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:
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.
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.
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.
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.
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.
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.
When determining your Appointment Travel Time Breakdown, 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:
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:
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