How to Create and Use a Searchable SEL Activities Database to Save Time and Plan Better
- Whole Child Counseling
- Oct 12
- 7 min read
Let’s be honest: how much time have you lost digging through binders, scrolling endless TPT downloads, or clicking 47 tabs in Google Drive looking for that one resource?
If you’re nodding (or sighing), you’re not alone.
The average interaction worker spends an estimated 20% of their workweek looking for internal information or tracking down colleagues who can help with specific tasks! (McKinsey Global Institute, 2012)
But when folks use a searchable record of knowledge, they can reduce the time they spend searching for things by as much as 35%! And you know that as school counselors, social workers, psychologists, and SEL coaches and leaders, we don’t have time to spare. Between individual sessions, lunch groups, pushing into classrooms, and calming down a kindergartener with a glitter bottle, our days are packed.
But what if you could search everything you own including TPT resources, books, games, toys, and videos, with just a few keystrokes?
Enter: the Searchable SEL Activities Database. Let me show you how this Google Sheet can save you HOURS of planning time and keep all your counseling and SEL resources organized in one place. Here's a video peek:
Step 1: Set Up a Dedicated Google Chrome Account for Work and Download Your SEL Searchable SEL Activities Database
Before you dive into the database itself, this step is GOLD. Create a separate Google Chrome account just for school use. Why?
Keeps school files, logins, and tabs separate from your personal life
Avoids awkward situations like accidentally showing your Amazon cart to a class
Helps your Google links (TPT downloads, Drive folders) stay organized in one spot
Next, Download your SEL database and create a digital copy.
Then, make an “Organization Templates” folder in your Google Drive. This will help keep all your organization documents organized:
On your computer, go to drive.google.com.
On the left, click + New
Then click New Folder.
Name the folder “Organization Templates.”
Click Create.
Make a copy of this document and rename it:
Go to File > Make a copy
Rename the copy (example: My SEL Database)
Step 2: Organize Your SEL Materials by Type in this Searchable Database
Create an organized inventory of all your SEL activities with the SEL Activities Database. It is especially helpful to create a database of activities you have downloaded from teachers pay teachers or from other online sources. When you are planning your groups and sessions, this database will become your go-to!
The SEL Activities Database includes different tabs (aka sheets at the bottom of Google Sheets) for these categories. I also give you directions to rename or make your own tabs for different categories or hide/delete any of these. I also include directions on how to fix mistakes.
SEL Activities (things you've bought on TPT or you have from conferences, etc.)
Games & Toys
Children’s Books
Reference Books
Videos
Any Other Category That Makes Sense for You
Each tab includes helpful columns like:
Activity Title: Write the name of the activity here.
Author: Write the author that made the activity here. This is helpful if you lose pieces
and need to re-download it.
Location: Write the location where the activity is stored. Be specific. Is it in your Self Control Binder, or in the purple bin on your 3rd shelf? I have a small office so I even keep things at home in my basement and note it here!
Topics Covered: Write the topic the activity covers. See page 7 for a list of common topic ideas.
To Prep: Write an “X” or check mark if you need to prep this activity by printing,
laminating, or cutting it.
Notes: Write any notes about the activity here, such as extra supplies needed, or a
book or video that is a great companion for that activity.
Digital: Write a “yes” if it includes a digital component. On the digital version, you can
click the box to create a checkmark.
TPT Link: (On digital version only.) Copy and paste the TPT product URL (You can find
them in your ”My Purchases.”
Google Link: (On digital version only.) Copy and paste the google URL if this has a digital activity or Google Slides version, for example.
CASEL Competencies: (On digital version only.) Use the dropdown menu to select the most relevant SEL competency.
ASCA Mindsets: (On digital version only.) Use the dropdown menu to select the most relevant ASCA Mindset.
ASCA Behaviors: (On digital version only.) Use the dropdown menu to select the most relevant ASCA Behavior.
Step 3: How to Search + Filter Your SEL Database Like a Pro
Now comes the magic. There are TWO easy ways to search:
Option 1: Filter Dropdowns
Click the filter icon at the top of any column to filter by:
Resource type
Topic (e.g., "anger," "self-regulation")
Author (like Whole Child Counseling)
Binder or storage location
Perfect when you kind of remember what you're looking for!
Option 2: Command + F (or Control + F)
Hit Command + F (Mac) or Ctrl + F (Windows) and type any word:
"Kindness"
"Growth mindset"
"Coping strategies"
"Skills for Big Feelings"
You’ll instantly see what you already have—and where to find it!
Step 4: Don’t Forget to add Books, Games, and Videos to Your SEL Searchable Database!
This database isn't just for printables! Add:
Children’s Books: track author, topic, location (like “Empathy Bin”)
Games & Toys: label categories like “Open-ended,” “Board Game,” or “Imaginative Play”
Videos: note YouTube links and runtime so you can quickly grab short clips for sessions
You can even log reference books and loaned items (like that picture book you let a second grade teacher borrow.)
Step 5: Bonus Customizations
Change fonts and freeze header rows for better readability
Use “Clear Formatting” for cleaner links
Resize columns, wrap text, or color-code tabs by theme
You can make it as simple or as aesthetic as you want!
Want the Done-for-You Version?
Grab the exact Searchable SEL Activities Database I use in my counseling practice!
It’s available at a discount in my Whole Child Counseling TPT store as part of the Organization Growing Bundle, which means you’ll get all future updates free when I add more tools!
Why the SEL Activities Database Is a Game-Changer
If you’ve ever felt overwhelmed by all the SEL tools and resources you’ve collected over the years, you’re not alone. That’s why this searchable database is such a game-changer. It helps you actually use what you already have. No more rebuying resources you forgot you owned or spending your precious planning time scrolling through endless folders trying to find that one activity you swear you downloaded.
With this system, you can instantly filter by topic, author, location, or even link type, and find what you need in seconds. It makes lesson planning smoother, faster, and way less stressful. Whether you're prepping for a classroom push-in, a small group, or an individual session, everything you need is at your fingertips.
If building this kind of system from scratch feels overwhelming, don’t worry. You can grab the exact Searchable SEL Activities Database I use in my own counseling work. It’s available in at a discount inside the Counselor Organization Growing Bundle! That bundle includes lifetime updates, so as I create more planning and organization tools, you’ll get them for free.
Whether you're a seasoned counselor or just starting out, this database can help you feel more prepared and in control, and honestly, that’s priceless.
Want to start small? Just spend five minutes a day logging your resources. In a week or two, you’ll be amazed at how much more confident and efficient your planning feels. And who doesn’t want that?
TLDR this SEL Searchable Database:
✅ Saves you HOURS of searching
✅ Makes planning groups, individual sessions, and class lessons easy
✅ Helps you remember what you already own
✅ Lets you search by topic, author, or link in seconds
✅ Perfect if you already have a lot of resources or if you're. just starting out
Time-Saving Counseling Organization Tools You’ll Actually Use
You can get all of this template and many more at a huge discount in my Counselor Organization Growing Bundle. If you're like most school counselors, social workers, or psychologists, your job involves a lot more than just direct student support.
Between juggling resources, planning sessions, logging data, and tracking attendance, things can get messy fast. That’s why I created this Growing Bundle of digital and print organizational tools to help you stay organized, save time, and focus more on what matters: supporting your students.
This growing resource is full of ready-to-use tools designed to simplify your systems and streamline your workflow. Everything is editable, practical, and created with busy school-based mental health professionals in mind.
What’s Inside the Counseling Organization Growing Bundle?
✅ Editable Google Sheets to Keep Track of All Your Tools and Resources
Searchable Resource Database to keep track of your SEL activities, TPT downloads, picture books, reference books, videos (yes, you can paste in YouTube links!), games, and more.
Planning Tools to help you quickly organize your counseling sessions and classroom lessons.
✅ Counseling Logs & Trackers
Contact Log for documenting phone calls and meetings
Consult Log to track IEP consultations
Attendance Log and Intervention Tracker to help with documentation and planning
Goal Summary Sheet to align your sessions with IEP or MTSS objectives
Weekly Planner, Master Schedule, and Group Planning Logs to map out your time and sessions
All of these digital tools are editable Google Docs and Sheets that you can personalize to fit your own systems. I’ve also included video and written directions so you can get started without any hassle.
What Makes This a Growing Bundle?
New tools are being added regularly! As of now, upcoming additions include:
Camp Scholarship Log
Loaned Supplies Log
Binder Covers and Spines...and more!
When you purchase the bundle now, you’ll automatically get access to all future additions at no extra cost. The price will go up as more resources are added, so it’s a good idea to grab it early.
Ready to spend less time searching for that one game you know you have and more time doing the work you love? This bundle was made to support you as you support your students.
For more counselor organization ideas, be sure to check out this video and these blogs posts.
References
McKinsey Global Institute. (2012). The social economy: Unlocking value and productivity through social technologies. McKinsey & Company. https://www.mckinsey.com/industries/technology-media-and-telecommunications/our-insights/the-social-economy
