Author: Vlad

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. 🚀

In modern education, it is crucial not only to provide students with quality knowledge but also to establish a strong connection between schools and parents. This interaction creates a transparent and trustworthy environment where all stakeholders work together toward a common goal—the success of students. Voopty, a CRM system for educational centers and schools, offers innovative solutions that not only optimize internal processes within educational institutions but also strengthen the connection between schools and parents.

Key Challenges in School-Parent Interaction

Before exploring Voopty’s advantages, it is essential to understand the challenges schools face today:

• Lack of Regular Parent Updates: Parents often learn about their child’s grades or progress only during meetings or when issues arise.
• Insufficient Communication: The use of multiple channels (phone calls, messaging apps, paper notes) creates confusion and complicates effective information exchange.
• Manual Process Management: Many administrative tasks are still performed manually, reducing the efficiency of educational institutions.
• Difficulties in Online Learning: For online schools, ensuring a user-friendly interface and easy access to resources for parents is essential.

Modern CRM tools for teachers and administrators, such as Voopty, address these issues by offering innovative solutions.

How Voopty Transforms School-Parent Interaction

1. Transparency and Accessibility of Information

Voopty provides parents with 24/7 access to information about their child’s educational progress. Using an intuitive platform, they can:

• View grades;
• Track class schedules and homework assignments;
• Receive information about missed lessons.

This eliminates the need for additional inquiries to teachers or administration, saving time for all parties involved.

2. Centralized Communication

With a single communication channel, parents can quickly receive answers to their questions and messages from the school. Voopty enables automated notifications, such as:

• Payment reminders for tuition fees;
• Schedule change notifications.

For example, if a school organizes an extracurricular event, the administration can create a message and send it to all parents within minutes using Voopty’s CRM system.

3. Automation of Administrative Tasks

Managing administrative processes in educational centers and schools can be time-consuming. Voopty automates tasks such as:

• Student registration and creation of personal accounts containing all essential information about schedules, homework, and payments;
• Financial record-keeping;
• Report generation and analysis of student performance.

This allows teachers and administrators to dedicate more time to directly working with children and parents.

Benefits of Voopty for All Participants

• For schools and administrators: Reduced paperwork, transparent financial tracking, and improved organization of internal processes.
• For teachers: Simplified grading and attendance tracking, easy access to lesson planning tools, and the ability to focus on teaching rather than administrative tasks.
• For parents: Constant access to their child’s educational information, transparency in the learning process, and an efficient communication channel with the school.
• For students: Structured learning, easy access to resources and materials (homework and links directly in the Voopty ERP dashboard), and motivation through continuous parental support.

More Than Just a Management Tool

Voopty is more than just a management tool. It is a platform that helps schools, teachers, parents, and students build effective interactions and achieve the best learning outcomes. Start using CRM for education management today and make the learning process simpler and more transparent!

In today’s world, even the smallest educational institutions face management challenges, from tracking students to organizing teachers’ schedules. Implementing the CRM system Voopty helps address these issues and ensures efficient business management. In this article, we’ll explore key arguments for introducing a CRM system for educational centers and online schools, as well as Voopty’s features that make it an indispensable tool for teachers and administrators.

Why Should Small Educational Institutions Use a CRM?

1. Time and Resource Optimization
   Small institutions often operate on limited budgets and staff. A CRM automates routine processes such as sending reminders, tracking payments, and managing databases.
2. Improved Service Quality
   Easy access to students’ history, needs, and performance enables a personalized approach, enhancing customer satisfaction.
3. Finance and Payment Control
   Through financial module integration, a CRM simplifies tracking income, expenses, and student payments, ensuring transparency.
4. Convenience for Teachers
   Teachers can easily access schedules, student performance reports, and feedback through integrated CRM tools designed for educators.
5. Enhanced Communication Efficiency
   Voopty provides automated message delivery, class reminders, and payment notifications, enabling seamless communication with clients without extra effort.

Voopty’s Benefits for Small Educational Institutions

The Voopty CRM/ERP system is specifically designed to meet the needs of educational institutions, offering a range of unique features:

• Centralized Management: All data about students, teachers, and finances is accessible in one place.
• Flexible Customization: Voopty allows you to tailor the system to your institution’s specific needs.
• Process Automation: From electronic gradebooks to communication management, Voopty handles routine tasks.
• Analytics and Reporting Tools: Voopty provides detailed reports on financial metrics, student performance, and teacher workload, enabling informed decision-making.
• Ease of Use: An intuitive interface ensures accessibility even for those without prior experience using such tools.

Unique Features of Voopty

1. Electronic Gradebook
   All student grades and attendance are recorded in an electronic gradebook, accessible to both teachers and administrators. This simplifies progress monitoring.
2. Flexible Scheduling
   Voopty allows you to create, modify, and automatically update class schedules, making it convenient for both administrators and teachers.
3. Financial Operations Automation
   Voopty automates invoicing, payment reminders, and financial reporting, streamlining operations.
4. Personalized Notifications
   The system can send personalized messages to students and parents about important events, schedule changes, or achievements.
5. Binotel Telephony Integration
   Voopty supports integration with Binotel, enabling call tracking, automatic logging in the system, and improved client communication.
6. Homework Management via CRM
   Teachers can assign and review homework directly within the system. This simplifies the learning process and provides unified access to all information for students.
7. Payment System Integration
   Voopty supports popular payment systems such as Stripe, WayForPay, and LiqPay, ensuring fast and secure payments for students and parents.
8. Continuous Chat Support
   Customer support is always ready to help resolve any issues. If needed, Voopty’s developers can integrate additional features tailored to your institution’s unique requirements.

Even the smallest educational institutions need effective management tools. Voopty is not just a CRM for educational centers—it’s a comprehensive system that helps automate processes, save time, and improve the quality of education. By investing in Voopty, you’re investing in your institution’s future.

Don’t wait! Try Voopty today and see its effectiveness for yourself.