How is a student's debt calculated?

Amount due = group course price minus discount. Debt = amount due minus the sum of all the student's payments. An overpayment is shown as a negative number.

Can I accept payment in installments?

Yes. Each payment is recorded on a separate row, and the status stays "Partial" until the debt is cleared.

How is attendance tracked?

You enter the number of attended sessions, and the spreadsheet divides it by the number of sessions in the course. Anything below 60% is highlighted in red.

How many groups and students fit?

Up to 8 groups, 150 students and 500 payments.

No. The file works in Excel 2007 and later and in LibreOffice, and all calculations use ordinary formulas.

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Student, Group and Payment Tracker — Excel Template for Courses, Studios and Clubs

A student list by group, course price with discount, payments, debts and payment status, attendance, a group summary and a list of debtors. For courses, studios, clubs and schools.

390 ₽

≈ 4 USD

Blank template + filled-in example · Excel 2007+, LibreOffice, Google Sheets

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What it is for

A course or studio administrator keeps a list of groups, remembers who has paid and who has not, and how many sessions each person missed. When this lives in a notebook, debts get lost. Here the cost after discount, payment, debt and attendance are calculated for each student, and the summary shows how each group is doing and who owes the most.

What is inside

"Settings": the name of the school or studio and the administrator.
"Groups": up to 8 groups: teacher, course price and number of sessions.
"Students": up to 150 people: group from a list, discount, attended sessions; amount due, paid, debt and status are calculated automatically.
"Payments": up to 500 payments: date, student, amount, method.
"Summary": by group, the number of people, amount charged, paid, debt and attendance; a list of debtors and a chart.

Who it is for

Administrators of language and training centers, dance and art schools, tutoring and children's studios, clubs and sports sections.

What you get

The download includes a blank template and a filled-in sample with fictitious data, so you can see how the formulas and checks work. It is an Excel spreadsheet with ordinary formulas, not an accounting program. All fixes and new versions of the project are free.

Compatibility

Excel 2007 and later, LibreOffice. No macros. The file is in English. Thresholds are set in the settings: adjust them to your needs. Calculations are approximate.

Questions and answers

How is a student's debt calculated?: Amount due = group course price minus discount. Debt = amount due minus the sum of all the student's payments. An overpayment is shown as a negative number.
Can I accept payment in installments?: Yes. Each payment is recorded on a separate row, and the status stays "Partial" until the debt is cleared.
How is attendance tracked?: You enter the number of attended sessions, and the spreadsheet divides it by the number of sessions in the course. Anything below 60% is highlighted in red.
How many groups and students fit?: Up to 8 groups, 150 students and 500 payments.
Do I need macros?: No. The file works in Excel 2007 and later and in LibreOffice, and all calculations use ordinary formulas.