Appointment Actions

Discover the Appointments Actions possible in Maica.

What are Appointment Actions?

Appointment actions refer to actions and tasks related to managing and handling your Appointment. There are several actions you can take within an Appointment in Maica, including the following:

Appointment Actions	Description
Check-In	Checking into Appointments sets the baseline for generating Timesheets as well as Invoices. Whilst this is not a mandated process, it is recommended to track your care team's movements as well as time spent. If allowed by the User, the Checking-In process also captures the geolocation of the Appointment Check-In.
Check-Out	Similar to Checking-In, Checking-Out of Appointments sets the endpoint for Timesheets as well as Invoices. Again, whilst this is not a mandated process, it is recommended to track your care team's movements as well as time spent. In addition to mirroring much of the Check-In experience, when Checking-Out, you are also able to stipulate who is Checking-Out and how much time has been spent on each Appointment Service delivered during the Appointment. If allowed by the User, Checking-Out also captures the geolocation of the Appointment Check-Out.
Quick Completion	Quick completing an Appointment bypasses the checking in/out processes and sets an Appointment to the completed status with a single click. It is possible to still capture Appointment Service information whilst doing this.
Cancellation	The cancellation of an Appointment records the reason and sets the status to cancelled as well as any associated Delivery Activities. The Appointments is not deleted but placed into a cancelled status allowing you to charge for cancellations.
Attach Files	This provides for the ability to attach files to any given Appointment, including photos taken on a mobile device. These files are stored against the Salesforce Appointment record.
Participant Signatures	This allows you to record signatures for each Participant who is associated with an Appointment. Signature files are captured as timestamped images against the Salesforce Appointment record.
Appointment Breaks	The management of breaks that might occur during Appointments can become important and this action allows you to record any breaks taken, whether billable or not during any given Appointment.
Appointment Expenses	Appointment Expenses allows you to add Expense records against a Resource that may occur during a Shift, such as having to pay a for a Parking Spot.
Participant Notes	It is possible to take Participant Notes during the management of an Appointment at any time, including for already completed Appointments.
Checklists	Checklists allow you to complete a set of pre-defined tasks that have been set (via Maica Checklists) for each Appointment Service delivered during the Appointment.
Open Appointment Profile	This opens the Salesforce Appointment profile which allows you to see all relevant Appointment information using the native Salesforce platform.
Google Maps	The Google Maps action opens the directions to the Appointment from a number of selectable starting points in Google Maps, directly from the Appointment.

How do I access the Appointment Actions?

In order to begin actioning an Appointment, simply click on the Appointment in your Planner, then click the View button. Once the Appointment is showing, the available Appointment Actions (depending on your Appointment Status), will be visible on the bottom of the window, other than the Open Appointment Profile action, which is in the top right corner, as shown below.

Some Actions are also available from the Appointment Quick Information dialog, as shown below. The Quick Information Actions are accessible simply by clicking the Appointment and without having to open the entire module.

These Actions are configurable in the Planner Management Settings.

Appointment Actions Visibility based on Appointment Status

The visibility of the Appointment actions are dependant on the status of the Appointment. Please refer to the table below to learn which action is available for each Appointment status.

Appointment Status	Available Actions
Scheduled (Pre Check-In)	Check-In Quick Completion Cancellation Attach Files Participant Signatures Appointment Breaks Participant Notes Checklist Open Appointment Profile
In Progress (Post Check-In)	Check-Out Cancellation Attach Files Participant Signatures Appointment Breaks Participant Notes Checklist Open Appointment Profile
Completed (Post Check-Out)	Appointment Breaks Participant Notes Open Appointment Profile

Appointment Resource Status & Actions Visibility based on Resource Status

Maica provides control over how Appointment Resources are managed, ensuring your team always has visibility, data integrity, and the right level of access when managing Appointments. Appointment Resources in Maica operate under a status-based acceptance workflow. This allows teams to clearly define whether a Resource is available and approved to attend an Appointment.

Each Appointment Resource record includes a status—Pending or Accepted—which determines whether the Resource is authorised to carry out Appointment actions.

Statuses can be set automatically based on your organisation’s configuration in the Service Management Settings, or manually by users with the correct permissions. By default, Maica sets the status to Accepted

For a Resource, the visibility of the Appointment Actions are dependant on the Status of that particular Resource for that specific Appointment.

Resources who have not been marked as Accepted for an Appointment cannot:

1. Check In/Out

2. Quick Complete

3. Cancel Appointments

Note, Appointments with Pending or unaccepted Resources are also displayed as Unfilled in the Planner.

Appointment Resource Status for Recurring Appointments

When Recurring Appointments are generated from a Master:

• The Appointment Resource Status is automatically inherited from the Master record.

• Updates made to the Master (e.g., a status change) can cascade to all related Appointments if triggered manually.

Unaccepted Resources will not be copied into recurring Appointments if validation rules are enabled.

Appointment Resource Status Examples

The table below outlines a few common scenarios around Resource Status and Scheduler Permissions and how Maica handles them in each case.

Example	Outcome
A Resource is assigned but still Pending	❌ Cannot check in, complete, or cancel
Scheduler with Accept All Permission	✅ Can approve any Resource directly
Care Worker without Permission tries to accept themselves	❌ Action is blocked
Recurring Appointment from Accepted Master	✅ All inherit Accepted status
Scheduler adds and approves on the spot	✅ Can approve via warning icon
Resource tries to check in for another Resource	❌ Not allowed without permission