- Open Scheduler in the sidebar (/dashboard/scheduler). It has three tabs: Week, My times and Service minutes.
- On My times, mark when you can see students on the weekly grid (Fill 8:00 to 3:00 is a quick start).
- On Service minutes, add each student's minutes per week for each service, and the times they can't leave class: lunch, specials, core instruction or recess.
- Build my week places every session; drag, confirm, or lock sessions to make it yours.
- Free for up to 5 scheduled students; $39 a year covers an unlimited caseload, with no school purchase needed.
- Started in the free IEP minutes calculator? Sign up in the same browser and Scheduler offers to bring in your week.
Caseload Calendar is a service-minute scheduler for one provider: speech, OT, PT, resource, counseling. You tell it when you are free, what each student is owed, and when a student cannot be pulled, and it proposes a week that covers the minutes. In the dashboard it is called Scheduler.
Mark when you are free
The Week tab starts with three steps. Mark my times opens My times: a Monday to Friday grid from 7:00 to 17:00 in half-hour boxes. Click a box, or drag across several, to mark the times you can see students. Fill 8:00 to 3:00, every day and Copy Monday to every day save clicks. Leave out your own lunch, duties and classes, and choose Save my times.
Add service minutes and the times students can't leave class
The Service minutes tab holds what each student's IEP gives them (sometimes called the mandate). Choose Add service minutes (or + Service on a student's card) and enter the Service, Minutes / week, Session length (15 to 60 minutes), and Delivery, either Individual or Small group with a Max group size. Students must be on your roster first.
Minutes are split into sessions for you: 60 minutes a week at 30-minute sessions becomes two sessions. On each student's card, Add time records a time they can't leave class, with a weekday, start and end time, and a reason (Lunch, Specials, Core instruction, Recess, or Other). No session goes in those times.
To bring in a whole caseload, use Import CSV. The Service minutes tab expects Student Initials, Service Type, Minutes Per Week, Session Length, Delivery, and Max Group Size; the Can't-leave times tab expects Student Initials, Weekday, Start Time, End Time, Reason, and Label. Files that head the first column Student Name still import. Template downloads a file in that shape. Rows are matched to roster students by name, and rows that cannot be read are skipped and listed.
Build your week and adjust it
Choose Build my week. Evident places sessions inside your times, outside the times each student can't leave class, and groups students who share a service, a session length, overlapping free time, and grades within two levels, up to the smallest max group size.
Anything it cannot place is listed with a plain reason. Suggested sessions have a dashed outline; drag one to a new slot to make it yours, or use Confirm or Lock in place from its menu so later builds leave it alone. Rebuild student redoes one student without touching the rest.
The Minutes scheduled panel shows scheduled against needed minutes for each student and service, and turns red when a student is short.
Export the schedule
Export offers Caseload grid (PDF) for the whole week and a one-page PDF for each student, including the times they can't leave class.
Coming from the free minutes calculator
The free IEP minutes calculator works without an account. You enter one row per student (initials, optional grade, service, minutes per week, session length, individual or group, and group size), your days per week, the school day start and end, and do-not-pull times such as lunch, recess, or specials. It places sessions on a weekly grid with the same engine as Caseload Calendar, lists anything it could not place with the reason, and prints the week on one landscape page. Your rows stay saved in that browser until you choose Clear saved rows.
If you sign up in the same browser, the Scheduler page shows Bring in your week from the minutes calculator while you have no service minutes yet. Import the calculator rows adds any missing students to your roster by initials, imports their minutes and the times they can't leave class, and sets the school day as your times if you have not marked any. Not now hides the card.
The free scheduler covers 5 students, and the card names anyone who stays out of the import. Rows without initials stay behind. From another browser, download or copy the calculator's CSV instead: it uses the same columns as Import CSV on the Service minutes tab.
Use the calculator to check whether a week fits and to print a draft. Use Caseload Calendar to keep the schedule: drag and lock sessions, track scheduled against needed minutes, and export PDFs.
Free for 5 students, $39 a year for more
Every scheduler feature is included free for up to 5 students with service minutes. The banner on the Scheduler page shows how many of the 5 you have used.
Get unlimited students on that banner opens the Caseload Calendar plan: $39 a year for an unlimited caseload, bought by the individual provider. Pro accounts and members of a paid school plan already have unlimited scheduling.
Frequently asked questions
What is the difference between the minutes calculator and Caseload Calendar?
The free minutes calculator needs no account and places one draft week you can print or download as a CSV. Caseload Calendar keeps the schedule with your roster: sessions you can drag and lock, a minutes tally per student, and PDF exports. After you sign up in the same browser, Scheduler offers to bring your calculator rows in.
What happens when I add a sixth student?
The mandate is not saved and Evident offers the $39 a year plan. A CSV import that would take you past 5 students is not imported until you upgrade.
Will re-running the scheduler undo my changes?
No. Sessions you dragged, confirmed, or locked stay where you put them; only proposed sessions can move.
Can I put a session on a do-not-pull block anyway?
Yes. Evident warns you and keeps the move, because you know your building.
Does my school need to buy it?
No. The $39 plan is bought by an individual provider. Staff on a paid school plan already have unlimited scheduling.