OnAirFlow vs Spreadsheets
for live show rundowns
Excel and Google Sheets are powerful. But they weren't built for live production. Here's why teams make the switch.
The spreadsheet rundown reality
You built a rundown template in Excel or Google Sheets. Color-coded cells for segment types. Formulas to calculate total runtime. Conditional formatting to highlight overruns. It's a work of art.
But then show day happens. Someone deletes a formula. The mobile view is impossible to read. Your anchor is squinting at a PDF printout. Breaking news hits and you're texting "REFRESH THE SHEET" to everyone.
Spreadsheets are incredible tools. They're just not built for live coordination under pressure.
Spreadsheet pain points
Problems that compound under live pressure
Accidental formula deletions
Someone types in the wrong cell and breaks your timing calculations. Now you're debugging a spreadsheet instead of prepping your show.
Tiny text on tablets
Your floor director is squinting at a spreadsheet on an iPad. They can't see which segment is current. They definitely can't read the script.
Version chaos
"Wait, which sheet are we using?" Show_Rundown_v4_FINAL_updated.xlsx lives on someone's desktop while the team edits an old Google Sheet.
No teleprompter option
You copy scripts from cells into a separate teleprompter app. Every edit means updating two places. Things get out of sync.
Scrolling during the show
It's a 2-hour show with 40 segments. Everyone's constantly scrolling to find where you are. Confusion when things run long or short.
No breaking news workflow
When news breaks, you update the sheet and text/Slack everyone to "check the rundown." Half the team misses it.
Feature comparison
Purpose-built vs general-purpose
| Feature | OnAirFlow | Spreadsheets |
|---|---|---|
| Real-time sync | Instant push to all devices | Requires refresh, can lag |
| Teleprompter | Built-in with speed control | Not possible |
| Segment timing | Auto-calculated, live countdown | Manual formulas, static |
| Mobile experience | Designed for mobile use | Painful on small screens |
| Breaking news alerts | Push notifications to team | Not available |
| Script formatting | Rich text with anchor cues | Limited to cell formatting |
| Learning curve | Templates get you started fast | Familiar to most people |
| Custom calculations | Pre-built for show timing | Unlimited formula flexibility |
When spreadsheets make sense
Being honest about the trade-offs
You know it already
No training needed. Everyone knows how to use a spreadsheet.
Ultimate flexibility
You can build literally anything with formulas and formatting.
Free
Google Sheets costs nothing. Excel comes with most computers.
Data export
Easy to export, analyze, and share in universal formats.
If you're a solo creator with simple shows and don't need real-time team coordination, a spreadsheet might be all you need. But the moment you add team members or production complexity, purpose-built tools pay off fast.
Easy migration path
You don't have to rebuild from scratch
Export your current rundown
Download your spreadsheet as CSV or copy your structure
Pick a template
Choose a template that matches your show format
Import or rebuild
Paste content into OnAirFlow or use it to organize existing info
Run one show
Try OnAirFlow for a single episode to see the difference
The bottom line
Spreadsheets are like a Swiss Army knife—useful for everything, optimized for nothing. OnAirFlow is a precision tool built for one job: coordinating live show production under pressure.
The question isn't whether spreadsheets can do the job. It's whether they're the best tool for it.
Frequently asked questions
Can I import my spreadsheet rundown into OnAirFlow?
Yes. Export your spreadsheet as CSV, then paste content into an OnAirFlow template. Most teams are running their first show within an hour.
Is OnAirFlow harder to learn than a spreadsheet?
OnAirFlow uses pre-built templates designed for live shows, so there is less setup than building a spreadsheet from scratch. Most users are comfortable within their first session.
What if I still need spreadsheets for budgets or scheduling?
Keep using them. OnAirFlow replaces the show-day rundown, not your entire workflow. Many teams use spreadsheets for planning and OnAirFlow for execution.
See more comparisons
Ready to upgrade from spreadsheets?
See what purpose-built rundown software feels like.