Small-group planner
Six groups a counselor actually runs, with focus, grade band, day, time, students by initials, and sessions planned versus held. The planning sheet for the year.
Caseload Calendar for school counselors
A counseling schedule that fits around class time.
Enter weekly minutes per student and the class times they can't miss. Get a week of individual sessions and small groups proposed in the gaps, with planned minutes that still need a place clearly listed.
No credit card. Unlimited students is $39 a year: yours, not a school purchase.
The counselor scheduling problem, handled
Every session competes with a class
A counseling schedule is really six classroom schedules stacked on top of yours. Caseload Calendar holds each student’s can’t-miss times, including core instruction, lunch, and specials, and only proposes sessions in the gaps.
Groups are a puzzle within the puzzle
A lunch-bunch or social-skills group needs three students free at the same time, close enough in age to work. The scheduler finds those overlaps for you, up to the group size you set, and splits a group back out when it can’t fit.
See who still needs time
The minutes tally shows scheduled vs planned time per student, red when short. The student you keep meaning to see stops being a mental note and becomes a visible gap.
The week never survives contact with the week
Assemblies move, teachers ask you to skip a period, a crisis eats a morning. Drag sessions to new times, lock the ones that must not move, and re-run: only unconfirmed proposals get replaced.
How it works
Set up once, adjust all year
- Step 1
Paint your available hours
Click-drag the weekly times you can hold sessions. Leave out lunch duty, testing coordination, and the periods you keep open for walk-ins.
- Step 2
Add each student's minutes and can't-miss times
Weekly minutes per student, IEP-mandated or your own target, plus the times they can't leave class. Type them in or import a CSV.
- Step 3
Get a week that adds up
Propose individual sessions and small groups around the times you enter, with any shortfall listed for review. Drag to adjust, lock what must not move, and print a one-page schedule per student or for the whole caseload. one-page schedule per student or for the whole caseload.
Want to see whether the week fits before you sign up? The free minutes calculator places sessions around lunch, recess, and specials on a printable week and lists anything it cannot place, with the reason.
Free download
Small group counseling schedule template
Two free CSVs, no email or account. Open them in Google Sheets or Excel, or import the mandates file into Caseload Calendar and let it place the groups around class time.
Counselor sessions and small groups
The same students as weekly minutes, in the shape Caseload Calendar imports: two individual check-ins and a social-skills group of four.
Want to pencil the week first? All seven templates and a printable week grid.
Common questions
How do I schedule counseling sessions around class schedules?
Enter each student’s do-not-pull times, the classes, lunch, and specials they can’t miss, then paint the weekly hours you’re available for sessions. Caseload Calendar proposes a week that only uses the overlap, and lists sessions that could not fit for you to review.
Can it schedule small counseling groups?
Yes. Students with the same service, overlapping free time, and grades within two levels of each other are grouped automatically, up to the maximum group size you set. If the overlap disappears, the group is split back into sessions that fit.
Is there a small group counseling schedule template I can download?
Yes, two. The small-group planner is a spreadsheet of the groups you run for the year: focus, grade band, day, time, students by initials, and sessions planned versus held. The counselor mandates file is the same students as weekly minutes, in the shape Caseload Calendar imports so the scheduler can place the groups around class time. Both are free CSVs with no email or account, and the templates page has a printable week grid for the first pass by hand.
Does it work for both IEP-mandated counseling minutes and my own check-ins?
Yes. You set weekly minutes per student, whether those minutes come from an IEP, a 504 plan, or your own plan for the student. The tally treats them the same: scheduled vs planned, flagged red when short.
Is student information kept private?
Initials or first names are all the scheduler needs, never full legal names. Your schedule is saved in your Evident account, and PDF exports are generated in your browser. There are no AI features involved.
What does it cost?
Free for up to 5 scheduled students with every feature included. Unlimited students is $39 per year for an individual counselor, as an individual subscription. Follow your school’s approval process before entering student information.
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Keeping session notes too? Read where school counselors should keep their notes.
Caseload Calendar is part of Evident, the classroom evidence platform teachers already use for daily progress notes.