DiveHQ compared with spreadsheets and paper

Many dive centres run well on a spreadsheet, a whiteboard and a folder of paper forms. This is where that starts to cost you, and what changes when the same jobs move into DiveHQ.

Stay with spreadsheets and paper if

One boat, one person at the desk who knows every booking, and nothing you will ever need to prove later.

Move to DiveHQ when

Two or more people take bookings, guests' forms need checking before they dive, or invoices are counted up by hand at checkout.

Job by job

The jobSpreadsheets and paper

DiveHQ

Medical forms and releasesFilled in on paper at the desk when the guest arrives, then filed in a folder.Completed online before arrival. Every signature is stored with the time, the IP address and a hash of the exact text.Forms and check-in

Who is cleared to diveSomebody reads each form and remembers, or checks the folder before the boat leaves.Form status and medical clearance show on the booking and on the boat manifest.Forms and check-in

The day's boatsA whiteboard, photographed and sent to the team the night before.A day plan with trips, boats, guides, sites, kit and pickups, published to staff with their duties by email.Trips and dive logs

Dive logsWritten on a slate or a sheet on the boat, typed up later if there is time.Logged from a phone after each dive, the whole boat at once, one row per diver.Trips and dive logs

Invoicing at checkoutDives counted from the log and priced with a calculator, packages worked out by hand.Built from the dives that were logged, with packages applied to the most expensive dives first.Prices and invoicing

Rental equipmentA list of who has which set, if anybody keeps it up to date.Numbered items with sizes and service dates, and a board of what is out and what is overdue.Equipment rental

Two people at onceOne person edits the sheet while the other waits, or both save and one loses their changes.Everyone works in the same system at the same time, each with their own login and role.

A guest's historySpread across sheets, a folder and somebody's phone.One guest record with their bookings, forms, dives and invoices, matched when they come back.Inquiries and bookings

Medical forms and releases
Spreadsheets and paper
Filled in on paper at the desk when the guest arrives, then filed in a folder.
DiveHQ
Completed online before arrival. Every signature is stored with the time, the IP address and a hash of the exact text.
Who is cleared to dive
Spreadsheets and paper
Somebody reads each form and remembers, or checks the folder before the boat leaves.
DiveHQ
Form status and medical clearance show on the booking and on the boat manifest.
The day's boats
Spreadsheets and paper
A whiteboard, photographed and sent to the team the night before.
DiveHQ
A day plan with trips, boats, guides, sites, kit and pickups, published to staff with their duties by email.
Dive logs
Spreadsheets and paper
Written on a slate or a sheet on the boat, typed up later if there is time.
DiveHQ
Logged from a phone after each dive, the whole boat at once, one row per diver.
Invoicing at checkout
Spreadsheets and paper
Dives counted from the log and priced with a calculator, packages worked out by hand.
DiveHQ
Built from the dives that were logged, with packages applied to the most expensive dives first.
Rental equipment
Spreadsheets and paper
A list of who has which set, if anybody keeps it up to date.
DiveHQ
Numbered items with sizes and service dates, and a board of what is out and what is overdue.
Two people at once
Spreadsheets and paper
One person edits the sheet while the other waits, or both save and one loses their changes.
DiveHQ
Everyone works in the same system at the same time, each with their own login and role.
A guest's history
Spreadsheets and paper
Spread across sheets, a folder and somebody's phone.
DiveHQ
One guest record with their bookings, forms, dives and invoices, matched when they come back.

When a spreadsheet is enough

A small centre with one boat and one person at the desk can run well on a spreadsheet and paper, and pay nothing for it.

The cost shows up as the centre grows: when two people edit the same sheet, when the person who knows where everything is takes a day off, or when a signed form has to be found a year later.

Switching to DiveHQWhat to set up first, and how to change over without a gap

DiveHQ compared with general booking softwareWhy a dive centre needs more than a calendar

See it with your own centre's data

Set up your prices, boats and staff in the 14-day trial. No credit card required.

Start 14-day free trial Book a demo

14-day free trial
No credit card required
All modules included
Cancel anytime