Location

Discover how to specify the Appointment location

What are the Location Selection Options?

The second tab captures the location details of the Appointment. There are four different methods by which the location can be established, as shown below:

Standard Experience	Legacy Experience

1. Location

By using the Location tab, you can choose the location of your Appointment from your stored Locations . Once your Location is selected, any connected Accomodation records are displayed and accessible for selection in order to provide a more detailed location.

Standard Experience	Legacy Experience

2. Participant Location

The Participant Location tab enables the Appointment Location to be selected from a list of all recorded Mailing Address values for each Participant associated with the Appointment. So, when adding Participants to an Appointment, you can automatically select the Appointment Location from all addresses connected to their record.

Standard Experience	Legacy Experience

3. Manual Entry

The Manual Entry tab allows for flexibility where the Appointment is to be held at a location not previously recorded. You can enter an address manually to be captured against the Appointment. Here, you have the option to manually enter the information or have the fields automatically fill in by using the Google Maps Integration to find the address.

Standard Experience	Legacy Experience

4. Digital Location

If your Appointment is not at a physical address, simply click the toggle to turn off all Location selection options and proceed with the Appointment setup.

Standard Experience	Legacy Experience

Timezone Selection

When creating an Appointment, Maica automatically assigns a Time Zone using the current user’s browser location (e.g. Melbourne).

Once a Location is selected, Maica checks if that Location is in a different timezone. If it is, you'll be prompted to update the Appointment’s timezone to match the Location.

How It Works:

• By default, the Time Zone is set to match the current user's browser (e.g. Australia/Sydney).

• If a Location is selected:

  • Maica uses Google’s Time Zone API to detect the correct timezone based on its address.

  • If the Location’s timezone differs from the one already assigned, a confirmation modal appears, allowing you to confirm or override the update.

• If no Location is selected, the Time Zone can still be selected manually from the picklist.

In order for Maica to successfully detect and change Timezones, a Google API Key must be properly set up in the Maps Management Settings. To learn how to set up your API Key, click here.

Key Behaviour

• The Start and End Times are saved using the Appointment’s selected timezone.

• Other users will see the Appointment adjusted to their own local timezone when viewing it (e.g. in the Planner, Quick Info, or record view).

• A world icon appears in the Planner showing the viewer's browser timezone with helpful tooltip context. To learn more, click here.

• For edge cases (e.g. border towns or cross-timezone Appointments), you can manually override the timezone selection.

Example	Outcome
User creates an Appointment for 9:00 AM in Perth	✅ Appointment shows as 9:00 AM in Perth time, but 11:00 AM for users in Sydney.
A border Location causes conflicting timezone logic	✅ User is shown a confirmation modal and can override the timezone if needed.
A new Appointment is created with no Location	✅ User can select the timezone manually via picklist.
A user views an Appointment created in a different zone	✅ Maica shows the time adjusted to the viewer’s local timezone (e.g. Planner, Quick Info).
Location is updated post-save	✅ System re-evaluates and prompts to apply new timezone via modal.

Appointment Travel

Before Maica can calculate travel time and kilometres for an appointment, it needs to know how the travel origin/destination and sequence (Previous/Next Appointment) are determined.. This is controlled by the Travel Mechanism setting, found in Settings → Travel Management.

There are two options:

Mechanism	Description
Default	Origins and destinations are set manually by the user on each individual appointment. Maica uses the Previous/Next Appointment Timespan (Days) setting to determine how far back and forward it looks when suggesting a previous or next appointment as an origin or destination.
Sequential	Maica automatically determines the origin and destination for each appointment in a worker's day based on the order of their schedule. Travel is calculated between consecutive appointments within a defined time gap. No manual origin/destination setup is required.

Default

When the Travel Mechanism is set to Default, users open each appointment and manually configure the origin and destination via the Travel Management component. Maica uses the Previous/Next Appointment Timespan (Days) setting to define how far back or forward it looks when presenting a previous or next appointment as a suggested origin or destination.

This setting is measured in days and is visible in Travel Management settings when the Default mechanism is selected. It is hidden when Sequential is active.

Sequential

When the Travel Mechanism is set to Sequential, Maica automatically links each appointment to the one before and after it in a worker's schedule, and calculates travel between those linked appointments using Google Maps. This removes the need for manual origin/destination management and ensures travel predictions stay accurate as the schedule changes.

Travel is calculated only between appointments in a sequence — no travel is calculated to the first appointment of the day or from the last.

This aligns with industry standard conditions where travel to and from the start and end of a worker's day is not billable or payable.

When a schedule change occurs — for example, an appointment is added, moved, or cancelled — Maica automatically recalculates the affected travel legs in the background. Because this runs asynchronously, a Planner refresh may be needed to see updated values.

When Sequential is active, travel values on individual appointments are read-only and cannot be manually overridden.

A Google Maps API key must be configured in Settings → Maps Management for Sequential Travel to calculate distance and time correctly. If the API key is not present, Maica will display a warning in Travel Management settings.

Travel Sequence Gap (Hours)

The Travel Sequence Gap (Hours) setting is visible only when the Sequential mechanism is selected. It defines the maximum time gap between two consecutive appointments for Maica to treat them as part of the same sequence.

If the gap between two appointments exceeds this value, they are treated as separate sequences — meaning no travel is calculated between them, and the later appointment is treated as the first of a new sequence (with no incoming travel).

This allows a single worker to have multiple sequences in one day. For example, if the gap is set to 2 hours and a worker has a morning block and an afternoon block with a 3-hour break between them, each block is treated as its own independent sequence. To configure your Travel Sequence Gap, head to Travel Management in the Maica Settings.

Google Maps Integration

Maica integrates with Google Maps to determine travel times.

When selecting a location for any given Appointment, Maica will use Google to determine the required travel time and distance to and from the Appointment. It will then give you an Appointment Travel Time Breakdown which includes a summary of your travel, as well as the total travel time and distance for the Appointment.

The Google Maps integration will display on all Location Selection Options that include a physical address.

Standard Experience	Legacy Experience

When determining your Appointment Travel Time Breakdown for Default travel (not Sequential), you have three options for both the origin (1. from which travel will be started) and the destination (2. to which travel will complete) of your Appointment. These options are shown in the table below:

Travel Option	Description
Previous/Next Appointment	This is either the previous Appointment (in cases where travel is to an Appointment) or the next Appointment (in cases where travel is from an Appointment).
Home Address	This is the address on the Salesforce User profile linked to the Resource record.
Primary Location	This is a lookup on the Resource record which is associated with a location containing an address.
Current Location	The current location of the Resource (User) using Maica

Travel Alert

Maica uses Google Traffic Awareness to check that you will arrive to your Appointment on time. It does this by assessing your selected Appointment time with your estimated travel time in order to verify that you will make it based on Google Traffic data. If you aren't expected to make it, Maica will display the alert below:

Standard Experience	Legacy Experience