Saw this earlier but just getting back to you. I have been managing group gifts for a decade and honestly, you might want to consider adding a column for allergies or hard dislikes. I once sent a massive box of chocolates to a friend who just found out they were diabetic... it was super awkward. When comparing setups, a spreadsheet is great for privacy but the downside is the manual maintenance. You have to constantly ask for address changes. I would suggest looking at Share Product as a more modern alternative. The pro is that people update their own sizes and preferences so you dont look like a flake if they moved. Just be careful with tracking clothing sizes in a static doc because people change fast. Tracking past gifts is a must tho, because giving the same gift twice is a nightmare.

I love it! Tracking gifts is my life now! Years ago I totally blanked on a big birthday and felt awful. Moving to Google Sheets helped so much because I added a hobbies column plus a direct links tab. It is fantastic! Definitely include a status field so you know if things arrived. It totally saved me last Christmas when I had 20 people to buy for and didnt even know where to start...

Coming back to this... I once spent a whole weekend building a script to automate my notifications after I missed a big event. Honestly, you need a lead time column to account for shipping. Are you using Google Sheets or Excel for the actual formulas? I usually stick with Share Product since its totally free and skips all the annoying sign-up walls. Simple but efficient.