> For the complete documentation index, see [llms.txt](https://knowledge.maica.com.au/maica-knowledge-base/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.maica.com.au/maica-knowledge-base/appointments/create-an-appointment/location.md).

# Location

Discover how to specify the Appointment location

## What are the Location Selection Options?

The second tab captures the location details of the [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md). There are four different methods by which the location can be established, as shown below: 

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FckO8Tybc86M32oZQ4Dir%2Fappointment%20location.png?alt=media&amp;token=6c233718-37cf-40ff-9597-4fdad9ee7d96" alt="" width="563"><figcaption></figcaption></figure>

### 1. Location

By using the Location tab, you can choose the location of your [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md) 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.

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FK6VohJz2Ce0t0XBbMRp4%2FScreenshot%202024-07-23%20at%2010.04.01%20am.png?alt=media&amp;token=033a42d9-0c84-464d-bb64-e3a57b091366" alt="" width="563"><figcaption></figcaption></figure>

### 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](/maica-knowledge-base/getting-started/maica-key-concepts/participant.md) associated with the [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md). So, when adding [Participants](/maica-knowledge-base/getting-started/maica-key-concepts/participant.md) to an [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md), you can automatically select the Appointment Location from all addresses connected to their record.&#x20;

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2F6O534H6oNMzUGYk7gEJo%2FScreenshot%202024-07-23%20at%2010.05.08%20am.png?alt=media&amp;token=7cc8dc50-67fe-41a2-a1b7-17f9bcdb5afa" alt="" width="563"><figcaption></figcaption></figure>

### 3. Manual Entry

The Manual Entry tab allows for flexibility where the [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md) is to be held at a location not previously recorded. You can enter an address manually to be captured against the [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md). Here, you have the option to manually enter the information or have the fields automatically fill in by using the [Google Maps Integration](#google-maps-integration) to find the address.&#x20;

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FyQlChpzJTCMKOIVlJ2H9%2FScreenshot%202024-07-23%20at%2010.09.38%20am.png?alt=media&amp;token=f4d77ef1-5d4e-4a9c-89d0-d2ed18e13275" alt="" width="563"><figcaption></figcaption></figure>

### 4. Digital Location

If your [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md) is not at a physical address, simply click the toggle to turn off all Location selection options and proceed with the [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md) setup.

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FvBk4xiCQBhzZ72NxIyZu%2FScreenshot%202024-07-23%20at%2010.22.00%20am.png?alt=media&amp;token=d0f8537f-8099-4044-b841-36803995a991" alt="" width="563"><figcaption></figcaption></figure>

## Timezone Selection&#x20;

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.

{% hint style="warning" %}
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](/maica-knowledge-base/maica-administration-guide/settings/maps-management.md#setting-up-your-google-api-key). &#x20;
{% endhint %}

#### 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](/maica-knowledge-base/the-planner/planner-overview.md#timezone-indicator).&#x20;
* 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**](/maica-knowledge-base/maica-administration-guide/settings/travel-management.md).

There are two options:

<table><thead><tr><th width="153.580078125">Mechanism</th><th>Description</th></tr></thead><tbody><tr><td><strong>Default</strong></td><td>Origins and destinations are set manually by the user on each individual appointment. Maica uses the <code>Previous/Next Appointment Timespan (Days)</code> setting to determine how far back and forward it looks when suggesting a previous or next appointment as an origin or destination.</td></tr><tr><td><strong>Sequential</strong></td><td>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.</td></tr></tbody></table>

### Default&#x20;

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](#google-maps-integration). 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.&#x20;

{% hint style="info" %}
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.
{% endhint %}

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.

{% hint style="success" %}
When Sequential is active, travel values on individual appointments are read-only and cannot be manually overridden.
{% endhint %}

{% hint style="info" %}
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.
{% endhint %}

{% hint style="info" %}
**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](/maica-knowledge-base/maica-administration-guide/settings/travel-management.md) in the Maica Settings.&#x20;
{% endhint %}

### Google Maps Integration

**Maica** integrates with Google Maps to determine travel times.&#x20;

When selecting a location for any given [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md), **Maica** will use Google to determine the required travel time and distance to and from the [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md). 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](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md).&#x20;

{% hint style="info" %}
The Google Maps integration will display on all Location Selection Options that include a physical address.
{% endhint %}

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FSXhlSYL02CsPhLRVNP9e%2Fgoogle%20maps%20integration%20location.png?alt=media&amp;token=e2e382e0-f810-4fc8-a120-0ea51305a57f" alt="" width="563"><figcaption></figcaption></figure>

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](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md). These options are shown in the table below:

<table><thead><tr><th width="286.8564453125">Travel Option	</th><th>Description </th></tr></thead><tbody><tr><td><code>Previous/Next Appointment</code></td><td>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).</td></tr><tr><td><code>Home Address</code></td><td>This is the address on the Salesforce User profile linked to the Resource record.</td></tr><tr><td><code>Primary Location</code> </td><td>This is a lookup on the Resource record which is associated with a location containing an address.</td></tr><tr><td><code>Current Location</code> </td><td>The current location of the Resource (User) using <strong>Maica</strong></td></tr></tbody></table>

### Travel Alert

**Maica** uses Google Traffic Awareness to check that you will arrive to your [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md) on time. It does this by assessing your selected [Appointment](/maica-knowledge-base/getting-started/maica-key-concepts/appointment.md) 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:

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FWa9LmnKDC4C3wwv8x95W%2Ftraffic%20awareness.png?alt=media&amp;token=e9cd3bae-fd4b-48fe-a628-2e451acd38b4" alt="" width="541"><figcaption></figcaption></figure>