# Spreadsheets vs Software for Running a Pottery Studio

Cluster: For Studio Owners
URL: https://claybook.studio/blog/spreadsheets-vs-software-pottery-studio/

# Spreadsheets vs Software for Running a Pottery Studio

Not every studio needs software. Plenty run happily for years on a shared spreadsheet, a whiteboard and good habits. The trick is knowing when that stops working.

## When a spreadsheet is enough

A spreadsheet is a sensible choice when:

* You have a small number of members, such as a few dozen.
* One or two people run the studio and keep the records.
* You fire one kiln on a regular schedule.
* Payments are collected simply, such as a monthly transfer.
* Members rarely ask where their work is.

It is free, flexible and you know how it works.

## Signs you have outgrown it

Check how many of these sound familiar.

* You are the only person who understands the spreadsheet.
* Members ask where their work is, several times a week.
* You chase payments by hand.
* Class waitlists live in your inbox or notebook.
* Two people edit the sheet and overwrite each other.
* You have more than one spreadsheet for the same thing.
* You spend more than a few hours a week on admin.
* You hesitate to add a class because of the paperwork.
* You cannot say what a firing costs you.

If you ticked three or more, it is worth looking at software. See [pottery studio management software compared](/blog/pottery-studio-management-software-compared/).

## What a spreadsheet does well

* Firing logs. See our [kiln log template](/blog/kiln-log-template/).
* Inventory of clay and glaze.
* Cost and pricing calculations.
* Simple member lists.

## What it does badly

* Notifying members when work is ready
* Collecting recurring payments
* Handling a waitlist fairly
* Letting members see their own data without seeing everyone else's
* Working from many devices without conflicts

## A starter layout

If you start with a spreadsheet, keep it simple. One workbook, a few tabs.

| Tab | Columns |
| --- | --- |
| Members | Name, contact, plan, start date, renewal date, notes |
| Pieces | Member, description, stage, location, date moved |
| Firings | Date, type, cone, pieces, total, fee |
| Payments | Date, member, amount, reason, paid |
| Classes | Course, date, student, status, waitlist position |

Protect formulas, back it up weekly and write down how it works so someone else can take over.

## Plan the switch

When you do move to software:

* Clean your data first.
* Start with the one problem that hurts most.
* Run both for a month.
* Tell your members before you switch.
* Make sure you can export data again.

## Tell us what you need

If a spreadsheet is holding you back, tell us what the missing piece is. We provide [studio tools](/studios/features/) for firing, memberships, booking and more, and we tailor them to how your studio runs.