SpotBooker vs Excel or Google Sheets
In many schools, small companies, town halls and associations, rooms are managed in a shared spreadsheet or on a sheet taped to the door. That is not a mistake: it often works. Here is how to tell when it no longer does.
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The short answer
Time to switch when…
- Double bookings or overwritten lines happen regularly
- One person spends time answering “is the room free?” and arbitrating
- You need rules: who can book what, for how long, with whose approval
- Outside people (parents, residents, members) ask for rooms by email or phone
A spreadsheet is enough when…
- You have one or two rooms and a small team
- Conflicts are rare and solved with a quick word
- Nobody needs approval, quotas or reminders
- One person keeps the file in order
Side-by-side comparison
| Criterion | SpotBooker | Excel / Google Sheets |
|---|---|---|
| Cost | Free plan (2 spots), then $39/month or $390/year with 5 spots included | Usually already included in your office suite |
| Getting started | Create your resources, import users and bookings from CSV or Excel | Immediate: a table and a link |
| Double bookings | Availability checked at booking time; nobody overwrites anyone | Possible if two people write in the same cell, or one overwrites another |
| Rules | Fixed time-slot grid (15/20/30/60 min), limits per day, week or month (hours or number of bookings), group exceptions, late-cancellation rule | Not enforced unless you build formulas or scripts |
| Approval | Single or multi-level approval | By email or in person |
| Reminders | Automatic email reminders | None |
| No-shows | QR code check-in; the spot is released automatically if nobody checks in | Not visible |
| Who can book | Groups and permissions; public page for people without an account | Anyone with edit access can change any line |
| History and statistics | Usage statistics and CSV export | Manual, if the file is kept clean |
| Recurring bookings | Yes | Copy and paste |
This comparison describes a typical shared spreadsheet, without macros or scripts. With enough work, a spreadsheet can be extended; someone then has to maintain it.
Where Excel / Google Sheets is stronger
Excel / Google Sheets may be the better choice in these situations. We would rather tell you now than after you sign up.
Zero setup, zero new tool
Everyone already knows how to use a spreadsheet, and it is usually included in the software you already pay for.
Total flexibility
You can add any column or note you like. For a very occasional need, that freedom matters more than rules.
Where SpotBooker fits better
No more double bookings
Availability is checked when someone books. No more lines written over each other or versions of the file that disagree.
Rules without a referee
Limits per person or group, fixed time slots, approval by one or several people: the tool applies them, not a colleague.
Built for organisations whose job is not managing rooms
Schools, SMEs, local authorities and associations: users are unlimited, so all staff, teachers or volunteers can book, and the free plan covers 2 resources.
Smooth transition
Import your users and your existing bookings from a CSV or Excel file, then share the public booking page with people outside the organisation.
What SpotBooker does not do (today)
- No native mobile app: SpotBooker runs in the web browser, on computer or phone.
- No two-way sync with Outlook or Google Calendar: bookings can be sent as .ics invitations and followed through an iCal subscription feed.
- No Microsoft Teams app, no Outlook add-in, no public API.
- No full-day desk booking, hot desking or office attendance planning.
- No occupancy sensors and no door displays.
Pricing
SpotBooker
- Free plan: 2 spots (rooms, equipment…)
- Monthly: $39/month, 5 spots included, +$3 per extra spot per month
- Annual: $390/year, 5 spots included, +$30 per extra spot per year
- Unlimited users on every plan
- 14-day free trial, no credit card required
Excel / Google Sheets
A spreadsheet is usually included in an office suite you already pay for (Microsoft 365, Google Workspace) or free (LibreOffice). Its real cost is the time spent maintaining it and settling conflicts.
Frequently asked questions
Can I manage room bookings with Excel?
Yes, for a few rooms and a small team. It becomes hard when several people book at the same time, when rules need to be enforced or when outside people need to book.
Is there a free alternative to a booking spreadsheet?
SpotBooker’s free plan covers 2 resources (rooms, equipment…) with unlimited users. Paid plans start at $39/month for 5 resources.
Can I import my existing spreadsheet?
Yes. Users and bookings can be imported from a CSV or Excel file, after matching the room names in your file with your SpotBooker resources.
Do our users need to install anything?
No. SpotBooker runs in the web browser, on computer or phone. There is no native mobile app.
What about the sheet on the door?
You can display a QR code at the room instead: people scan it to check in, and if nobody checks in the room is released automatically.
Other comparisons
Try SpotBooker with your own rooms
Create your spaces, invite your colleagues and set your rules. The 14-day trial is free and needs no credit card.
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