Free OT Caseload Tracker Template (Google Sheets + Excel)

Most occupational therapists we know run their caseload out of a spreadsheet — or three. One for the client list, one for sessions, a notes app for gate codes, and a mileage log that lives in the car. It works, mostly, until something slips: an authorization quietly expires, a session doesn't get logged, or tax season arrives and the mileage log has a six-week hole in it.

So we built the spreadsheet we wished existed and made it free. No email required.

Get the free caseload tracker (Google Sheets) — or download the Excel version.

What's inside

Caseload tab. Every child you serve in one place: name, preferred name, date of birth (age in months calculates automatically — no more mental math for a 0–3 caseload), authorization frequency, authorization start and review dates, caregiver contacts with relationship, address, and tags. When an authorization review is inside 60 days, the row flags itself amber.

Weekly Schedule. A Monday–Friday time grid with dropdowns pulled from your caseload, so laying out the week is picking names, not retyping them.

Session Log. Date, client, start and end times (minutes calculate automatically), location, session type, and — the honest part — a "note done?" column, because the note you haven't written yet is the one that costs you at review time.

Authorization Tracker. This is the tab therapists tell us matters most: authorized sessions per month versus completed, counted live from your session log, with a status column that reads "At risk — 2 to fit in 9 days" while there's still time to fix it, not after the month closes.

Mileage Log. Every drive with a running deduction estimate. The IRS rate sits in one editable cell — update it each January and the whole log recalculates. (For 2025 the standard business rate was $0.70/mile; check IRS.gov for the current year.)

Dashboard. Active clients, sessions this month, notes still owed, miles driven, estimated deduction, and how many clients are at risk of missing their monthly sessions.

How to use it

1. Open the Google Sheets link above (it makes your own private copy) or download the Excel file.
2. Replace the three example clients with your caseload. Yellow cells are yours; everything else calculates.
3. Log sessions as you go. The Authorization Tracker and Dashboard stay current on their own.

When the spreadsheet stops being enough

A spreadsheet tracks what happened. It can't plan what should happen — it doesn't know that Tuesday's schedule has you crossing town twice, that a client naps 12:30–2:30, or that a cancellation just opened a slot another family could use.

That's the line where a tracker becomes scheduling software. Casedaisy plans the week around your clients' availability, naps, authorizations, and your actual driving route — and it imports this exact spreadsheet in about two minutes, so nothing you've tracked gets left behind.

Until then: the spreadsheet is genuinely good, it's yours, and it doesn't expire.

FAQ

Does it work in Google Sheets and Excel? Yes. The Sheets link creates your own copy; the Excel download is the same file. All formulas work in both.

Is it really free? Yes — no email, no trial, no watermark.

Can I use it for an SLP, PT, or EI caseload? Yes. The structure is discipline-neutral; we also wrote a speech therapy version of this guide.

Can I import it into Casedaisy later? Yes — the Caseload tab's columns map directly to Casedaisy's CSV import.