BCBA Caseload Calculator — Free Editable Spreadsheet + Step-by-Step Guide

Managing your caseload shouldn’t feel like guesswork. If you’re a BCBA trying to figure out how many clients you can realistically serve without burning out, you’re in the right place. This free BCBA caseload calculator gives you a straightforward way to model your workload, track supervision hours, and make informed decisions about capacity.

The downloadable spreadsheet works in Google Sheets or Excel. It’s designed for practicing BCBAs, clinic owners, clinical directors, and anyone responsible for staffing decisions in ABA settings. You’ll find input tabs for your client roster, output summaries showing utilization, and a supervision log to help you stay organized. The tool supports planning and conversation—it’s not clinical advice, and it doesn’t replace supervisor judgment or employer policies.

In this guide, you’ll learn how to download and customize the calculator, try a quick preview before committing, walk through setup step by step, understand the assumptions behind the formulas, and see real examples for clinic, home, and school settings. You’ll also find practical tips for sustainable scheduling, privacy reminders, and an implementation checklist.

Downloadable Calculator (Editable Spreadsheet — Google Sheet + Excel)

The main asset is a free, editable spreadsheet you can copy to your own Google Drive or download as an Excel file. This is the tool clinicians and clinic leaders actually use to plan caseloads.

To get started, open the Google Sheets link and choose File → Make a copy. Save it to your Drive with a clear name and date. If you prefer working offline, download the Excel version instead. Both files include the same tabs and formulas.

A printable PDF quick guide is also available for reference during team meetings or supervision check-ins. The spreadsheet includes a version stamp and author note so you always know which edition you’re working with.

What’s in the Spreadsheet

The calculator is organized into several tabs, each serving a specific purpose.

The Inputs tab is where you enter your client list, service model, session length, sessions per week, and travel or admin time. The Outputs tab summarizes your weekly hours, breaks down billable versus non-billable time, and calculates your utilization percentage.

A Supervision Log tab gives you a place to record supervision hours and notes—helpful for tracking your own progress or supporting supervisees. The Assumptions tab shows all formulas and definitions in plain language, so you can audit or adjust them for your context. The Settings tab lets you configure your workweek hours, default admin percentage, and travel assumptions.

This structure means you can see exactly how your numbers are calculated and make changes if your situation differs from the defaults.

Download the free caseload spreadsheet (Google Sheet + Excel) to get started. For more context on the thinking behind this tool, see [About this calculator](/caseload-calculator-right-sizing-bcba-assignments-to-prevent-burnout). If you want a dedicated supervision tracker, check out the [Supervision log template](/workload-and-scheduling-optimization/supervision-tracker).

Try a Quick Preview or Interactive Mini-Calculator

If you’re not ready to download the full spreadsheet, a simple preview lets you test the core logic with just three inputs. This way, you can see how the calculator works before committing.

The preview uses the same formulas as the downloadable file. Enter your number of clients, average session length in minutes, and average sessions per client per week. The tool then estimates your weekly billable hours and utilization percentage against a standard 40-hour workweek.

Preview Inputs to Include

The mini-calculator asks for three things: how many clients you serve, how long your average session lasts, and how many sessions each client receives per week. From there, it calculates your estimated billable minutes, converts to hours, and shows your utilization as a percentage.

This preview is intentionally simple. It won’t capture every detail—travel time, documentation, and supervision are better handled in the full spreadsheet. But it gives you a quick sense of where you stand.

Open full spreadsheet to customize your assumptions and add the details that matter for your setting. For a deeper walkthrough, see [How the full calculator works](/workload-and-scheduling-optimization/caseload-calculator-guide).

How It Works — Step-by-Step Instructions

Setting up the spreadsheet takes about five to ten minutes. The goal is to give you a clear picture of your current workload and identify where you have capacity—or where you’re stretched too thin.

Start by making a copy of the spreadsheet. If you’re using Google Sheets, go to File → Make a copy and save it to your Drive. For Excel users, download the file and enable editing. Name your copy with the date so you can track versions over time.

Next, read the Instructions tab. It explains the version, settings, and privacy reminders. Worth a quick skim before you dive into data entry.

Suggested 6 Quick Steps

1. Make a copy to your Drive or download the Excel file.
2. Add each client to the Inputs tab, including their service model and session plan. Use client IDs instead of names if you’re working in a shared file.
3. Enter session length and sessions per week for each client. If travel applies, add travel minutes per visit.
4. On the Settings tab, set your workweek hours, expected billable target, and default admin percentage.
5. Check the Outputs tab for your weekly totals, billable versus non-billable breakdown, and utilization.
6. Review the Assumptions tab to make sure the formulas match your local policies, then use the Supervision Log tab to track ongoing hours.

Once you’ve completed these steps, you’ll have a snapshot of your current caseload and a clear sense of your capacity. Save a dated copy before making major edits, and review changes with your supervisor before acting on them.

Download and follow the 6-step setup to get your caseload organized. For ready-made schedule frameworks, explore our [Schedule templates and examples](/workload-and-scheduling-optimization/schedule-templates).

Assumptions and Methodology (Transparent, Editable Formulas)

Every calculator makes assumptions. The key is making those assumptions visible so you can decide whether they fit your situation—and change them if they don’t.

The core formula for client time is straightforward: weekly minutes per client equals sessions per week multiplied by session length in minutes. Total billable minutes add up all client time, plus any billable supervision. Divide by 60 to get hours. Utilization percentage is your total billable hours divided by your total available work hours, multiplied by 100.

By default, the spreadsheet assumes a 40-hour workweek. You can change this on the Settings tab to reflect part-time schedules or different employer expectations.

Common Assumptions to Call Out

Billable time includes direct client-facing activities and payer-eligible supervision or assessments—typically direct therapy sessions and authorized supervision codes.

Non-billable time covers documentation, travel (if not billable), internal meetings, training, and general admin work. The default admin allocation is 25 to 35 percent, but you can adjust this based on your own time studies or employer policy.

Supervision hours can be entered in the Supervision Log tab. Whether supervision is billable depends on your agency and payer rules—mark this accordingly in your settings. Travel time is captured per visit, which is especially important for home-based or multi-site BCBAs.

All formulas are visible and editable. If your organization counts something differently—say, parent training as billable or certain meetings as admin—you can adjust the definitions in the Assumptions tab.

Open the assumptions tab in your copy to see and edit the formulas. For a full breakdown of the methodology, read [the full methodology](/workload-and-scheduling-optimization/assumptions-methodology).

Sample Cases by Service Model (Clinic, School, Home)

Abstract formulas are useful, but real examples make the tool practical. Here are three fictional scenarios showing how inputs and outputs change depending on your service model. Each uses anonymized data and is illustrative, not prescriptive.

Clinic-Based BCBA (Single Site)

A clinic-based BCBA serves 10 clients. Each session is 60 minutes, and each client is seen once per week. There’s no travel time because all sessions happen at the clinic. Admin time is about 300 minutes per week.

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Total billable hours come to 10 per week. Against a 40-hour workweek, that’s 25 percent utilization. This clinician has significant capacity for additional clients, though you’d want to account for supervision, report writing, and meetings before adding more.

Home-Based BCBA (Multi-Site)

A home-based BCBA serves 8 clients across different locations. Sessions average 90 minutes, with one session per client per week. Travel time adds 30 minutes per visit. Admin time is about 240 minutes per week.

Total client time is 720 minutes, plus 240 minutes of travel. That’s 12 billable hours per week, or 30 percent utilization. Travel significantly reduces practical capacity. Clustering visits geographically or reducing travel days can help recover some of that time.

School-Based BCBA (Weighted Caseload)

A school-based BCBA serves 12 students. Sessions are 30 minutes, with two sessions per student per week. Travel is minimal (5 minutes per visit). Admin time is higher at 420 minutes per week due to IEP meetings and documentation requirements. Some students are assigned higher acuity, increasing time allocation by about 20 percent.

Direct minutes per week come to 720, weighted up to 864 after acuity adjustments. That’s about 14.4 billable hours, or 36 percent utilization. Although headcount is higher, the complexity and admin demands push utilization up and may require redistribution or additional support.

Load these sample cases into your copy to test different scenarios. For more examples, see [More sample caseloads](/workload-and-scheduling-optimization/case-studies).

Pricing and Access Options (Free + Premium)

The core caseload calculator is free. You can make a copy of the Google Sheet or download the Excel file at no cost. This version includes all the essential tabs: Inputs, Outputs, Supervision Log, Settings, and Assumptions.

If your organization needs more—like advanced analytics, automated reporting, extra templates, or multi-user dashboards—premium options exist. These are clearly labeled as optional upgrades and aren’t required to use the main tool.

Choosing Free vs Premium

Start with the free version to test the methodology and see if it fits your workflow. If you find yourself wanting clinic-wide analytics, custom templates, or integrations with your practice management system, consider the premium upgrade. For bulk or team licensing, contact support directly.

Pricing for premium tools in this space typically ranges from $15 to $50 per month for individual users, with enterprise pricing varying by user count and features. Always review licensing terms before sharing a tool with your team.

Compare free vs premium features at [Full pricing and license details](/workload-and-scheduling-optimization/pricing-and-licenses).

Trust, Ethics, and Compliance Notes

This calculator helps with planning. It is not clinical advice, and it does not replace supervisor judgment, employer policies, or regulatory requirements.

Before making caseload changes based on the tool’s outputs, confirm supervision rules with BACB guidance and your employer. Use the Supervision Log tab for tracking and planning, but remember that BACB requires official Fieldwork Verification Forms for fieldwork documentation. The log is a supplement, not a replacement.

Quick Privacy Checklist

• Do not enter identifiable client information—like names, birthdates, or diagnoses—in shared Google Sheets. Use client ID codes instead.
• Keep sensitive notes in secure, approved systems.
• Follow HIPAA and your employer’s data privacy rules for storing files that contain protected health information.
• Record who reviewed caseload changes and when, especially if your organization requires documentation of approvals.

If you’re using the spreadsheet on a mobile device, make sure encryption is enabled and your device is password protected. Avoid entering or syncing PHI over unsecured public Wi-Fi.

Open the supervision log template to track hours safely. For more guidance, see [Privacy and compliance guidance](/workload-and-scheduling-optimization/privacy-and-compliance) and [Supervision tracking best practices](/workload-and-scheduling-optimization/supervision-tracker).

Practical Tips for Sustainable Scheduling and Staff Retention

Caseload planning is about more than filling slots. It’s about building workloads people can sustain over time. When staff burn out and leave, clinics lose institutional knowledge, clients experience disruptions, and recruiting costs pile up. Sustainable scheduling is a retention strategy.

Protect admin time by scheduling fixed weekly blocks for documentation, meetings, and supervision. Some organizations designate a daily 60 to 90 minute block; others use an “Admin Friday” model. Whatever approach you choose, document it in staffing policies so everyone knows what to expect.

Limit travel by clustering home visits geographically. Batch documentation time to reduce transition overhead. When BCBAs are frequently pulled to cover direct technician duties, leadership bandwidth shrinks and supervision quality suffers. Build coverage systems that don’t rely on your best clinicians sacrificing their own sustainability.

3 Quick Policies to Reduce Burnout

1. Protect a fixed weekly block for documentation—make it non-negotiable.
2. Limit travel by clustering visits when possible and tracking windshield time as a key metric.
3. Schedule a weekly supervisor check-in to review load, surface issues, and adjust before small problems become big ones.

Predictable schedules matter. Publishing schedules two to four weeks in advance helps staff plan their lives outside of work, which reduces stress and turnover. When utilization trends upward past your target threshold (often around 30 billable hours per week), trigger a review rather than waiting for burnout to set in.

Download the retention-friendly scheduling checklist for a printable summary. For more strategies, see [Workplace retention strategies](/workload-and-scheduling-optimization/retention-strategies).

Visuals, Screenshots, and Quick Video Script

Good visuals help users understand the tool faster. Plan to include screenshots of the key tabs: Instructions (with version/date and “Make a copy” callout), Inputs (showing anonymized client rows), Settings (workweek, admin percentage, travel defaults), Dashboard (utilization and capacity remaining), and Supervision Log (example row).

Each screenshot should include a caption and alt text explaining what the user is seeing. For example, “Screenshot of the Inputs tab showing five sample clients with session lengths and sessions per week.”

Video Script Bullets (60–90 Seconds)

A short walkthrough video can help users get started quickly. Here’s a suggested script outline:

Intro (0–10s): “Hi—this is the BCBA Caseload Calculator. In 90 seconds I’ll show you how to estimate capacity and protect admin time.”

Make a copy (10–25s): “Click the link and choose File → Make a copy. Save to your Drive or download the Excel file.”

Enter inputs (25–50s): “Fill the Inputs tab with client IDs, session length, sessions per week, and travel minutes. Don’t enter PHI in shared files.”

Check results (50–75s): “Open the Dashboard. See total billable hours, utilization percentage, and how many clients you can add before hitting your target.”

Close + CTA (75–90s): “Download the PDF quick guide and our Excel version from the link below. Remember: this is a planning tool—use clinical judgment and employer HIPAA rules.”

Watch the 90-second walkthrough or open the spreadsheet to see the tool in action. Additional assets are available at [Screenshots and video assets](/workload-and-scheduling-optimization/media-resources).

Implementation Checklist and Next Steps

Adopting a new tool works best with a clear plan. Here’s a simple timeline for individuals and teams.

Day 0: Download or copy the spreadsheet. Set your version/date and read the privacy notice.

Week 1: Populate the Inputs tab with your current client roster using anonymized IDs. Run your first analysis and note your baseline utilization.

Week 2: Meet with your supervisor to review outputs. Document any redistributions or hiring triggers. Agree on next steps and approvals.

Month 1: Formalize your baseline targets (billable hours, admin percentage). Store a dated Excel or PDF snapshot in your team folder with the approver’s name.

Ongoing: Schedule a monthly caseload review on the same day each month. Log changes, update the version/date, and escalate cases where utilization exceeds your threshold.

Simple 5-Item Adoption Checklist

1. Make a copy and set your version/date.
2. Fill inputs for current clients.
3. Review outputs with your supervisor.
4. Agree on any caseload changes and document approvals.
5. Set a monthly review date.

This structure keeps the tool useful over time. Version control and regular reviews help you catch problems early and make adjustments before workloads become unsustainable.

Download the worksheet and start your first review today. For a detailed protocol, see [Caseload review protocol](/workload-and-scheduling-optimization/caseload-review-protocol).

Frequently Asked Questions

Is the BCBA caseload calculator free?

Yes. The core spreadsheet is free to copy or download. A premium version with additional templates and analytics may be available—check the pricing section for details.

Can I get this as Excel or a PDF quick guide?

Yes. The tool is available as a Google Sheet, an Excel download, and a printable PDF quick guide. The PDF is helpful for quick reference, but the full editable features require the spreadsheet version.

How do I log supervision hours and connect to BACB rules?

The Supervision Log tab is a planning and tracking tool, not an official BACB record. Confirm exact BACB supervision requirements with BACB guidance and your employer policy. Keep signed records if required by your organization.

Can this calculator tell me how many clients a BCBA should have?

The calculator does not give a single “correct” number. It helps you model workload using your local inputs—session length, travel, admin, supervision—and see how changes affect utilization. Use outputs alongside supervisor judgment and local policies when setting caseload limits.

Is it safe to put client data in the shared spreadsheet?

Avoid entering PHI in shared online copies. Follow HIPAA and employer rules for storing identifiable client information. Use client ID codes or keep sensitive notes in secure local systems.

How do I customize the calculator for school, clinic, or home-based work?

Use the Assumptions and Settings tabs to adjust travel time, session length, sessions per week, and admin time. Test different scenarios by saving copies with different version names. The sample cases tab shows examples for different service models.

What is the difference between the free and premium versions?

The free version includes the core calculator—Inputs, Outputs, Supervision Log, Assumptions, and Settings. Premium versions may add extra templates, advanced summaries, and team features. Try free first and upgrade only if you need additional functionality.

Conclusion

A well-designed caseload calculator takes the guesswork out of workload planning. It gives you a clear, auditable way to estimate capacity, track supervision, and identify when you’re approaching unsustainable territory. The free spreadsheet covered in this guide is a starting point—not a rulebook.

What matters most is how you use it. Enter your data honestly, review the assumptions, and make sure the outputs match your clinical reality. Always confirm changes with your supervisor and employer policies before adjusting caseloads. The goal isn’t to maximize billable hours—it’s to build workloads that support both client outcomes and clinician wellbeing.

Download the free caseload spreadsheet, run your first analysis, and schedule a review with your supervisor. Small, regular check-ins are more effective than one-time overhauls. Sustainable practice starts with knowing where you stand.