Running a co-op on spreadsheets and Venmo vs CooplyHQ

The short answer

Free tools work while one person holds them together. The trouble starts when that person gets busy, steps down, or the co-op doubles. CooplyHQ is free for co-ops up to 15 families. It puts the roster, classes, calendar, volunteers and money in one place that belongs to the co-op.

What changes

Spreadsheets, sign-up sheets, Venmo, group texts CooplyHQ
Roster A sheet someone keeps up to date Families keep their own household up to date
Class sign-up A form, then copying names into a sheet Families enroll; waitlist when full
Volunteers A separate sign-up site Jobs listed on the event
Announcements Email, group text and Facebook One message to every family or one class
Who paid Matching Venmo notes to names Payments tied to the family and the class
When the registrar steps down Her files leave with her New officer gets admin access
Cost $0 $0 up to 15 families, then $149 a year

Where the free tools are stronger

They cost nothing at any size, everyone already knows how to use them, and there's nothing to set up. For a very small, informal group, that may be enough.

Switching

Paste or upload your family list, then add this term's classes and events. Most small co-ops are set up in an evening.

Checked on September 23, 2026.