Automated Therapy Caseload Balance Report
Every Monday, WebRun opens SimplePractice, counts each clinician's active clients and weekly sessions, builds a caseload-balance report in a Google Sheet against each clinician's target load, and posts your team a Slack digest showing who is at capacity, who has room, and where new clients can be placed.
How do I see each clinician's caseload balance every week?
Every Monday, WebRun opens SimplePractice and counts each clinician's active clients and weekly sessions. It builds a caseload-balance report in a Google Sheet against each clinician's target load, then posts your team a Slack digest showing who is at capacity, who has room, and where new clients can be placed, so the team stays evenly loaded.
- Caseload balance is visible every Monday, not guessed
- Clinicians at capacity and those with room are flagged at a glance
- New clients get placed with the clinician who has space
Built for clinical directors · group practice owners · practice managers · intake coordinators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
account.simplepractice.comin a real browser with your saved login - no setup, no API keys. -
1
SimplePractice - count caseloads
simplepractice.com
WebRun counts each clinician's active clients in SimplePractice. - Open SimplePractice and review active clients assigned to each clinician
- Count active clients and scheduled weekly sessions per clinician
- Capture each clinician's load against the target caseload you have set for them
Done when Each clinician's active client count and weekly sessions have been captured.
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2
Google Sheets - build the balance report
google.com
WebRun builds a weekly caseload-balance report in a sheet. - Open the caseload report sheet and add this week's counts per clinician
- Compare each clinician's load to their target and compute spare capacity
- Sort so clinicians at or over capacity stand out from those with room
Done when The caseload report shows each clinician's load versus target for the week.
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3
Slack - share the digest
slack.com
WebRun posts the weekly caseload-balance digest to Slack. - Post your team a digest of caseload by clinician, capacity and spare room side by side
- Flag anyone at or over target and anyone with room for new clients
- Keep it to clinician names and counts only, never any client or clinical detail
Done when Your team has this week's caseload-balance digest in Slack.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Is this internal only?
Yes. This report is entirely internal. WebRun only reads client counts in SimplePractice and shares a caseload digest with your team in Slack. It never messages clients and never sends anything outside the practice.
Does it move clients between clinicians?
No. WebRun never reassigns a client or changes the schedule. It only counts active caseloads and shows who has room. Any decision to place a new client or rebalance stays with you, made in SimplePractice.
Does it read clinical information?
No. WebRun counts how many active clients and sessions each clinician has. It never opens a session note or any clinical content, and the Slack digest carries clinician names and counts only, no client detail.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.