How to capture names on shared Google Sheets (fast) — and know who viewed

Turn any Google Sheet into a tracked, gated experience with Send. Require name and email before viewing, guide readers with AI Chat and Suggested Questions, and see exactly who engaged—so you can follow up at the right moment and move deals faster.

When this is useful

Google Sheets links are easy to share, but they offer little signal. Send layers identity capture, AI guidance, and analytics on top of your existing Sheet so you steer attention and act when interest is high.

You want names and emails before someone opens a Sheet
You need real‑time alerts on opens and re‑opens
You want readers to get instant answers via AI (no back‑and‑forth)
You plan to update data without changing the link

Step‑by‑step: gate a Google Sheet with Send

These steps keep setup simple and outcome‑focused. Use either the Chrome extension or the Send app.

1. Add your Google Sheet to Send

Open the Sheet and click the blue "Add to Send" button from Send’s Chrome extension, or go to send.co → New Document → paste your Sheet URL. Your Sheet loads inside Send with AI Chat beside it.

2. Turn on a viewer gate for identity capture

Open Link Settings. Require Name and Email before viewing. You can also capture Phone. For stricter qualification, enable "Hide content until submitted" so viewers must complete the form before they see anything.

3. Steer attention with AI and Suggested Questions

Add prompts like "What’s included?", "Pricing?", "Timeline", and "How do we start?" Viewers can click a question or ask their own; AI answers in context of your Sheet. Attach an AI Profile to surface case studies or your calendar link on request.

Click Copy link and paste it wherever you share. Mention there’s AI chat inside so readers know they can self‑serve answers.

5. Track engagement and prioritize outreach

You’ll get an email when the link is opened. In Activity, see who viewed, location and device, total time, and the questions asked in AI Chat. Use re‑opens and repeat questions as triggers for perfectly timed follow‑ups.

6. Update without breaking the URL

Replace files under the same Send link, or keep using your live Google Sheet. Your shared URL stays the same—no version chaos.

Why this is faster with Send

Typical sharing gives you a link but minimal signal and no guidance for the reader. With Send, the page itself answers questions, and you see what mattered. That shortens cycles and improves your next touch.

AI Chat answers in context so readers don’t wait on emails
Suggested Questions spotlight pricing, next steps, and timelines
Analytics show viewer identity, location, device, and total time viewed
Re‑opens and repeated questions reveal renewed interest automatically

Troubleshooting & tips

Small adjustments make signals reliable and actionable. Use these checks if something feels off.

Gate isn’t showing

Confirm the viewer gate is enabled in Link Settings. For stricter control, turn on "Hide content until submitted."

Views without identity

Require both Name and Email. For known contacts, consider a personalized link with a custom slug to identify viewers without a form.

Off‑topic or shallow engagement

Tighten Suggested Questions to price, scope, and next steps. Attach an AI Profile so the chat can surface case studies or your calendar link when asked.

Sensitive data

Disable download/print for attachments. Keep one link and use Replace file to update assets without creating new URLs.

Low engagement overall

Mention “there’s AI chat inside” when you share. Engagement rises after a first call when readers know what to ask.

Integrations & automation (webhooks)

Keep CRM and alerts in sync automatically so teams respond at the right moment.

Triggers

Document open: create or update contacts and log every view or re‑open
Any link open: track clicks from Suggested Questions or AI responses

Destinations

Clay, Zapier, or Make to update CRM, add activities, trigger sequences, and post alerts to Slack or email

Useful fields

Viewer name, email, and phone (if gated)
Location, device, and total time viewed
For attached PDFs, page‑level time to see where attention went

Privacy and controls

Protect access while keeping sharing simple.

Require name, email, or phone and optionally hide content until provided
Disable download/print when needed
Replace files under the same link so your URL never changes
Use personalized links with a custom slug for known recipients

FAQ

Can I gate a Google Sheet by name and email?

Yes. Enable a viewer gate in Link Settings and choose required fields. You can also capture phone and hide content until submitted.

What analytics do I get on a Sheet shared via Send?

Viewer identity (if gated), location, device, total time viewed, and a log of questions asked in AI Chat. PDFs include page‑level time.

Can I log views automatically in my CRM?

Yes. Turn on webhooks (Document open and Any link open) and route via Clay, Zapier, or Make to create/update records and add activities.

Can I prevent downloading or printing?

Yes. Disable download/print for attachments when needed.

Can I identify known recipients without a form?

Yes. Use a personalized link with a custom URL slug to tag the viewer while keeping the experience frictionless.

Capture qualified leads directly from your Sheets. Share one tracked link, steer with AI, and follow up with clear signals. Try Send.co today.

How to capture names on shared Google Sheets