Considering a move away from Google Sheets but worried about the transition? This comprehensive guide shows you exactly how to migrate from Google Sheets to Stackby—the database platform that maintains spreadsheet simplicity while adding enterprise power.
Why Teams Are Making the Switch
Before diving into the how, let’s address the why. Teams migrate from Google Sheets when they encounter:
Data Management Challenges:
- Multiple interconnected sheets becoming unmanageable
- Broken formula references causing data inconsistencies
- No way to create true relationships between datasets
- Performance issues with large datasets
- Manual data synchronization from external sources
Collaboration Friction:
- Limited permission controls creating security risks
- Simultaneous editing causing conflicts
- No audit trail for changes
- Difficulty tracking who changed what and when
Workflow Limitations:
- Stuck with grid view for all tasks
- Google Forms too basic for complex data collection
- No built-in automation without coding
- Manual processes eating up hours weekly
If these sound familiar, Stackby offers the solution you’ve been seeking.
Pre-Migration Preparation
Step 1: Audit Your Current Setup
- List all Google Sheets files your team uses
- Identify relationships between different sheets
- Document current workflows and processes
- Note which external tools integrate with your sheets
- Identify power users who will champion the transition
Step 2: Prioritize Migration Order Start with non-critical sheets to learn the platform, then move mission-critical data. Consider migrating:
- Low-complexity reference data first
- Individual team workflows next
- Cross-team collaborative sheets last
Step 3: Clean Your Data Before migrating, clean up your Google Sheets:
- Remove unused tabs and columns
- Standardize data formats
- Fill in missing information
- Document any complex formulas
- Archive old data that doesn’t need migration
The Migration Process
Phase 1: Export from Google Sheets
For each Google Sheet:
- Open the file in Google Sheets
- Click File → Download → Choose format:
- CSV for simple sheets (one tab at a time)
- Excel (.xlsx) for multiple tabs
- Save files with clear, descriptive names
- Organize exported files in folders by category
Pro Tip: Export related sheets together for easier relationship setup in Stackby.
Phase 2: Import to Stackby
- Create a Stackby Account
- Visit https://stackby.com/google-sheets-alternative
- Sign up (no credit card required)
- Create your first workspace
- Import Your Data
- Click “Import” in Stackby
- Upload your CSV or Excel files
- Stackby automatically creates tables from your sheets
- Review column types (Stackby intelligently detects data types)
- Adjust column types if needed (text, number, date, email, etc.)
- Verify Data Integrity
- Spot-check imported data
- Confirm all rows transferred correctly
- Verify formulas converted properly
- Test calculated fields
Phase 3: Build Relationships
This is where Stackby surpasses Google Sheets:
- Identify Related Data Example: “Clients” table and “Projects” table share client information
- Create Linked Record Columns
- Add a “Linked Record” column type in the Projects table
- Link it to the Clients table
- Connect existing records
- Set Up Lookup and Rollup Columns
- Lookup: Pull specific fields from linked records
- Rollup: Aggregate data from multiple linked records Example: Show client contact info in projects without duplication
Phase 4: Configure Views
Transform how you visualize work:
- Grid View (Default)
- Similar to Google Sheets
- Customize column order and width
- Set up filtering and sorting
- Kanban View
- Perfect for project management
- Group by status, priority, or any single-select field
- Drag and drop cards between columns
- Calendar View
- Visualize dates and deadlines
- Choose which date field to display
- Color-code by categories
- Gallery View
- Visual card layout
- Great for products, portfolios, team directories
- Customize card design
- Form View
- Create data collection forms
- Customize form fields and branding
- Share public or private forms
- Enable record updates
Phase 5: Set Up Automation
Replace manual work with automation:
- Connect APIs
- Browse 50+ available connectors
- Connect columns to external data sources
- Configure data sync frequency
- Examples: Facebook Ads, Google Analytics, Stripe
- Build Workflows
- Create triggers (when X happens)
- Define actions (do Y)
- Example: When status changes to “Complete,” send email and update related records
- Configure AI Field Agents
- Add your AI API keys
- Create custom prompts
- Automate content generation, analysis, or categorization
Phase 6: Set Permissions
Control who sees and edits what:
- Workspace Level
- Invite team members
- Assign roles (Owner, Admin, Editor, Viewer)
- Table Level
- Restrict access to specific tables
- Hide sensitive information
- Row Level
- Show users only relevant records
- Filter views by user
- Field Level
- Hide specific columns from certain users
- Protect confidential data
Phase 7: Train Your Team
Week 1: Basics
- Navigate the interface
- Understand views
- Create and edit records
- Use filters and sorts
Week 2: Intermediate
- Work with linked records
- Use different view types
- Fill out forms
- Understand automations
Week 3: Advanced
- Create new tables
- Set up relationships
- Build automations
- Configure integrations
Common Migration Challenges and Solutions
Challenge 1: Complex Formulas Google Sheets: Custom formulas with multiple nested functions Solution: Stackby formulas work similarly but with enhanced functions for linked data. Review the formula documentation and rebuild complex calculations. Many complex formulas become simpler with linked records.
Challenge 2: Team Resistance Issue: People resist change Solution:
- Start with enthusiastic early adopters
- Show quick wins and time savings
- Provide hands-on training sessions
- Keep Google Sheets accessible initially for comfort
Challenge 3: Integration Gaps Issue: Google Sheets connects to a specific tool not in Stackby’s 50 connectors Solution: Use Stackby’s developer API or webhook features to create custom integrations. Most common tools are already connected.
Challenge 4: Lost Functionality Issue: Specific Google Sheets add-on not available Solution: Stackby’s native features often replace add-ons. Check if the functionality exists natively. Contact support for alternatives.
Post-Migration Optimization
Week 1-2:
- Monitor usage and gather feedback
- Identify pain points
- Provide additional training as needed
- Celebrate quick wins publicly
Month 1:
- Optimize workflows based on usage
- Add more automations
- Expand to additional use cases
- Decommission Google Sheets selectively
Month 2-3:
- Build custom portals for external stakeholders
- Create dashboards for leadership
- Document best practices
- Full transition from Google Sheets
Real Results from Migrated Teams
Chemical Manufacturing Company: “What used to take us hours of manual updates in Sheets now runs automatically in Stackby. It’s the flexibility of spreadsheets without the chaos.” – Yash Somaiya, Director
People Transformation: “Stackby is our project execution HQ. It’s like a spreadsheet—but smarter, more powerful, and purpose-built for getting things done. We use it to track client programs, share live dashboards, and eliminate tool chaos.”
ROI Calculator: Will Migration Pay Off?
Consider these typical savings for a 10-person team:
Time Savings:
- 5 hours/week eliminating manual data entry = $15,000/year
- 3 hours/week reducing errors and fixes = $9,000/year
- 2 hours/week faster collaboration = $6,000/year Total Time Value: $30,000/year
Cost Savings:
- Eliminate Zapier subscription = $600/year
- Consolidate project management tool = $1,200/year
- Remove form builder subscription = $400/year Total Cost Savings: $2,200/year
Stackby Cost:
- Economy plan (3 users): $149/year
- Business plan (10 users): ~$1,188/year
Net Savings: $28,000+ annually
Your Migration Timeline
Day 1-3: Audit current setup, export data, clean files Day 4-7: Import to Stackby, verify data, initial training Week 2: Build relationships, configure views, set permissions Week 3-4: Set up automations, advanced training, parallel running Month 2: Full migration, optimize workflows, decommission Google Sheets
Getting Started Today
Ready to migrate from Google Sheets to Stackby? Here’s your action plan:
- Start Free Trial Visit https://stackby.com/google-sheets-alternative (no credit card required)
- Import One Sheet Choose a non-critical sheet for your first migration
- Explore Features Try different views, create relationships, set up a simple automation
- Assess Results Decide if Stackby meets your needs
- Plan Full Migration Use this guide to structure your complete transition
Support Resources
- Documentation: Comprehensive guides at docs.stackby.com
- Video Tutorials: Step-by-step walkthroughs
- Customer Support: Responsive team to answer questions
- Community: Connect with other Stackby users
- Migration Assistance: Enterprise customers receive dedicated support
The Bottom Line
Migrating from Google Sheets to Stackby isn’t just a platform switch—it’s a workflow transformation. You maintain the spreadsheet simplicity your team loves while gaining database power, automation capabilities, and collaboration features that scale with your growth.
With over 70,000 companies already making the transition and a 4.9 rating on G2.com, Stackby has proven itself as the premier Google Sheets alternative for modern teams.
Your data deserves better than endless tabs and broken formulas. Your team deserves workflows that work for them, not against them. Your business deserves a platform that grows with your ambitions.
Start your migration today at https://stackby.com/google-sheets-alternative and join the thousands of teams who have already transformed how they work.