Looking for a free course management software — how does it differ from Excel, will I lose my data?

Excel isn't a database, it's just a data table. If two teachers try to edit the same row simultaneously, you get data conflicts. Web-based software works on database transactions; records are locked, and every change is logged with a timestamp and user ID. Technically, dedicated software is vastly superior, but where that data gets backed up is the critical question.

We tried a free tool for our 60-student art studio. Three months in, a parent asked, "What system are you storing my details in, and where is your privacy notice?" We couldn't even reach the software developer; the website didn't even have an "About Us" or company registration page. We panicked, shut down the entire system, and went back to Excel. That day taught me that businesses dealing directly with parents shouldn't take cheap risks like that.

First thing tomorrow, do these two things in Excel: 1) Password-protect the sheets and lock all formula cells, 2) Don't give teachers the master file; give them a separate entry form just for attendance. That's the safest stopgap until you can budget for proper software.

Nobody rents servers and runs course management platforms out of the goodness of their heart. These "free" systems will either start charging down the road or use those parent contact details to serve ads for student loans, study guides, and the like. Read the privacy policy carefully.

85 students is a great size, congrats. Even if you budget a nominal monthly fee per student, it will easily cover the cost of professional software. Plus when automated SMS reminders go out to parents for absences and tuition dues your collection rates will improve noticeably.

definitely dont put turkish id numbers into random sites with unknown backends. if a data breach hits the news tomorrow u wont be able to explain it to parents and itll ruin the schools reputation.

Bottom line: Excel falls short on data integrity and access control, while free tools pose huge risks for KVKK and data security. The best approach is to upgrade to legitimate, commercial software that provides a proper contract and privacy policy once budget permits.

Exactly, and not many people know this. If it's your first time start small; scaling comes later.

If I were you I'd go this route.

let me summarize the topic since sevveral different answers were given but like every "we'll look at it later" in a meeting means unbilled work.

I'd appreciate it if you shared the outcome. Start with a small trial; don't commit to everything at once.

The real issue isn't the number, but what it's based on.

Let me write how it's done in practice. The answer varies greatly by industry; there is no one-size-fits-all rule.

That's all, sorry if I went on too long.

Correct.

I disagree with you on this point. The cheapest quote is usually the least thought-out one.

If code ownership isn't in the contract, you have no bargaining power when leaving. If you post the result here, it will help others too.

The discussion got scattered, let me summarize. Everything goes well for the first three months; problems arise in the fourth.

Any unwritten clause becomes a point of disagreement later, as both sides remember it differently. Proven by experience.

Exactly like that. Everything goes well for the first three months; problems arise in the fourth.

If scope grows, either time or budget must grow. There is no third option. I'm also curious if anyone does it differently.

Don't miss this: Hasty decisions become decisions you have to fix six months later.

Of course, it varies if your situation is different.

thanks for writing this, thats the right way then tbh processes without records never improve, because you dont know what to fix.

ask who prepared the quote and who will actually do the work but if you post the result here, it will help others too.