Why Educational Institutions Switch from Excel to Voopty CRM
Many small educational institutions, such as learning centers and online schools, use Excel to manage their educational processes. This seems convenient in the early stages, but over time, challenges arise: the number of students increases, schedules become more complex, and financial transactions require more attention. In such conditions, spreadsheets cease to be an effective tool.
The modern CRM system Voopty offers more flexible and automated solutions. It not only stores all data in one place but also automates routine processes, significantly simplifying the administration of an educational institution.
Why Does Excel Stop Being Effective for Educational Institutions?
At first glance, Excel spreadsheets seem like a convenient tool for managing students, payments, and class schedules. They are versatile, accessible, and familiar to most users. However, as an institution grows, their drawbacks become increasingly evident.
1. Excel Does Not Automate Processes
All actions in spreadsheets must be performed manually: ✅ Adding students
✅ Creating and adjusting schedules
✅ Issuing invoices and tracking debts
✅ Maintaining financial records
Each of these tasks takes a lot of time, and any changes must be updated manually. If an administrator makes a mistake (e.g., forgets to update data or enters an incorrect formula), it can disrupt the entire institution’s workflow.
2. High Risk of Data Loss
Excel files are stored locally or in cloud services but lack protection against human errors: ❌ Data can be accidentally deleted or overwritten
❌ Losing a file can mean losing all information
❌ Difficult to control access for different users
This is especially critical in institutions with multiple administrators, where each person updates their own version of the documents separately.
3. Excel Does Not Integrate with Other Services
Modern education involves the use of various digital tools: 📌 Online learning platforms
📌 Payment systems
📌 Telephony systems
Excel cannot automatically exchange data with these services, requiring administrators to manually transfer information. This increases the risk of errors and complicates analytics.
4. Complicated Data Analysis
If you have many students and teachers, tracking performance and finances in Excel becomes a complex process.
To conduct analytics, you need to:
- Use complex formulas
- Create pivot tables
- Constantly update data manually
This requires additional skills and knowledge, and any formula error can lead to incorrect conclusions.
5. Lack of Automatic Reminders
If a student hasn’t paid for lessons or missed a deadline, Excel won’t notify them automatically.
The administrator must manually:
- Check all payments
- Send reminders to students
- Track schedules manually
This takes too much time and often leads to missed payments and scheduling confusion.
Why is Voopty CRM Better than Excel?
1. All Data in One Place
Voopty consolidates all information about students, teachers, finances, homework, and schedules into a single system. This eliminates the need to switch between multiple files and manually search for the necessary data.
2. Full Automation
Voopty automatically:
✅ Generates schedules and notifies students of changes
✅ Issues invoices and sends payment reminders
✅ Tracks student progress and generates reports
This allows administrators and teachers to focus on high-quality education rather than routine processes.
3. Easy Integration with Other Services
Voopty supports automatic integration with payment systems (Stripe, WayForPay, LiqPay) and telephony systems (Binotel).
4. Automated Homework Management
Teachers can assign and check homework directly through Voopty, simplifying interactions with students and increasing the efficiency of the learning process.
5. Powerful Analytics
Voopty automatically analyzes data and generates clear reports on:
📊 Finances (income, expenses, debts)
📊 Student performance (grades, attendance, progress)
📊 Teacher effectiveness
Administrators gain a clear picture of the educational process and can make informed decisions.
6. Technical Support and Customization
The Voopty team is ready to assist users at all stages. If a new function is needed, developers can tailor the CRM to the specific needs of the educational institution.
By switching from Excel to Voopty, educational institutions save time, reduce errors, and streamline operations, ultimately improving the overall learning experience. 🚀
