Notes nobody else can open. A week that fits.
Confidential session notes masked at the database and kept out of every packet, on the same student record your teachers already use. And a scheduler that places sessions and small groups around the classes students cannot miss.
Free for 30 students. Unlimited scheduling is $39 a year, yours, not a school purchase.
The notebook keeps it private. It also keeps it disconnected.
Most counselors keep confidential notes somewhere general staff cannot reach, which means nothing about the session connects to the behavior chart, the accommodation log, or the family update the teacher is writing. The alternative, putting the note in the main system, exposes it to anyone with the student. Evident is built for the third option: one record, with a confidential layer only the student support team can open.
Built for who sees what.
Masked where the data lives
Confidential notes are hidden at the database layer, not by an interface toggle. General teachers and administrators see that a session happened and an optional progress signal, never the details.
Out of every packet by default
Confidential notes are excluded from parent, MTSS, and IEP packets, and no administrator can force them in. Only notes you mark for sharing ever leave the support team.
Every access on the record
Opening a confidential note writes an audit entry: who, when, which student. The audit trail is the answer when someone asks who saw what.
A counselor PDF when you need one
Export the full confidential record for a referral or a transfer as a counselor-only PDF. The export itself is audited.
Sessions and groups that fit the day
Enter each student's minutes and the classes they cannot miss. Caseload Calendar proposes individual sessions and small groups in the gaps, and flags the student you keep meaning to see.
The same record teachers already use
Teachers log daily support notes and behavior charts on the same student record, and families see the shared parts in 28 languages. Your confidential layer sits on top, not in a second system.
One note, three views, enforced by the database.
The same confidential record looks different depending on the role asking for it, and no toggle can override it.
A session was logged, with the date. An optional progress signal, only if you share one. Never the note.
The full confidential note, the counselor-only timeline, and the audited counselor PDF export.
Confidential notes excluded by default. No administrator force-include. Only notes meant for sharing appear.
The full role matrix, the audit design, and the export controls are on the confidential student support page for your administrator.
Where should a school counselor keep confidential notes?
Somewhere general staff cannot open, that still connects to the rest of the student's record. A separate notebook or spreadsheet keeps notes private but disconnected; the main student system usually exposes them to anyone with the student. Evident gives counselors a confidential note type on the shared record that is masked at the database, excluded from packets by default, and audit-logged on every access.
Can an administrator read a counselor's confidential notes?
No. Administrators see that a session was logged and, if the counselor chooses, a progress signal. The note body is masked at the database layer and there is no admin override. School and district leaders can see the audit trail, not the content.
Do confidential notes end up in parent or MTSS packets?
Not unless you put them there. Confidential notes are excluded from parent, MTSS, and IEP packets by default, and the audience gate blocks any family-shared packet that contains a staff-only note.
How does the scheduler handle small groups?
Students with the same service, overlapping free time, and grades within two levels are grouped automatically up to the size you set, placed in the gaps between each student's do-not-pull times. When the overlap disappears, the group splits back into sessions that fit.
What does it cost for one counselor?
The confidential notes and the daily record are on the free plan, which covers 30 students and does not expire. Caseload Calendar is free for 5 scheduled students and $39 a year for an unlimited caseload. Neither needs a school purchase.
Is this a safeguarding or case-management system?
No. Evident documents day-to-day student-support work: sessions, check-ins, small groups, and the notes around them. Statutory safeguarding case management stays in the system your district designates for it.
Further reading: where school counselors should keep notes, confidential notes without a second system, and the school counselor scheduling guide.
Running check-in/check-out for a few students? The daily check-in layout opens in the free chart maker, with no account needed to print.
Either door opens onto the same record.
Import your caseload, paint your availability, and let the scheduler place the week. Or log the first confidential check-in today and add the schedule when January comes.