Caseload Calendar
Every mandated minute, scheduled.
The service-minute scheduler for special education teachers. Enter your availability and each student's IEP minutes; get a proposed weekly schedule to review and adjust, with shortfalls flagged when the entered constraints cannot fit. A proposed schedule is not a record of delivered services.
No credit card. Full features on the free tier. Unlimited students is $39 a year, and no school purchase is needed.
Not sure the minutes fit? The free minutes calculator places sessions on a printable week around lunch, recess, and specials, and its rows import here when you sign up in the same browser. Or start from a schedule template.
From caseload spreadsheet to schedule in minutes
Paint your availability
Click-drag the weekly hours you can pull students. Leave your lunch and duties out.
Enter mandates and do-not-pull times
Minutes per week for each student and service, typed in or imported from a CSV, plus the gen-ed times they can’t leave: lunch, specials, core instruction.
Get a schedule that adds up
One click proposes a week that covers every mandated minute, groups compatible students, and flags anything unschedulable with the exact reason. Drag to adjust; the tally updates live.
Explainable, not a black box
The scheduler is deterministic: same inputs, same schedule. When a mandate can’t fit, it tells you why in plain words: "his do-not-pull blocks cover all of your available hours." Never a silent drop, and no AI involved.
Smart small groups
Students with the same service, overlapping free time, and grades within two levels are grouped up to your size limit, and split back out when it doesn’t work.
A calendar that respects your edits
Drag sessions where you want them, lock the ones that must not move, confirm what works. Re-runs replace only unconfirmed proposals, so one student’s schedule change never scrambles your week.
Minutes tally, always in view
Scheduled vs mandated minutes per student, red when short. Log each session as delivered, missed, or a make-up, and delivered minutes count against the mandate. The number an audit asks about is the number on your screen.
Audit-ready PDFs
A per-student one-pager and a whole-caseload week grid with a compliance table, generated in your browser, so student data stays on your machine.
Privacy-first by default
Initials or first names are all it needs, never full legal names. No AI features, no new data processors, nothing leaves your control.
For everyone who pulls students on a caseload
Resource & self-contained teachers
Pull-out groups for reading, math, and writing that fit around every classroom’s core instruction.
Speech-language pathologists
Big caseloads, group-heavy weeks, IEP minutes covered, with groups proposed automatically.
Caseload Calendar for SLPsSchool counselors
Individual sessions and small groups placed around the class times students can’t miss.
Caseload Calendar for counselorsOTs, PTs & interventionists
Any provider who pulls students on a weekly minutes target: OT, PT, behavior, social skills.
Simple pricing for one teacher
Caseload Calendar
$39/year
- Your whole caseload, unlimited students
- Everything in Free
- One coffee a month, one prep period a week back
Already tracking students in Evident? Caseload Calendar shares your roster, so open the Scheduler from your dashboard.
Common questions
What is a pull-out schedule?
A weekly plan for taking students out of the general education classroom for services such as speech, OT, reading intervention, and counseling, at times that don’t conflict with lunch, specials, or core instruction. Caseload Calendar builds one from your availability and each student’s mandated minutes.
How does it handle IEP service minutes?
Each student’s services carry minutes per week. The scheduler proposes sessions until every mandate is covered, and the tally shows scheduled vs mandated minutes per student, red when short, so a shortfall is visible before an audit finds it.
Who is Caseload Calendar for?
Anyone who schedules pull-out services on a caseload: special education and resource teachers, speech-language pathologists, occupational and physical therapists, school counselors, and interventionists.
Does it schedule groups?
Yes. Students with the same service, overlapping free time, and grades within two levels of each other are grouped automatically, up to the group size you set, and split back out when a group stops fitting.
What does it cost?
Free for up to 5 scheduled students with every feature included. Unlimited students is $39 per year for an individual teacher or provider, and no school purchase is needed.
Is student data private?
Initials or first names are all it needs, never full legal names. Schedule PDFs are generated in your browser so student data stays on your machine, and there are no AI features involved.
Comparing tools? See Caseload Calendar next to DMSchedules and a spreadsheet. New to pull-out scheduling? Read our step-by-step guide: How to build a pull-out schedule that covers every service minute.
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Caseload Calendar is part of Evident, the classroom evidence platform teachers already use for daily progress notes.