Appointment Management

Learn about Appointment Management within the Maica Client Care Solution

Appointments are the single most important ingredient into the ability to schedule and roster resources. Maica Client Care offers a number of Settings on how Appointments are managed, as shown in the screenshot below.

Appointment Management Settings

Appointment Management Settings

Setting Item	Description
Default Status	This is the status to which the Appointment will be set when being initially created.
Default Type	This is the type to which the Appointment will be set when being initially created.
Default Duration	This is the durarion to which the Appointment will be set when being initially created.
Agreement Expiry Tolerance	When Appointments are created, Maica Client Care validates this against active service agreements. This setting defines by how many days a service agreement may be expired and still be considered active.
Default Appointment Resource Status	When assigning resources to Appointments, it is possible to define the default status being used; this enables the capability to configure an acceptance process.
Show Appointment Cost	Maica Client Care calculates the cost of an Appointment (including recurring) based on applicable support items. This setting either switches this on or off to be visible.
Show Accomodation	When setting the location for an Appointment, Maica Client Care can optionally show a child accomodation which is mostly used within a residential care scenario.
Enable Appointment Tolerance Violation	The Maica Client Care solution offers the ability to validate Appointments. This setting either switches this on or off.
Duration Tolerance	Within the validation process, this setting defines the tolerance the solution will accept as valid for the duration of the Appointment.
Scheduled vs Actual Tolerance	Within the validation process, this setting defines the tolerance the solution will accept as valid for the scheduled versus actual time of the Appointment.
Custom Fields	This allows for the ability to include your own attributes into the management of an Appointment. Simply select the Salesforce fields you would like to include and these will be shown when either creating or managing an Appointment.
Show Appointment Cost	This shows the cost of the Appointment for each participant, for each appointment service. Costs are calculated based on service agreement funding.
Show Accommodation	This shows any related accomodation records when selection a location during the management of an appointment. This typically only applicable to residential care scenarios.
Show Summary on Quick Complete	When quick-completing an Appointment, this enables to user to see the summary and amend any data, such as actual duration before actually marking an Appointment as completed.
Enable Appointment Files	This allows the uploading of files/photos to an Appointment record.
Enforce Agreement Leave	Service agreements can be placed on leave when a participant wishes to pause their services. In these cases, this either enforces the leave by preventing the Appointment being created or simply warn the user but allow it.
Enable Appointment Breaks	This enables the capturing of breaks (unavailabilities) during Appointments.
Auto-Schedule Appointment Creator	This determines if the user creating an Appointment is automatically set as a resource on the Appointment or not.
Allow Participant Overlap	This prevents a participant from scheduling more than one Appointment at the same time (or allows is depending on the setting).
Allow Resource Overlap	This prevents a resource from scheduling more than one Appointment at the same time (or allows is depending on the setting).

In addition to enabling these settings globally, ensure that each user has the required permission sets to execute these functions.

Daily Recurring Appointment Creation Time

Maica Client Care offers an automated process of generating recurring Appointment records. The Recurring Appointment Creation Time sets the time at which this automatic and background process is run.