Initiated in 2023, the DFG Research Unit Biogeochemical Processes and Air–SeaExchange in the Sea-Surface Microlayer (BASS) explores air–sea exchange processesthrough multidisciplinary field campaigns, mesocosm and laboratory experiments, andmodeling. During the expected eight-year project duration (two phases of four yearseach), BASS encompasses nine subprojects per phase, involving 25 principalinvestigators, 50 employees and students, and IT specialists, a total of approximately 75potential users. Handling and sharing diverse data from these sources require strong,compatible research data management (RDM) workflows that follow FAIR Findable,Accessible, Interoperable and Reusable (FAIR) principles. However, sketching a suitabledata model for the integration of such diverse and dynamic data in advance was out ofscope. Our case study shows an open-source-based RDM system designed to helpscientists without programming skills within BASS. The workflow focuses on theLinkAhead platform, improved by a custom automation tool called the metadata.xlsxcrawler: This simple tool allows data-providers to enrich their metadata dynamically, byentering it into an Excel template spreadsheet stored alongside the corresponding datafiles. The metadata.xlsx crawler maps the entries to the data model or extends itautomatically, if needed. Using a familiar, offline-capable Excel format, researchers record metadata during datacollection with minimal technical barriers. Extracted metadata adheres to PANGAEArepository standards, including controlled vocabularies and provenance information,making repository submissions easier despite the current lack of direct export featuresfrom LinkAhead. This method connects simple offline metadata capture with integratedRDM workflows, supporting consistent, FAIR-compliant data archiving across variousinstitutions and disciplines. As we prepare for BASS Phase 2, we plan to continue usingand improving this approach. Future updates include saving search queries to improvemetadata discoverability and enhancing metadata fields to boost findability andinteroperability.