How Indian Coaching Institutes Can Manage 100+ WhatsApp Batches Using Google Sheets and WhatsBoost.

For Indian coaching institutes and EdTech startups, managing multiple batches across different subjects or grade levels is a logistical challenge.

When your institute grows to 100+ batches, relying on manual coordination or basic WhatsApp groups often leads to communication gaps, missed fee reminders, and administrative burnout.

The most efficient way to scale is by using a centralized system where student data lives in Google Sheets and communication is handled through WhatsBoost.

This "Smartway" allows administrators to manage thousands of students from a single dashboard without the high costs of a dedicated CRM.

The Challenge of Large-Scale Batch Management

Managing over 100 batches manually presents three main risks:

1. Information Overload: Important announcements regarding exams or holidays get lost in the noise of active groups.

2. Payment Delays: Tracking who has paid fees across various courses becomes nearly impossible without automation.

3. Number Bans: Sending the same message to thousands of students manually can trigger WhatsApp's spam filters.¹

By moving your operations to a sheet-based automation, you maintain a "Master Database" that acts as the single source of truth for your entire institute.

Step 1: Structuring Your Master Google Sheet

To manage 100+ batches, your spreadsheet must be organized for automation. Create a sheet with the following headers:

• Student Name

• WhatsApp Number (with 91 country code)

• Batch ID (e.g., JEE_2026_Batch_A)

• Fee Status

• Last Class Attended

This structure allows you to filter data and send targeted messages.

For instance, you can select only the "JEE_2026" batch and send a specialized mock test link in seconds. You can learn more about setting up these triggers in our guide on sending WhatsApp messages from Google Sheets.

Step 2: Automating Daily Classroom Updates

Instead of typing the same "Today’s Schedule" message into 100 different groups, you can use WhatsBoost to broadcast to multiple batches simultaneously.

By utilizing the "Broadcast" feature, you ensure that every student receives the update in their personal chat. This increases the "Read Rate" significantly compared to group messages. For specialized institutes, you can even automate tuition fee reminders based on the "Fee Status" column in your sheet, ensuring you never miss a collection date.

Step 3: Handling Student Inquiries via Quick Replies

When managing a large student base, the volume of "doubt" messages can be overwhelming. The standard WhatsApp Business app's Quick Replies feature is essential here. By saving responses to common questions (like /address, /fees, or /timing), your staff can handle 5x the inquiries in the same amount of time.

Pairing this with WhatsApp business best practices ensures that your institute maintains a professional and helpful tone, which is critical for parent-teacher trust.

Step 4: Secure Data Export and Backups

As an institute grows, protecting student data is a priority. Using automation tools allows you to export your WhatsApp contacts to Excel regularly. This ensures that even if a staff member leaves or a phone is lost, your lead data and student records remain safe and accessible within your Google Drive.

Comparison: Manual vs. Sheet-Based Management

Conclusion: Reclaiming Administrative Time

For Indian coaching centers, the goal is to focus on teaching, not typing. By transitioning your batch management to a Google Sheets and WhatsBoost workflow, you eliminate the chaos of manual messaging.³ This system is not only more professional but also significantly cheaper than enterprise-level coaching software.