Almost every trainer starts the same way: a spreadsheet for class passes and a WhatsApp group for announcements. It works with a few students. Past a few dozen, or with several groups, things stop adding up. This page compares both so you can decide with facts.
Signs you’ve outgrown spreadsheets and WhatsApp
- You copy attendance from paper to the spreadsheet “later” and sometimes forget.
- Students keep asking how many classes they have left.
- You can’t see at a glance who owes you for a pass.
- Every student can see everyone else’s phone number in the WhatsApp group.
When each option makes sense
A spreadsheet + WhatsApp is enough if…
you run one small group, don’t sell class passes, or have time to update the sheet after every class.
A management app pays off if…
you run several groups or dozens of students, sell class passes, work with capacity limits or share groups with other trainers.
Switching isn’t all or nothing
Import your students from a CSV exported from your spreadsheet and keep using WhatsApp for group chat.
Quick comparison
| Spreadsheet + WhatsApp | Bootcamp Tracker | |
|---|---|---|
| Taking attendance | Paper or memory, then the sheet | From your phone or by QR, on the spot |
| Class pass balance | Updated by hand | Deducted automatically at check-out |
| Balance visible to the student | They have to ask you | Each student sees their own |
| Capacity and waitlist | By hand, over messages | Automatic, with promotion when a spot frees up |
| Outstanding payments | Columns and colours in the sheet | Payment history per student and low-balance alerts |
| Privacy | Phone numbers visible to the whole group | Each student only sees their own record; data in the EU |
| Price | Free | Free up to 20 students; Pro €12/month |
Frequently asked questions
Can I import my spreadsheet?
Yes. Export it to CSV and import it: the app maps the columns and shows a preview before anything is saved.
Do I have to stop using WhatsApp?
No. Keep it for chat; session and balance reminders arrive by in-app notification, email or web push.
What does switching cost?
Nothing to start: the free plan includes 1 group, 20 students and 8 sessions a month, no card required.