If you run activity classes in the UK, you probably didn’t set out to become an expert in spreadsheets. You began because you love teaching, inspiring young minds, and helping children grow in confidence and joy.
But somewhere along the way, the administrative load crept in. You found yourself juggling class registers, chasing late payments, replying to endless messages, and sacrificing evenings that should’ve been for family or rest.
Spreadsheets feel like a safe fallback: familiar, simple, and inexpensive. But as your classes grow, cracks emerge. Payment records don’t match, registers go missing, cancellations are mishandled, and you’re stuck cross-checking who attended versus who paid. It’s not just inconvenient - it’s inefficient, stressful, and unsustainable in the long run.
There is a better path: moving from manual systems to automation with a dedicated online booking system.
1. Why Spreadsheets Hold You Back
Spreadsheets feel safe because everyone knows how to use them. But when you rely on them for class management, hidden risks emerge:
- Errors multiply: Broken formulas, deleted rows, mismatches between payments and student names.
- Time drains: Chasing parents, updating cells, reconciling accounts.
- Poor parent experience: Delayed confirmations and confusing communication.
- Scalability collapse: One class is manageable. Ten classes? The system buckles under pressure.
Even if you’re highly organised, admin quickly adds up. Between chasing payments, updating registers, and managing cancellations, many providers say they lose five to ten hours a week to manual tasks. That’s the equivalent of an entire extra month of work every year.
2. The Signs It’s Time to Switch
You may not realise you’ve outgrown spreadsheets until something breaks. Here are some warning signs:
- You’re working evenings and weekends to catch up.
- Classes are full, yet your bank deposits don’t reflect it.
- You find yourself apologising to parents for delays.
- You accidentally double-book or lose cancellation records.
- You dread “admin day” more than class prep.
At that point, automation isn’t optional - it’s essential. Platforms like Book That In are built to take away those exact pain points.
3. What Smart Automation Looks Like
Automation doesn’t mean complexity. It means letting technology handle repetitive work so you don’t have to. For children’s class providers, that includes:
- Online bookings, anytime: Parents check availability and reserve a spot instantly.
- Payments at the point of booking: Secure processing, with pro-rata billing and trial options.
- Auto-updating registers: Attendance lists update in real time.
- Reminders & follow-ups: Confirmations, reminders, and re-enrolment prompts go out automatically.
- Cancellations managed cleanly: Spots reopen without manual input.
- Retention tools: Auto re-enrolment and waiting lists keep your classes full.
With Book That In, you can even feature your classes in their marketplace so parents discover you alongside other providers, or explore franchise-ready tools if you’re scaling with multiple locations through their franchise booking system
4. How Much Time (and Stress) You Can Save
Switching to a smart booking system often helps providers reclaim several hours every week.
Imagine cutting ten hours of admin down to just one or two. That’s almost 400 hours a year freed up - time you could spend planning new classes, engaging with students, or simply relaxing.
5. Common Fears About Switching (and Why They’re Myths)
It’s normal to hesitate. But most concerns fade once you look at the facts:
- “It’s too expensive.” A booking system pays for itself in hours saved. Book That In’s flexible model means you only pay a small fee when parents book - no heavy monthly subscription.
- “I’m not tech savvy.” Good systems are built for non-tech users, with onboarding support, video tutorials, and friendly customer service.
- “Parents won’t like it.” In fact, many parents prefer booking online at a time that suits them. A smooth process builds trust.
- “What if things break?” With strong support and responsive help, you’re not left alone.
If you want reassurance, you can read what other providers say on the Book That In reviews page
6. How to Move from Spreadsheets to a Smart System
Here’s a simple step-by-step plan:
- Audit your current process
Write down every step: enquiries, confirmations, payments, registers, reminders. Note where the biggest time drains are. - Select and trial systems
Test 2–3 options (e.g. Book That In, BookWhen, ClassForKids). Use free trials to check real scenarios like sibling bookings or cancellations. - Prepare your data
Clean up your spreadsheet - fix emails, remove duplicates, match payments to names. Most systems support CSV import. - Pilot with one class
Start small. Gather parent feedback and adjust settings before rolling out fully. - Roll out across all classes
Explain to parents how the new system benefits them: easier booking, instant confirmation, fewer reminders. - Refine and monitor
Watch for edge cases like siblings, refunds, or partial attendance, then adjust settings as needed.
7. The Future of Booking Automation
Parents are increasingly used to seamless digital experiences - from ordering food to booking holidays. They now expect the same ease when booking classes for their children.
That means mobile-first booking flows, instant confirmations, and personalised reminders will soon be the norm. Book That In is already building towards this future with features like auto re-enrolment, waiting lists, and family-friendly booking journeys.
8. FAQs About Automating Your Class Bookings
Is automation just for big businesses?
No. Small and medium class providers often benefit the most because every saved hour matters.
Will I need tech skills?
Not at all. Platforms like Book That In are designed for non-tech users, with tutorials and support.
Does automation feel impersonal for parents?
Far from it. Automation handles the admin so you can spend more time building real connections in class.
Which part should I automate first?
Start with your biggest pain point - often payments or registers - then build from there.
Final Thoughts
Running your children’s classes with spreadsheets might work in the early days - but as your business grows, that approach quickly becomes unsustainable.
A smart booking system isn’t just software. It’s your partner. It automates repetitive tasks, reduces mistakes, improves parent experience, and gives you back precious hours each week.
Book That In is built specifically for class-based providers, offering trials, auto re-enrolment, waiting lists, Stripe integration, and more - all at pricing that makes sense for small businesses.
If you’re ready to reclaim your evenings and focus on what you love, book a personalised demo of Book That In today.