fix it.

Adding rows to a total

Insert or delete rows and columns and every formula follows the cells it points to, as in Excel and Google Sheets. A row inserted inside a total's range, like between Timing and Other in the Race budget, is counted right away.

A row added just below the last row a total counts, right above the Total costs row for example, starts outside the range. Type a number in it and the total below stretches to take it in, the way Excel does: =SUM(B12:B23) becomes =SUM(B12:B24). This works for a column of at least 3 numbers with its total underneath (or a row of numbers with its total to the right). One Cmd+Z (Ctrl+Z on Windows) takes back both the number and the stretch.

Your race's live numbers

Live formulas pull numbers from your race and update by themselves as people register, volunteer and check in. The Live data button lists them all: click one to put it in the selected cell.

=REGISTRATIONS()

How many people are registered, not counting cancellations.

=REGISTRATIONS_BY("distance")

A table of registrations by distance, day, week, age group or gender.

=SPOTS_LEFT()

Spots left before the race or a distance fills. Blank when nothing caps it.

=CAPACITY()

The race's or a distance's cap.

=CHECKED_IN()

Runners checked in. For volunteers, use =VOLUNTEERS_CHECKED_IN().

=PACKETS()

Runners who picked up their packet.

=SHIRTS("M")

Shirts claimed by runners and volunteers, for one size or every size.

=GIVEAWAYS("Finisher hat")

Any giveaway claimed, for one size or every size.

=GIVEAWAY_TABLE()

A table of a giveaway's sizes by distance, then volunteers and totals.

=VOLUNTEERS()

Volunteer sign-ups, for every role or one.

=VOLUNTEERS_NEEDED()

Volunteers still needed, for every role or one.

=VOLUNTEERS_CHECKED_IN()

Volunteers checked in, for every role or one.

=VOLUNTEER_TABLE()

A table of each role with its shift, sign-ups, check-ins and how many are still needed.

=DISCOUNTS()

Discounts given with coupon codes, for every code or one.

=MONEY_BY("week")

A table of registration revenue by distance, day or week, or discounts by coupon.

=NET()

What your race keeps, the same as the Finance page: registration revenue and donations, minus refunds and card disputes.

=SALES()

Registration revenue at your prices, before fees.

=DONATIONS()

Donations made during registration and through your donate link.

=SPONSORS()

Sponsor payments collected through Run This.

=GROSS()

Everything collected: your prices, donations, sponsor payments and the fees.

=REFUNDS()

Money refunded to registrants.

=FEES()

The processing fees registrants paid on top of your prices.

=RACE_NAME()

Your race's name.

=RACE_DATE()

Race day, as a date.

=DAYS_TO_RACE()

Days until race day: 0 on race day, below 0 after it.

Most of them take extras inside the brackets:

• A distance, like "5K", to count only that distance. The start of a name works too, like "Half".
• An earlier race: a year like 2025, or "last" for the race before.
• "at this point" counts an earlier race only up to the same number of days before its race day as today is before this year's, so you can see if you're ahead or behind.

The ones that make a table fill the cells below and to the right, and grow as the numbers change, so keep that space empty. The money figures match your Finance page.

A live table in a sheet takes formatting like any other cells: select its cells and use bold, colors, fills and borders from the Start tab, and drag or hide its columns. For a column of your own, type in the column to the right of the table. Keep the cells under the table empty, since it grows downward. In a sheet, what you type stays in its cell, so if the rows change order, check that your notes still sit beside the right row.

Charts

Charts makes a bar, line or pie chart from a block of cells: names down the first column, numbers beside them. Charts redraw whenever the numbers change, live ones included.

Your own templates

In the ⋯ menu, Save as a template keeps the sheet on your account, so you can start a new one from it at any of your races with Sheet from a template. Only you see your templates. A template keeps your layout, words and formulas, never a race's numbers.

Opening an Excel or CSV file

Press New, then Open a Word, Excel or CSV file, and pick an Excel file (.xlsx) or a CSV file up to 10 MB. It becomes a new sheet with its tabs, values, formulas, number formats, fonts, colors (Excel's theme colors too), fills, borders, merged cells, column widths, frozen rows, dropdown lists, color rules, links and tab colors.

If anything can't come across, like icon sets in color rules, you'll see a note saying so.

• From Google Sheets: choose File, Download, Microsoft Excel (.xlsx), then open that file.
• From Numbers: choose File, Export To, Excel, then open that file.
• An older Excel file (.xls): open it in Excel and save it as .xlsx first.

Working together

Everyone who can edit a sheet can work in it at the same time. The faces at the top show who else has it open (you too, if you have it open in another tab), and the cells each person has selected are outlined in their color. Your changes reach everyone else within a moment.

If two people move rows, columns or the same block of cells at the same moment, one change goes in and the other person sees a note asking them to make theirs again.

Sharing a link

Share at the top turns on a link anyone can open without a Run This account, to view the sheet. They see your changes as you make them, can download it, and show at the top as a running animal. Live race numbers show to them the same as you see them and keep themselves current, and formulas built on a live number work too. Only the finished numbers reach them, never the registrations, names or payments behind them. Only the sheet's owner can turn the link on or off, or make a new one, which stops the old link right away. More in Documents.

Downloading

The ⋯ menu has Download as Excel (.xlsx) for the whole sheet and Download this tab as CSV. Live formulas go into the file as their numbers at that moment. In a CSV, text that starts like a formula gets an apostrophe in front, so a spreadsheet app shows it as text.

Earlier versions

Sheets keep earlier versions too. Choose Version history in the ⋯ menu to see who changed the sheet and when. Restore this version puts one back (the sheet as it was just before is kept as a version first), and Make a copy opens one as a new sheet without changing this one. A sheet's versions are listed without a preview, so make a copy to look at one.