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 placed in the gaps — with the students you haven't seen flagged, not forgotten.
No credit card. Unlimited students is $39/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 — core instruction, lunch, 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.
The quiet students fall off the calendar
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.
Set up once, adjust all year
- 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.
- 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.
- 3
Get a week that adds up
One click proposes individual sessions and small groups that cover every student's minutes. Drag to adjust, lock what must not move, and print a one-page schedule per student or for the whole caseload.
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 — and paint the weekly hours you’re available for sessions. Caseload Calendar proposes a week that only uses the overlap, so every session lands at a time that works for both of you.
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.
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. The schedule PDFs are generated in your browser, so session details stay on your machine. 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 — no school purchase or admin approval needed.
Not ready yet?
Leave your email and we'll send scheduling tips and product updates.
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.