Google Sheets concert calendar template (collaborative) with ticket tracking, venue check-in counts, Bandsintown tour dates import, and reminders

COMPLETE

This weekend

7 features

1 milestone

Project Overview

Problem Statement

User needs a simple, no-cost Google Sheets-based way to share upcoming concert plans with friends including band name, date, venue, ticket status (have/need/extra) with quantities, venue check-in counts, plus band enrichment and reminders.

Ideal Customer Profile

Individuals who attend live music and want to share concert plans with friends

App Audience

Public-facing (shareable with friends)

Project Type

Greenfield (new Google Sheets template)

N/A

Integrations

Bandsintown (tour dates via Apps Script) and Spotify (playlist enrichment; automation TBD due to missing Spotify developer credentials)

Tech Stack Preferences

Google Sheets + Google Apps Script

Deployment Preferences

Google Drive sharing link (collaborative)

Design Status

No designer needed; template formatting in Google Sheets

Features

Track have ticket quantity

Allow tracking how many tickets are already owned for a concert (Have Qty) in addition to need/extra quantities.

Add Have Qty column
Add Have Qty numeric column to Concerts sheet; default blank/0; optionally derive/validate based on Ticket Status.
Add validation/conditional formatting
Ensure quantities are non-negative integers; optionally highlight inconsistencies (e.g., Status=Have but Have Qty=0).

Google Sheets concert calendar (collaborative)

Create a shareable Google Sheets template that multiple friends can edit to track upcoming concerts, ticket status, ticket quantities, and venue check-in counts. Includes columns for band, date, venue, city/state, friends going, ticket/event link, notes, price, attended checkbox, and venue check-in count (lookup).

Define sheet structure and columns
Create a main table with columns for Band Name, Concert Date, Venue, Ticket Status (Have/Need/Extra), and Venue Check-in Count; add optional columns like City, Notes, Link.
Add data validation for ticket status
Create dropdown values for ticket status: Have ticket, Need ticket, Extra ticket to sell.
Add formatting and usability improvements
Freeze header row, apply filters, date formatting, conditional formatting to highlight 'Need ticket' or 'Extra'.
Set up sharing instructions
Document recommended Google Drive sharing settings for collaborative editing and link sharing.

Auto-calculate venue check-in counts (Venues tab)

Add a Venues tab that aggregates and displays total check-ins per venue, and surface the count in the main Concerts table automatically (lookup).

Create Venues tab schema
Create a Venues sheet with Venue Name (key) and Check-in Count (numeric), plus optional fields like City/State.
Implement lookup from Concerts to Venues
In the Concerts sheet, use XLOOKUP/VLOOKUP to display the current check-in count for the selected venue.
Add guidance for updating check-ins
Add a note/instructions on how to increment check-in counts after attending a show and how to add new venues.

Band enrichment: Spotify playlist + future tour dates

For each band, include a Spotify playlist link and show upcoming tour dates (source TBD) to help planning.

Add Band info columns/tab
Add a Band Info section (either columns in Concerts or a separate Bands tab) with Spotify playlist URL and a field to store an artist identifier/search term.
Spotify playlist link workflow
Define how users will add a Spotify playlist link (manual paste, or optional formula-based search if feasible).
Tour dates import workflow (TBD source)
Define approach to get future tour dates for a band (e.g., Bandsintown/Songkick API via Apps Script, or manual paste). Include notes about API keys/limits.

Ticket quantities (need + extra)

Support tracking how many tickets are needed and how many extra tickets are available for sale/trade per concert entry.

Add quantity columns
Add Need Qty and Extra Qty numeric columns to the Concerts sheet; default blank/0.
Optional validation/formatting rules
Ensure quantities are non-negative integers; highlight rows where Need Qty > 0 or Extra Qty > 0.

Bandsintown tour dates import (Apps Script)

Use Google Apps Script to fetch and populate upcoming tour dates for a band from Bandsintown into a dedicated Tour Dates tab (e.g., next 10 events with date, city, venue).

Select Bandsintown endpoint + data model
Define Bandsintown API endpoint and fields to store (event date, venue name, city/state, ticket URL, etc.). Confirm any required app_id/API key requirements.
Implement Apps Script fetch + populate
Write Google Apps Script to fetch events for a given band/artist and populate a Tour Dates sheet; handle errors/no results.
Add refresh mechanism
Add custom menu button or time-based trigger to refresh tour dates; document usage.

Reminders for upcoming concerts (Google Calendar events)

Send reminders for upcoming concerts by creating/maintaining Google Calendar events with notifications: one reminder 1 week before, and another on the day of the concert.

Decide reminder delivery mechanism
Confirm whether reminders are email (via Apps Script MailApp), Google Calendar invites, or Google Chat; document chosen approach.
Implement scheduled reminder job
Use Google Apps Script time-driven triggers to scan upcoming concerts and send reminders at 7 days prior and day-of.
Prevent duplicate notifications
Track reminder status per concert row (e.g., columns: Week Reminder Sent, Day-of Reminder Sent) to avoid repeated sends.

Milestones

Milestone 1

Deliver complete Google Sheets concert calendar template

Build and deliver the collaborative Google Sheets template with Concerts/Venues/Band enrichment tabs, ticket tracking + quantities, Bandsintown tour date import via Apps Script, and reminders (week-before + day-of), plus sharing instructions.

Assigned Features

Track have ticket quantity
Google Sheets concert calendar (collaborative)
Auto-calculate venue check-in counts (Venues tab)
Band enrichment: Spotify playlist + future tour dates
Ticket quantities (need + extra)
Bandsintown tour dates import (Apps Script)
Reminders for upcoming concerts (Google Calendar events)

Open Questions

Which data source/API should be used to fetch future tour dates for a band (e.g., Bandsintown, Songkick, Ticketmaster, etc.) and will API keys be available?

User wants future tour dates in the Google Sheet. Implementing automated tour date import likely requires a third-party API and possibly Google Apps Script; decision affects effort and feasibility for a $0/this-weekend timeline.

Confirm scope feasibility for this weekend/$0: implement Google Apps Script integrations for Spotify + tour dates, or ship manual links first?

User selected automatic pull-in for Spotify playlist and tour dates. Automated integrations may require API keys, OAuth, quotas, and more time. Need to align on MVP vs stretch goal.

How should Spotify integration be implemented given the user does not have a Spotify Developer app / client credentials?

User wants auto playlist pulling from Spotify but cannot provide Client ID/Secret. Need to decide: switch to manual playlist links, use an alternate public metadata approach, or defer Spotify automation.