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Attendance Tracking

Track client attendance to manage no-shows, late arrivals, and session completion.

Appointment Statuses​

Praxi uses a strict status flow. Appointments move through these statuses in order, and terminal statuses cannot be changed.

StatusDescriptionBilling
ScheduledUpcoming appointmentNot yet billed
ConfirmedClient confirmed (optional)Not yet billed
RescheduledMoved to a new timeNot yet billed
ArrivedClient has arrivedReady to bill
In ProgressSession is underwayReady to bill
CompletedSession finishedBillable
No ShowClient did not attendMay be billed (policy)
CancelledCancelledMay be billed if late
Completed (Import)Historical appointment from importAlready billed
Status Flow

Appointments follow a defined path: Scheduled can move to Confirmed, Arrived, In Progress, Cancelled, No Show, or Rescheduled. Confirmed appointments can progress to Arrived, In Progress, Cancelled, No Show, or Rescheduled. Arrived appointments can move to In Progress, Completed, or Cancelled. Once an appointment reaches Completed, Cancelled, or No Show, it cannot be changed.

Marking Attendance​

When Client Arrives​

  1. Find the appointment on the calendar
  2. Click the appointment
  3. Click Mark Arrived or use the status dropdown
  4. The appointment changes to "Arrived" status

Or from the dashboard:

  1. View "Today's Appointments" widget
  2. Click the check-in button next to the client

Starting a Session​

When a client has arrived and you are ready to begin:

  1. Open the appointment (must be in Arrived status)
  2. Click Start Session
  3. The status changes to In Progress and a start timestamp is recorded

Only the assigned practitioner or a supervisor can start a session.

Completing a Session​

After the session:

  1. Open the appointment
  2. Click Mark Complete
  3. (Optional) Adjust actual duration
  4. Create a clinical note

Recording a No-Show​

If a client doesn't attend:

  1. Open the appointment
  2. Click Mark No Show
  3. Confirm (this may trigger billing)
  4. (Optional) Add a note

Check-In Methods​

Praxi supports multiple ways for clients to check in:

MethodHow it works
ReceptionStaff marks arrival from the calendar or dashboard
KioskClient self-checks-in on a reception iPad
Client PortalClient checks in from their portal on their device
SMS linkClient taps a check-in link sent via SMS
SMS codeClient enters a 6-digit code at a kiosk (privacy mode)
QR at receptionClient scans a QR code, verifies via SMS OTP

All check-in methods record a timestamp and the method used.

Quick Check-In​

For busy reception desks:

  1. Open Today's Appointments on the dashboard
  2. Use the quick actions column
  3. Click the check mark to mark arrived
  4. Click the cross to mark no-show

You can also click the status dot directly on any appointment card in the calendar to change its status.

Attendance Notifications​

Configure automatic notifications:

Client Reminders​

  • 24 hours before - Email/SMS reminder
  • 1 hour before - Optional SMS reminder
  • 15 minutes past - Late notification to staff

Staff Alerts​

  • No-show after X minutes - Alert to practitioner
  • Client arrived - Notification to practitioner

No-Show Risk Prediction​

Praxi calculates a no-show risk score for each upcoming appointment using a weighted heuristic model. The score considers:

  • Client's past no-show rate (strongest predictor)
  • Recent no-shows in the last 3 appointments
  • New client status (fewer than 3 previous appointments)
  • Day of week (Mondays and Fridays have slightly higher risk)
  • Time of day (early morning and late afternoon)
  • Booking lead time (appointments booked far in advance)
  • Gap since last visit (longer gaps indicate disengagement)

The risk is displayed as Low, Medium, or High on the appointment details. High-risk appointments include the recommendation "Consider sending an additional reminder", and appointments where the client has a recent no-show add "A confirmation call may help reduce risk."

Praxi scores all of the next day's appointments each evening, so you can review high-risk bookings before the day begins.

No-Show Policy​

Configure your practice's no-show policy:

Settings​

Go to Settings → Scheduling to configure:

  • No-show grace period: Minutes after the appointment start time before a client is considered a no-show (configurable per organisation)
  • Cancellation deadline: Hours before an appointment that counts as a "late cancellation" (configurable per organisation)

When a no-show is recorded​

Recording a no-show updates the client's attendance history and feeds their no-show risk score. If your practice charges no-show or late-cancellation fees, raise the invoice from the appointment's billing as your policy requires -- fees are not charged automatically.

Late Cancellations​

When a client cancels inside your cancellation deadline, the cancellation is recorded as late, and the time slot is freed for other bookings (the waitlist prompt can help fill it).

Reporting​

Attendance Reports​

View attendance statistics:

  1. Go to Reports → Appointments
  2. Select date range
  3. Filter by practitioner (optional)
  4. View:
    • Total Appointments
    • No-Show Rate
    • Cancellation Rate
    • Overall Utilisation

Individual Client History​

See a client's attendance record:

  1. Open client profile
  2. Go to Appointments tab
  3. View attendance history
  4. See patterns over time

Best Practices​

  1. Set clear policies - Communicate no-show fees to clients upfront
  2. Send reminders - Reduce no-shows with automated reminders
  3. Track patterns - Identify clients with repeated no-shows
  4. Be consistent - Apply policy fairly to all clients
  5. Document exceptions - Note when fees are waived

Waitlist Integration​

When a cancellation creates an opening:

  1. System checks the waitlist
  2. Matching clients are identified
  3. Notifications are sent
  4. First to respond gets the slot

Tips​

  • Use SMS reminders - Higher open rates than email
  • Call chronic no-shows - Personal contact reduces no-shows
  • Review weekly - Check no-show trends in reports
  • Adjust policies - Update fees/windows as needed

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