School Based OT Caseload and Service Minutes Tracker
Multi-building scheduling. Every other caseload tracker assumes one campus. This one has a Buildings tab, a per-student building assignment, a travel-day schedule grid, and a Minutes By Building rollup — so the OT can show a supervisor exactly where the deficit is. It opens in Microsoft Excel and in Google Sheets, has no macros and nothing to install, and is reusable every school year.
What it does
- Multi-building scheduling.
- Built around the dates that actually bite: IEP service minutes owed per week, Medicaid documentation windows, annual review dates.
- Roster tab
- Buildings tab
- Session Log tab
- Service Minutes tab
- Makeups tab
- Student Snapshot tab
- Every threshold and dropdown editable on the Lists tab, nothing hardcoded
- Two files included: a blank workbook and a filled example to learn from
- Works in Excel and Google Sheets, no add-ons or macros
Every tab in the workbook
These are the actual sheet names in the file, not a feature list.
- Getting Started
- Dashboard
- Roster
- Buildings
- Session Log
- Service Minutes
- Makeups
- Student Snapshot
- Lists
What it looks like
Works in
- Microsoft Excel 2016 or later, Windows and Mac
- Google Sheets - upload to Drive and open
- No macros, no add-ins, no subscription
Honest scope
This is an organizational template. It reports the data you enter. It does not determine mastery, eligibility or compliance, and it does not replace your district or clinic documentation system - those stay your professional judgement.