BCBA Expanded Client Tracker, Command Center, Caseload Dashboard. Excel & Google Sheets

Organize your caseload, service hours, deadlines, and follow-ups with this BCBA client tracker spreadsheet for Excel and Google Sheets. Designed for BCBA and ABA teams, this caseload management workbook brings client records, dashboards, supervision logs, caregiver training, and professional-development tracking together in one place.

Use the blank template for your own records and explore the fictional demo to see how the worksheets connect. Separate user guides and quick-start sheets explain the workflows, color-coded alerts, and which cells contain formulas.

WHAT’S INCLUDED

• Blank Excel workbook for entering your own records
• Completed Excel demo with fictional examples
• Blank Google Sheets template
• Google Sheets demo with fictional examples
• Separate 33-page Excel and Google Sheets user guides, supplied in PDF and Word formats
• One-page quick-start PDF for each platform
• 24 worksheet tabs per workbook, including one hidden calculation tab

FREE BONUS — Printable Emotions Poster

Your purchase also includes “Identifying My Emotions,” a colorful 11 × 17-inch printable PDF featuring 25 illustrated feelings and states. Use it as a conversation starter for feelings check-ins in classrooms, therapy spaces, calm corners, or at home.

Includes one poster PDF, ready to print. Digital file only; no physical poster will be shipped.

WORKSHEETS AND FEATURES

Caseload and client management
• Caseload — organize client IDs, assigned staff, settings, and milestone dates
• Dashboard — review caseload totals, service hours, and upcoming or overdue items
• Client Overview — review an individual client’s records, tasks, services, and authorizations
• Needs Attention — view a prioritized list of open items from connected source tabs

Service and authorization tracking
• Authorizations — track authorization periods, quantities used, remaining balances, and renewal dates
• Service Log — record planned and delivered services, cancellations, and follow-up actions
• Service Trends — review monthly service patterns
• Weekly Productivity — compare delivered service hours with an editable weekly target

Tasks and caregiver training
• Deadlines — organize deliverables, due dates, owners, and completion status
• Client Actions — track client-related tasks and next steps
• Caregiver Training — record training topics, attendance, practice opportunities, and follow-ups, with optional links to existing service records

Supervision and fieldwork
• RBT Supervision and RBT Monthly — record supervision activity and review monthly summaries
• Fieldwork Log, Fieldwork Monthly, and Fieldwork Overview — organize trainee activity and review monthly and cumulative records

Continuing education
• CEU Tracker, CEU Cycles, and CEU Summary — organize courses, renewal cycles, category totals, and certificate locations

Setup and reference
• Start Here — navigate the workbook using suggested workflows by role
• Settings — maintain staff codes and monitoring defaults
• Resources — keep useful reference links in one place
• Guide & Lists — access built-in guidance and reference lists
• Action Item Snapshot — a hidden calculation tab supporting the workbook’s action-item views; no data entry required

DESIGNED TO MAKE ROUTINE REVIEWS EASIER

• Connected formulas calculate summaries from the records you enter
• Color-coded status messages highlight selected upcoming, overdue, and review items
• Clearly identified input areas help you avoid overwriting formulas
• Fictional examples demonstrate how entries affect related worksheets
• Role-specific guidance supports BCBAs, RBTs, supervisors, fieldwork trainees, and administrative staff

Use the sections relevant to your work in school, clinic, home-based, community, residential, or telehealth settings.

HOW TO GET STARTED

1. Choose Excel or Google Sheets as your working platform.
2. Review the quick-start sheet and explore the fictional demo.
3. Enter staff codes, client records, and applicable authorizations in the blank template.
4. Add services and other activity in the appropriate source worksheets.
5. Review the connected summaries and update follow-up items as work progresses.

PLEASE NOTE

This is a digital spreadsheet product. No physical item will be shipped.

Microsoft Excel is needed for the Excel version; a Google account is needed for Google Sheets. The blank Excel template uses .xlsm format, and the Excel demo uses .xlsx format. Basic familiarity with spreadsheets is recommended.

The Excel and Google Sheets versions are separate working files and do not automatically synchronize. Different summaries have their own reporting controls; the guides explain their scope and connections.

This workbook supports organization and record review. It does not replace clinical documentation systems, billing software, official supervision forms, or professional judgment. Users are responsible for checking applicable requirements and following their organization’s procedures for handling client information.

The separate digital PDF planner is not included in this spreadsheet listing.

For the purchaser’s personal or internal business use. Resale, redistribution, and sharing of the templates outside the licensed use are not permitted. Each purchase licenses one user. Additional staff members need their own purchase.

AI DISCLOSURE

AI tools assisted with developing this workbook and its supporting guides. I reviewed and refined the materials, including the organization, design, and written instructions, before listing them.