How to build a multi-user data entry form in Google Sheets without coding

Start with a blank Google Sheet and rename it (the video uses Student Data Entry). On the first tab, lay out the entry fields one by one: roll number, name, grade, gender, date of admission and remarks. Merge the cells above for a header and add some formatting.

Add one more field called Operator. Because several people share the form, each person picks their name here so every record shows who entered it.

Right-click the grade input cell and choose Dropdown. Add the options (First, Second, Third, Fourth) and give each a color if you like. Do the same for gender and for the operator cell, listing each person who will use the form.

For date of admission, select the cell and go to Data > Data validation > Add rule. Choose Is valid date and set it to Reject the input. Now double-clicking the cell opens a calendar.

Go to Insert > Drawing and create a button labeled Enter with a white background. Click Save and close and drag it next to the form. Repeat for Search, Edit and Clear. Resize and align them with the drag handles.

Add a second tab and rename it Data. Rename the form tab Input. On the Data tab, add a header row: Roll Number, Name, Grade, Gender, Date of Admission, Remarks, Entered By and Date of Entry.

The form fills this sheet. Date of Entry has no input field because the script adds the current date.

Go to Extensions > Apps Script. Rename the project if you want (the name does not matter). It opens with an empty function that you will replace.

Write a prompt for ChatGPT that lists the exact cell for each field (roll number, name, grade, gender, date of admission, remarks and operator), the sheet names, and what the Enter button should do: copy the entries to the next row of the Data sheet, add the operator name and today's date, and refuse a roll number that already exists.

The free version of ChatGPT is enough. If you do not have ChatGPT, paste the same prompt into Claude and you get a similar result. The AI returns one function, named enterData in the video.

Copy the function, delete the empty function in Apps Script, paste the new code and save.

Back in the sheet, click the Enter drawing, open its three-dot menu and choose Assign script. Type the function name exactly as it appears in the code (enterData), without brackets.

Fill in a test record and click Enter. The first time, Google asks you to authorize the script. Click Continue, then Advanced, then Go to (your project name) (unsafe), then Allow.

Click Enter again. You should see a "New data entered" message and a new row on the Data sheet with the operator name and today's date. Try the same roll number again: the script shows "Roll number exists" and loads the existing record instead of adding a duplicate.

Write a second prompt asking for three functions at once:

• Search: read the roll number in D5, find it on the Data sheet and load that record into the form. Show a message if the cell is empty or the roll number is not found.
• Edit: save changes in the form back to the matching row.
• Clear: empty all the form fields.

Use the exact cell addresses from your own layout. Paste each function below the first one in Apps Script and save.

Assign the search function (searchData) to Search, the update function (updateData) to Edit, and the clear function to Clear, using the names from your code.

Test them. Type a roll number, click another cell so Google Sheets commits the value, then click Search. Change a field and click Edit to see "Entry updated". Search for a roll number that does not exist to see "Roll number not found".

Click Share, enter each person's email and give them edit access. When they open the sheet, they pick their name in the Operator dropdown and click Enter. Each person has to authorize the script once, the same way you did. After that, their entries appear on the Data sheet with their name.