TEX Caseload Organiser for Australian Schools
The first free caseload organiser built for Australian school counsellors, guidance officers, and mental health practitioners — aligned to the Australian Student Wellbeing Framework with term-based tracking and Be You integration. A workload organiser designed to sit safely alongside your official record system.
Download Free Organiser
Enter your details and we'll email you the organiser as an Excel file — it works in Excel and Google Sheets.
What's included
- 10-tab organiser (Excel — works in Google Sheets too)
- Waitlist & triage with automatic days-waiting alerts
- Consent tracking with 12-month renewal dates
- Term-based tracking (Terms 1–4) with auto summaries
- NCCD adjustment level coordination
- External referral tracker (headspace, CAMHS/CYMHS)
- Australian Student Wellbeing Framework + Be You alignment
- State-aware privacy & records guidance (NSW, QLD, VIC)
The counsellor gap
1:750
Reported NSW average (NSW Teachers Federation estimate)
1:500
Ratio recommended by APACS and endorsed by the NSW Coroner
0
Free AU-specific caseload templates (until now)
What's inside the organiser
10 purpose-built tabs designed for Australian schools — from daily caseload tracking to Wellbeing Framework reporting and external referral management.
Start Here
Set-up guide, state-aware privacy and records guidance, handover checklist, and key support contacts.
Student Roster
Master list with year level, wellbeing tier, status, priority flags, and consent tracking with automatic 12-month renewal dates.
Waitlist & Triage
Every referral triaged with priority levels, an automatic days-waiting counter, and overdue alerts — so no one slips through the cracks.
Meeting Log
Log every contact — individual, group, classroom, parent/carer, Learning Support Team, and wellbeing coordinator meetings.
Intervention Tracker
Monitor ongoing interventions with progress indicators and an NCCD adjustment-level coordination checklist.
External Referral Tracker
Track referrals to headspace, CAMHS/CYMHS, Kids Helpline, private psychologists, and community agencies through a full status pipeline.
Wellbeing Activities Tracker
Log activities aligned to the 5 elements of the Australian Student Wellbeing Framework — Leadership, Inclusion, Student Voice, Partnerships, Support.
Wellbeing Action Plan
Structured planning template aligned to Be You's Implementation Cycle for school-wide wellbeing initiatives.
Term Summary
Auto-calculated term-by-term overview of students seen, contacts by type, contact hours, and open follow-ups across Terms 1–4.
Annual Dashboard
Auto-calculated year view with charts, plus a time snapshot of where your hours go — evidence for staffing conversations.
Built for every state and territory
Whether you're a school counsellor in NSW, a guidance officer in QLD, or a mental health practitioner in VIC — this organiser works for you.
NSW
School Counsellor / School Psychologist
NSW Dept of Education
QLD
Guidance Officer
QLD Dept of Education
VIC
Mental Health Practitioner (secondary) / MHiPS Wellbeing Leader (primary)
VIC Dept of Education
SA / WA / TAS / NT / ACT
School Counsellor / Psychologist
Varies by jurisdiction
Spreadsheet vs. TEX
This organiser is a great start. When you're ready for the full power, TEX automates everything.
| Task | With This Organiser | With TEX |
|---|---|---|
| Add a new student | Type manually into roster | Auto-synced from your SIS |
| Log a meeting | Enter date, type, notes manually | Auto-logged from calendar with suggested follow-ups |
| Track interventions | Update status manually each week | Real-time progress tracking with alerts |
| Term summary | Review formulas, check accuracy | One-click report generation |
| External referrals | Track in separate tab manually | Integrated referral pipeline with status tracking |
| Share with leadership | Export PDF, email | Live dashboard with role-based access |