OT Caseload Tracker | Google Sheets & Excel Spreadsheet for School Occupational Therapists with Goal Data, Service Minutes, Equipment & CEU Tracking
An OT caseload tracker for Excel & Google Sheets: IEP dates, goals and success data with prompt levels, session attendance, service minutes and make-ups, evaluations, your therapy schedule, equipment on loan and CEU hours, with a dashboard that shows what is due. Includes bonus printable OT data & session sheets (US Letter & A4).
Original price was: $14.99.$11.24Current price is: $11.24.
- Instant Download: Get your planner now!
- Google Sheets & Excel: Plus printable data sheets
- Become more organized and productive
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Planner description
Tracking IEP dates, goal data, minutes, make-ups, evaluation deadlines and who has which pencil grip across sticky notes and five different files? This OT caseload tracker puts your whole caseload in one spreadsheet, so you can see at a glance which IEPs and evaluations are due, which goals are on track or behind, and whether every student got their minutes this month. Built for school-based occupational therapists and COTAs. Works in Excel and Google Sheets, and comes with bonus printable OT data & session sheets.
What's inside the spreadsheet
- Dashboard: your caseload at a glance, with IEP dates and evaluations due soon, goals on track or behind, minutes this month, make-ups owed, equipment on loan and CEU hours left
- Students: student ID, initials, grade, teacher, eligibility, IEP start date, annual review and re-evaluation, with days-left countdowns and color alerts
- Goals: area, goal, baseline and target, plus the latest success %, progress to target and trend, calculated for you
- On track or behind: each goal's progress is compared with how much of the IEP year has passed
- Sessions: log each session once per student: date, attendance and minutes. OT absences show up as make-ups owed
- Goal Data: enter successful and total opportunities plus the prompt level, and success % fills in
- Services: required minutes per month, minutes delivered this month and last month, and make-ups owed, added up automatically
- Schedule: a weekly therapy schedule grid, so your week is always in one place
- Evaluations: consent date + your timeline = due date, with a countdown and status
- Progress Reports + Contacts: report due dates, and parent and team contacts with follow-ups
- Equipment: pencil grips, slant boards, wiggle cushions and more: what's on loan and what's been returned
- CEUs & Licensure: log courses and see hours earned and still needed for your renewal cycle, including required topics
- Start Here: simple setup steps
Bonus: printable OT data & session sheets (PDF)
- Handwriting checklist
- Goal data & prompting
- Sensory diet log
- Group session notes
- Weekly therapy schedule
- Monthly minutes & make-ups
- Parent contact log
Why you'll love it
- Automatic countdowns, totals and color alerts, no formulas to write
- Red = overdue, orange = due soon, short or behind, green = done, on track or met
- Dropdowns for students, goals, areas, attendance and prompt levels
- Designed for student IDs or initials, not full names
- Example rows included, so you can see how it works (easy to delete)
What you'll receive
- 1 spreadsheet (.xlsx) for Excel or Google Sheets
- 1 PDF with OT data & session sheets in US Letter (8.5 × 11 in)
- 1 PDF with OT data & session sheets in A4 (210 × 297 mm)
How it works
- Complete your purchase and download your files right away
- Open the spreadsheet in Excel. For Google Sheets: upload the file to Google Drive and open it with Google Sheets. Everything keeps working.
- Print the PDF sheets you need
Please note
- This is a digital download. No physical item will be shipped.
- This is an organizing tool. It does not replace your district's IEP or billing software. IEP timelines, evaluation timelines and renewal requirements depend on IDEA, NBCOT, your state and your district. Always check your own required dates and hours.
- Please follow your district's FERPA and data privacy policies when storing student data.
- For personal use only. Please do not share, resell or distribute the files.
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Reviews
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September 10, 2026
It was exactly as described.
Purchased planner: Daily routine checklist to stay... -
May 20, 2026
Really helped with our home school portfolios! Thanks!
Purchased planner: Homeschool attendance tracker to track... -
March 23, 2026
Great tool used for couples therapy!
Purchased planner: Ideal day blueprint to get... -
February 23, 2026
Enjoying this product. Great product.
Purchased planner: Spring cleaning checklist to organize... -
February 22, 2026
Perfect for what I needed for! Thank you!
Purchased planner: Class notes template will help... -
February 1, 2026
Works great for what I needed it for!
Purchased planner: Monthly budget calendar to visualize... -
January 20, 2026
quick and efficient lay out.
Purchased planner: Homeschool Curriculum Planner to compare... -
January 17, 2026
I don't know how many more ways I can say that I love the products from this shop!
Purchased planner: Week at a glance printable... -
January 2, 2026
So far so good! Well thought out. Simple and easy.
Purchased planner: Daily routine checklist to stay... -
December 6, 2025
Great organizational help when I'm doing a brain dump, or need to break down a big project!
Purchased planner: Priority tasks worksheet to help... -
October 23, 2025
There are various planner pages; a lot of them are unique and practical. This bundle is a great deal! I'm glad I bought for the access of all current and future planner templates from this one purchase! The printables have a clean + simple aesthetic. And different / popular sizes! :D
Purchased planner: The only planner bundle you’ll... -
August 17, 2025
everything is fine, thank you very much…
Purchased planner: Weight loss tracker printable to... -
July 28, 2025
Really like the set up of this sheet and looking forward to using it for work. Easy to download and a great price.
Purchased planner: Priority tasks worksheet to help... -
July 13, 2025
Item is as described, looks like it will be helpful. Easy to download and print. Thank you!
Purchased planner: Deep cleaning checklist to get...
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Hey, I’m Maya, I’m Obsessed with notebooks!
Living with my ADHD has its ups and downs, But it taught me the importance of staying organised. Sure, focusing can be tough, but i’m all about finding tricks to make it easier.
Living with my ADHD has its ups and downs, But it taught me the importance of staying organised. Sure, focusing can be tough, but i’m all about finding tricks to make it easier.
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