Xakly 
Customers and staff, kept apart
Strikes, status, and analytics stay in the section you choose. A customer strike names the therapist. A staff strike names the witness.
Attendance tracker
Xakly
Exact Tracking of No-Call, No-Shows.
Record every missed appointment for customers and for staff. Xakly stores the date, the time, and who was there, then moves a customer from clear to banned and a staff member from clear to reprimand. The free app covers one location on the phone. A paid organization keeps the same records in the cloud and can hold more than one office.
Purpose
A precise record of who missed, and what happens next.
Front desks lose the thread when no-call, no-shows live in a notebook or a shared inbox. Xakly keeps one roster for customers and a separate roster for staff. Each strike is a missed appointment with a date, a time, AM or PM, and the therapist or witness on the record. Status updates from the count you set.
- ClearNo strikes on file.
- 1 StrikeThe first miss is recorded.
- WarningOne strike away from the limit.
- Banned or ReprimandCustomers are banned. Staff members are on reprimand.
A limit you choose
Set how many strikes customers can have before a ban, and set a separate number for staff before a reprimand. A customer is banned, and a staff member is on reprimand, when their count reaches that number.
Find someone in seconds
Search by first or last name. Every row shows the strike count and a status badge for the location you entered.
Take the record with you
Import a CSV, export a CSV, or print the spreadsheet and the analytics page when your role allows it.
The app
Each screen, from the first open to organization settings.
These are the screens in the Android app. The free app has one location. The sample organization below is the paid plan, with two offices, Main and North Clinic, and a three-strike limit. Customers at the limit are banned. Staff members at the limit are on reprimand. After sign-in you choose one office, and the home screen shows only that office.
Start
Local file or shared organization
Open a free tracker that lives on this phone, or sign in to a paid organization stored in the cloud. The free tracker is one location and needs no username. After you sign in online, you choose the office to enter. Customers and staff on the home screen are for that location.
Sign in
A sign-in for each staff member
Online organizations sign in with the organization name, an email or staff ID, and a password. Remember me keeps the organization and the staff ID on the phone. The password stays off the device.
Location
Pick the office before the roster
The free app has one location, so this choice is a single office. A paid organization lists every office. You pick the one to enter, and customers and staff on the next screen belong to it. A paid admin can add another office here. A manager sees the site they are assigned to.
Strike limits
One number for customers, one for staff
The first setup asks how many strikes customers can carry before a ban, then asks how many strikes staff can carry before a reprimand. Skip one group if you only track the other. Reaching the saved number bans a customer or puts a staff member on reprimand.
Roster
The working list
The header names the location you entered. The bottom tab is Members. Switch between customers and staff, search a name, and open a record. Everyone on this list is under that location. A customer at the limit is marked BANNED. A staff member at the limit is marked REPRIMAND. Tap the location line, or Change location in Settings, to pick a different office on a paid organization. Import CSV, Export CSV, and Print sit in the header for local trackers and for organization admins and managers. Tap + to add a customer or a staff member.
Add a person
Name and initial
Enter a first name, a last name, and an optional middle initial. The location was already chosen, so the new customer or staff member is saved under that office. Staff use the same form under Add Staff.
Person
Every strike stays on the record
Open a customer to see status and the strikes behind it. Each line keeps the date, time, AM or PM, and the therapist. At the limit, the screen states that the customer is banned. Front desk can record the next strike. A manager or an organization admin can remove a strike. Removing a strike records who removed it and the date and time, and the strike count goes back by one. Two strikes with one removed counts as one. Three strikes with one removed counts as two. Only an organization admin sees Delete Customer or Delete Staff.
Staff
Staff reprimand
The staff section uses Reprimand wherever the customer section uses Banned. The badge reads REPRIMAND, the witness is named on each strike, and the limit note says the staff member is on reprimand. Remove strike is for a manager or an organization admin. A removed strike keeps who removed it and when, and the count drops by one. Delete Staff is for the organization admin.
Record strike
Date, time, and who was there
Log the missed appointment and save. The strike count and the status update together. Staff strikes ask for a witness instead of a therapist. The next open strike number is shown on the person screen before you record it.
Analytics
Counts, a table, and a chart
Counts are for the location you entered. See how many people are tracked, how many sit at each strike level, and how many have reached the limit. On the customer tab that limit is Banned. On the staff tab it is Reprimand. Tap a summary card to list those names. The strike-level table and the distribution chart sit underneath. Print is on this screen for roles that can extract records.
Settings
Admin tools for the whole organization
Settings names the location you entered. Change location returns to the office list. The free app has one location, so there is nothing further to add. A paid admin sees every location, prints the online tracker, and decides whether sites stay isolated, share banned or reprimand status only, or share the full roster. Paid admins add locations and create staff. Active sessions lists each sign-in with the role and location, including Front desk and Manager, and it refreshes while Settings stays open. A manager can add and remove strikes, and can import, export, and print that site. A manager cannot delete a customer or staff member. Front desk can add strikes and cannot remove them.
Spreadsheet, analytics, or both
Print opens from the roster, the analytics screen, and Settings. Send the people-and-strikes table, the analytics page, or both in that order. Local trackers print the file on the phone. Online organizations print the cloud tracker.
Analytics
See the pattern, then open the names behind it.
Missed Appointment Analytics is its own tab. It follows the section you are in, customers or staff, and it uses the strike limit saved for that section. The top cards count everyone being tracked, then break the rest into strike levels and a limit total. That limit is Banned for customers and Reprimand for staff.
Tap a card to list the people in that group, with their strike count and status. Tap it again to hide the list. Under the cards, a strike-level table gives the quantity at every step, including people who still have zero strikes. The distribution chart draws the levels above zero. Customers at the limit are called Banned. Staff members at the limit are called Reprimand.
The numbers on the analytics screen are a sample roster for one location, so a reader can see the layout. Your phone shows the live counts for the office you entered. When your role can extract records, Print on this screen sends the summary, the table, and the chart.
What each card answers
Tracked is the size of the roster. Each strike card is the headcount at that exact count. Banned Customers, or Reprimanded Staff, is everyone who has reached the limit. Together they show where the missed appointments are piling up.
Customers and staff, separately
The switch at the top keeps the two groups apart, the same way the roster does. A staff warning never mixes into the customer chart.
From a number to a name
The filtered list is tappable. Open a person, read the strikes, and record the next one without leaving the tracker.
Files and paper
Import a CSV, export a CSV, and print the tracker.
Local trackers can always move data in and out. On the business platform, organization admins and managers import, export, and print. A manager can add and remove strikes. Front desk can add strikes. Only an organization admin can delete a customer or staff member. Read-only views the site.
Import CSV
Pick a CSV from the phone. Xakly creates new people and updates people already on the roster. The result reports how many were created, updated, and skipped. A file can land in Customers or Staff, based on the names in the sheet. Bring a first and last name, or a customer name or staff name column.
Export CSV
Export writes the current customer list or the current staff list to a CSV and opens the share sheet. The file name carries the section and the date, so a front office can archive a day or open the roster in a spreadsheet.
Choose the spreadsheet, the analytics page, or both. The spreadsheet prints in landscape with the date, time, therapist or witness, and strikes. Analytics prints the summary, the strike table, and the distribution chart. Settings also offers Print Local Tracker or Print Online Tracker, matching the database you have open.
Plans
A free database on the phone, or a paid organization in the cloud.
Both plans use the same strike record, the same status ladder, and the same analytics, CSV, and print tools. The free app allows one location. The paid organization stores data in the cloud, gives each staff member a sign-in, and can hold more than one location.
Free
Local database
A tracker file that stays on this phone. One location. No staff login. Open it from the start screen, switch among several local files, and keep working when the phone is offline.
- One location.
- Encrypted database stored on the device.
- Customers and staff, strike limits, and the full status ladder.
- Analytics, CSV import, CSV export, and print.
- More than one local tracker on the same phone, each with its own name and still one location.
- Leave the file in place and reopen it later. Deleting it removes only that local database.
Paid
Business platform
An organization in the cloud for named staff. Records stay on the server when someone leaves the app. After sign-in, choose the office to enter. One organization can hold more than one location.
- More than one location. The free app allows one.
- Organization admin for every site: delete customers and staff, staff accounts, locations, visibility, export, import, and print.
- Manager for one location: add and remove strikes at that site, and import, export, and print. A manager cannot delete a customer or staff member.
- Front desk can add strikes at the site. Front desk cannot remove strikes or delete customers or staff. Read-only views the site.
- Cloud storage of customers, staff, strikes, and sessions.
- Add locations under the same organization and assign a manager to each one.
- Choose visibility: isolate sites, share banned or reprimand status only, or share the full roster.
Northline Therapy · one organizationAdmin sees every location and the cloud database.
MainFront desk at this site. Manager optional.
North ClinicManager assigned here. Strikes stay with this location unless visibility says otherwise.