Using Google Maps for caseload management

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by Kindy Segovia, OTR
Assistive Technology Coordinator, Kent Intermediate School District

Kindy Segovia

Kindy Segovia

Many of us use Google’s Suite of tools for our email, calendar, word processing, presentations, and other day-to-day tasks. However, there are features that often go unnoticed and unused. One of these applications, Google Maps, can provide valuable support for tracking your own caseload and workload or for groups of district itinerant special education staff.

Google Maps, when paired with data from Google Sheets, provides a depth of functionality and is highly customizable. To leverage the features, let’s start with Google Sheets.

From Google Drive, click “+ New” and create a Google Sheet for your caseload including student name, service minutes, school, address, and any additional relevant information. To embed multiple caseloads into the same Google Map, add tabs (or additional sheets) at the bottom for each service provider.

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Next open Google Maps in your Google suite of tools.

Using the Menu icon in the upper left, go to Your Places. Click on Maps, then Create Map.


Title the map, for example, “John’s Caseload” or “Speech Caseloads,” then title the first layer. Add an additional layer and title, continuing until layers have been created for each building or each service provider. Click Import and select the Sheets file you created to automatically create markers, or pins on the map from the corresponding sheet/tab from the original Google Sheet.

To edit the map visually, choose “Uniform Style” for consistency across all markers of that layer.

Capturing caseload information can aid in improving efficiencies of travel, assigning students and/or buildings, as well as supporting staffing needs.

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