Many schools running the IB Diploma Programme collect subject choices with an online form and a shared spreadsheet. It is free, familiar and flexible. Dedicated IB course selection software promises validation, live numbers and less manual work, but it costs money and needs setting up. Which approach is right depends on your cohort, your rules and how much time the coordinator spends on checking. This article compares the two honestly and lists what to check when you evaluate any tool, including ours.

The typical spreadsheet setup

A common setup looks like this:

  1. An online form with one question per subject group, each listing subjects and levels.
  2. Responses collected into a spreadsheet.
  3. A coordinator checks each row for HL/SL count, duplicates and school rules.
  4. Formulas or pivot tables count students per subject level.
  5. Errors are fixed by e-mail with the student, then by editing the spreadsheet.
  6. The final sheet is shared with the timetabler.

This works. Its weaknesses show up in steps 3, 5 and in everything that happens after the deadline.

Side-by-side comparison

Area Forms and spreadsheet Dedicated IB course selection tool
Cost Usually free with existing licences Licence or subscription
Setup Fast for a simple form Catalogue and rules configured once
HL/SL count check Manual, or partial with form logic Checked at submission
School rules (requires/excludes) Manual review Checked at submission
Level availability Depends on how the form is built Only offered levels can be chosen
Live counts against minimums Possible with formulas, coordinator only Visible to students, teachers, coordinator
Corrections E-mail and manual edits Window reopened with rules applied
Change history Version history, hard to read Audit log per choice
Teacher and parent access Sharing the sheet, or none Role-based access
Reminders Manual Can be automated
Block planning Separate manual work Depends on the tool
Flexibility Very high Limited to what the tool supports

Neither column is universally better. A spreadsheet is more flexible; a dedicated tool removes manual checking and repetitive communication.

When a spreadsheet is enough

Stay with forms and a spreadsheet if most of the following apply:

  • the DP cohort is small enough to check every row by hand in an hour or two;
  • you have few school-specific rules beyond the HL/SL count;
  • all subject levels reliably reach their minimums;
  • choices rarely change after submission;
  • one person handles the process and is comfortable with the formulas.

In that situation the cost and setup of a dedicated tool may not be justified. Good process discipline matters more than software; see how to run DP subject choices for a timeline that works with either approach.

Where spreadsheets break

The problems usually appear gradually:

Errors found late

A form can require an answer per group, but it rarely checks the full combination: exactly three HL, no duplicate subject, a prerequisite in another group. Every error is a manual follow-up, and some slip through to September.

Numbers nobody else sees

The coordinator may know a subject level is short, but students and tutors do not, so the information arrives too late to change choices. See minimum group sizes for DP subjects for why early visibility matters.

Corrections without control

After the deadline, changes arrive by e-mail and are typed into the sheet. Nobody checks that a corrected choice still meets the rules, or that a student moved into a class that will actually run.

Access and data protection

Sharing a spreadsheet with all tutors often exposes the whole cohort's data to everyone. Restricting it means more manual work. Version history exists but is not a clear record of who changed which choice.

What to check when evaluating any tool

Whatever product you consider, ask these questions.

Data protection

  • Is there a data processing agreement (DPA) available, with the school as controller and the vendor as processor?
  • Where is data hosted, and who can access it?
  • How are accounts created and removed?

Roles and access

  • Can tutors see only their own group?
  • Can parents view their child's choices without seeing others?
  • Can access be revoked at the end of the cycle?

Validation

  • Does the tool enforce your exact HL/SL count?
  • Can you define your own prerequisites and exclusions?
  • Are errors shown to the student with a clear message at submission?

Viability and corrections

  • Are counts against minimums visible during the window, and to whom?
  • Can a corrections round be limited to viable subject levels?

Exports and records

  • Can you export final choices as CSV for timetabling?
  • Is there an audit log of changes?
  • Is there a summary report for leadership?

Fit and cost

  • Can you test it on a real cycle before committing?
  • How is pricing calculated?
  • What language is the interface in, and does it suit your students and staff?

Checklist

  • Cohort size and number of school rules assessed honestly.
  • Time spent on manual checks and corrections estimated.
  • Spreadsheet weak points identified: late errors, hidden numbers, uncontrolled corrections.
  • Data protection questions answered, DPA available.
  • Roles: tutors, parents and students see only what they should.
  • Validation covers HL/SL count, duplicates, prerequisites and exclusions.
  • Live counts against minimums and controlled corrections.
  • CSV export, audit log and leadership report available.
  • Pilot possible before a long-term commitment.

Frequently asked questions

Can form logic replace validation?

Partly. Conditional questions can hide unavailable options, but most form tools cannot check the whole combination, such as an exact HL count or a prerequisite in another group, before submission.

Is a dedicated tool worth it for a small DP cohort?

Not always. If the cohort is small, rules are simple and every subject runs, a spreadsheet may be enough. The case for software grows with the number of rules, changes and people involved.

What about data protection with a spreadsheet?

The same obligations apply whatever the tool. A shared spreadsheet often gives more people access to more data than they need, so check sharing settings carefully.

Is MyIB available in English?

The interface is currently in Polish; ask us about your requirements.

See MyIB with your own subjects

MyIB is independent IB subject selection software for schools running the IB Diploma Programme: your catalogue and rules, validation at submission, live quorum counters, role-based access for tutors and parents, corrections limited to viable subject levels, an audit log, CSV exports, a PDF report for leadership and a block simulator. Data protection is described on our security page. Book a demo or check pricing: the first subject-choice cycle can run as a free pilot.