Grist: Free Open Source Spreadsheet Software
A comprehensive tutorial on Grist, an open-source platform that transforms traditional spreadsheets into visual databases with advanced data visualization tools, forms, and customization features.
Published Sep 12, 2025 by Elestio
Key Insights
Grist transforms spreadsheets into visual databases with advanced data visualization tools and collaboration features
Available as both cloud-based (free up to 5,000 records) and self-hosted solutions, making it flexible for different needs and budgets
Features include chart generation, custom views, form creation, and database-like capabilities from simple spreadsheet data
Offers comprehensive access control with granular permission settings for different user types and specific tables
Provides audit trail functionality to track all changes made to documents and data
Templates are available but using them requires the cloud version, limiting self-hosted users
Team collaboration is supported but requires manual user management in self-hosted versions
0:00
Introduction
“Turn your spreadsheets into visual databases. Let's discover Grist, a free open-source platform to turn row spreadsheet data into graphs and forms for easy data collaboration.”
The video begins by introducing Grist as a free open-source platform designed to enhance spreadsheet functionality. It explains how Grist transforms traditional spreadsheet data into more dynamic visual databases with advanced features like data visualization tools, access rules, and customization options.
The presenter outlines that Grist is available in multiple formats: as a cloud service with a freemium model (free up to 5,000 records or $8/user/month for up to 100,000 records), as a self-hosted solution for those who want to follow the documentation guide, or through Elestio's platform which handles installation, backups, updates, and maintenance.
Takeaways
Grist transforms spreadsheets into visual databases with collaboration tools
It's available as both cloud service and self-hosted solution
Cloud version pricing: free tier up to 5,000 records, $8/user/month up to 100,000 records
Elestio offers managed deployment with maintenance and updates included
0:46
Installation Guide
“To install Grist with our platform, head to ls.io and click on login. Then deploy my first service. Search for Grist and select.”
This section provides a step-by-step guide for installing Grist through the Elestio platform. The process begins with logging into Elestio's service at ls.io and selecting "deploy my first service" option.
The installation process continues with searching for Grist, selecting from various cloud providers, regions, and service plans based on individual needs. After adjusting any advanced configurations and choosing a support level (with the first level being free and included by default), users can click the "create service" button to complete the installation.
Takeaways
Installation through Elestio is streamlined and user-friendly
Users can select from different cloud providers and regions
Various service plans are available to match different needs
Basic support is included for free by default
1:35
Onboarding & Tutorials
“We land on Grist dashboard because this is our first time and we don't have any document yet. We have a 3-minute video tour. You can watch it. It's a good getting started guide.”
After installation, users are introduced to the initial onboarding experience with Grist. The section highlights that first-time users will land on the Grist dashboard without any documents, where they're offered a short 3-minute video tour to help them get started.
The presenter mentions that while the video tour is recommended for beginners, users can skip it since the current tutorial will cover similar ground. Importantly, the presenter points out that Grist offers comprehensive documentation with various how-to tutorials for users who want to learn more details about specific features.
Takeaways
First-time users are greeted with a helpful 3-minute video tour
The Grist dashboard is clean and simple for new users
Comprehensive documentation with how-to tutorials is available
Built-in onboarding makes the learning curve less steep for beginners
1:55
Templates
“They provide a list of templates available. Let's check investment spreadsheet template. You have explanation about what it is and how it works plus a live preview.”
This section explores Grist's template functionality, which provides pre-made spreadsheet solutions for various purposes. The presenter demonstrates this by examining an investment spreadsheet template, which includes explanations of its function and a live preview feature.
A key limitation is discovered during this exploration: templates are only fully usable with the cloud version of Grist. Self-hosted users can't directly copy and use templates but can extract data from them and recreate similar functionality manually. The presenter demonstrates how to download template data as an XLSX file to import into a self-hosted Grist instance.
Takeaways
Grist offers a variety of pre-made templates for different use cases
Templates include explanations and live previews
Full template functionality requires the cloud version of Grist
Self-hosted users can extract template data and recreate features manually
3:06
Turn Spreadsheets into Database
“So for now it's just a classical table view but now it's here we can do much more.”
This section demonstrates Grist's core functionality of transforming standard spreadsheets into database-like structures with enhanced capabilities. After importing spreadsheet data (in this case, the previously extracted company data), users initially see a traditional table view.
The presenter emphasizes that the true power of Grist comes from what can be done after the data is imported. This sets up the following sections that showcase how the imported data can be transformed, visualized, and made more interactive through Grist's features, moving beyond the limitations of traditional spreadsheets.
Takeaways
Grist initially presents imported data as a traditional table view
Users can start with blank documents or import existing spreadsheet data
Multiple tables/documents can be imported and managed together
The imported data serves as the foundation for more advanced features
4:19
Widgets & Customization
“So on the top right let's edit it. The chart type we want a pie chart, the label because we want to group things together to show something. Let's use the category code.”
This extensive section showcases Grist's powerful visualization and customization capabilities. The presenter demonstrates how to create a pie chart from the imported company data, showing the distribution of companies by category. The process includes selecting chart types, choosing data fields for labels, and adjusting display parameters to create meaningful visualizations.
The demonstration continues with adding more widgets to create a comprehensive dashboard. The presenter shows how to add a card list view of companies and customize its appearance by selecting which fields to display, adjusting the layout (compact vs. blocks), and creating custom card layouts. Additional features demonstrated include a calendar widget that can visualize date-based data, with automatic date detection and mapping capabilities.
Takeaways
Multiple visualization options include charts, card lists, and calendars
Each widget can be extensively customized for appearance and data selection
Multiple widgets can be combined on pages to create comprehensive dashboards
Layout options allow for flexible presentation of data
Calendar widget automatically detects and maps date fields
7:14
Form Creation
“In addition to visualize data you can create data using forms.”
This section demonstrates how Grist enables users to create data entry forms for collecting information. The presenter starts by creating a new table called "members" and then builds a form to add entries to this table. The process includes customizing form titles, descriptions, thank you messages, and field names.
After publishing the form (making it publicly accessible), the presenter demonstrates the form submission process and how the data automatically populates the corresponding table. An important point highlighted is that renaming form fields doesn't automatically rename the corresponding data fields in the table - these need to be updated separately for consistency between the form and the underlying data structure.
Takeaways
Forms can be created to collect data that automatically populates tables
Form elements like titles, descriptions, and field names are customizable
Published forms are accessible to anyone with the link
Form field names and data field names need to be updated separately
Submitted data is instantly available in the corresponding table
9:11
Access Rules
“Then to manage your data the best way possible, you have access rules. You have a few rules set by default.”
This section covers Grist's permission management system, which allows granular control over who can access and modify data. The presenter explains the default access rules: editors and owners have full permissions (read, update, create, delete), while viewers only have read permissions by default.
The demonstration shows how these default permissions can be modified to suit specific needs. For instance, viewers' read permissions can be revoked entirely, or users can set custom permissions for specific tables (like the "members" or "companies" tables). This granular control enables precise management of who can see and modify different parts of the data.
Takeaways
Default access rules assign different permissions to owners, editors, and viewers
Permissions can be customized globally or for specific tables
Granular control allows precise management of read, update, create, and delete permissions
Custom table rules can override global permission settings
9:55
Audit Trail
“Document history, it opened this panel showing you all the details of who did what to know precisely who adjusted the data, who changes the views and so on.”
This brief but important section introduces Grist's audit trail functionality, which provides a comprehensive history of all changes made to documents. The document history panel displays detailed information about who made changes, what was modified, and when these modifications occurred.
The presenter notes that while the audit trail contains some proprietary Grist data that might appear technical or "row," it still serves as a valuable tool for diagnosing what happened to documents over time. This feature is particularly important for collaborative environments where multiple users make changes to shared documents.
Takeaways
Audit trail tracks all changes made to documents and data
Document history panel shows who made changes and what was modified
Feature is valuable for troubleshooting and accountability in collaborative environments
Some proprietary data in the history may appear technical
10:16
Workspaces & Teams
“Unfortunately adding users manually, creating organizations and workspace are only for paid plans.”
This section addresses the collaborative aspects of Grist through workspaces and team management. The presenter explains that users begin in the "home workspace" but advanced organization features like manually adding users, creating organizations, and managing workspaces are limited to paid plans in the cloud version.
For self-hosted users, the presenter mentions that the installation email from Elestio contains instructions on how to manually add new users to the instance. Following these instructions allows teams to collaborate using a self-hosted Grist instance, though with more manual setup than the automated process available in paid cloud plans.
Takeaways
Advanced organization features require paid plans in the cloud version
Self-hosted users can add team members by following manual instructions
The default "home workspace" is available to all users
Team collaboration is possible in both versions but with different setup processes
10:46
Conclusion
“Thank you for watching. We hope you enjoyed discovering Grist with us.”
The video concludes with a brief summary and call to action. The presenter thanks viewers for watching and expresses hope that they enjoyed learning about Grist and its capabilities for transforming spreadsheets into more powerful database-like tools.
The conclusion includes standard YouTube engagement requests, asking viewers to like the video to help the channel gain visibility among other open-source enthusiasts and to subscribe to stay informed about future platform overviews. The presenter also directs viewers to another related video for those who wish to continue exploring open-source solutions.
Takeaways
Grist offers a comprehensive solution for enhancing spreadsheet functionality
The channel provides regular content about open-source platforms
Viewers are encouraged to engage through likes and subscriptions
Additional open-source solution videos are available on the channel
Conclusion
Grist represents a significant evolution in spreadsheet technology, bridging the gap between traditional spreadsheets and full-fledged database systems. It empowers users to transform static data into dynamic, visual, and interactive tools without requiring programming knowledge or database expertise.
For organizations and individuals seeking more powerful data management capabilities while maintaining the familiar spreadsheet interface, Grist offers a compelling solution with both free and paid options. The self-hosted version provides control and customization for those with technical resources, while the cloud version offers convenience with more integrated features.
So what does this mean for you? If you're currently struggling with the limitations of traditional spreadsheets or finding full database solutions too complex, Grist presents an accessible middle ground that could dramatically enhance your data management, visualization, and collaboration capabilities without a steep learning curve or significant inves