Schedule
Learn about creating Recurring Schedules for Appointments
What is Scheduling in Maica?
Maica scheduling allows you to create a recurring schedule for your new Appointment. Recurring Appointments happen on a regular schedule and Maica will create these based on the populated information from completing the following fields:
Schedule Start
Data
The Start Date of the Recurring Appointment.
Schedule End
Data
The End Date of the Recurring Appointment.
Frequency
Picklist
This enables the selection of the following values: Daily
, Weekly
, Monthly
, Quarterly
, Annually
Repeat Every
Number
This captures the interval based on the Frequency, for example if Weekly
is selected, then the number 2
means Every 2 weeks
.
Inheriting Attributes from Master Appointments
When setting up a new recurring Appointment Schedule, you can control which attributes are copied from the Master Appointment to each generated Appointment. This provides greater flexibility when planning recurring services, especially if Participants or Resources aren’t confirmed at the time of setup.
Inheritance Options
In the Schedule section, you’ll see the following checkboxes:
Inherit Participants
Inherit Resources
Inherit Checklists
Ticking a box means the selected attribute will be copied from the Master Appointment to each Appointment in the series.
Additional Details:
When making Recurring Appointments, you have two more configurable options.

1. Exclude Public Holidays:
When this is toggled on, Maica will exclude any Appointment that falls on a Public Holiday from your Recurring Schedule.
If you create a Recurring Schedule by
End Date
and Public Holidays fall within the specified dates, the Public Holidays will be skipped and the number of appointments in your schedule will be reduced by the number of Public Holidays within the specified dates.If you create a Recurring Schedule by
Number of Appointments
and Public Holidays fall within your schedule, the Public Holidays will be skipped, but theNumber of Appointments
will remain constant, and theEnd Date
will be extended accordingly.
2. Schedule by Number of Appointments:
The scope of your schedule can also be determined by inputing the Number of Appointments
desired within your recurring schedule (This is a configurable alternative to determining the scope by End Date
). If the Number of Appointments
is selected, Maica will automatically provide an End Date
based on the Start Date
, Frequency
and Repeat Every
fields. To toggle between End Date
and Number of Appointments
, click the hyperlinked text under the field box.
Recurring Appointment Cost Breakdown
When creating a Recurring Appointment Schedule, Maica calculates the projected cost of the schedule and generates a breakdown like the following:

The cost calculation is triggered by clicking the Calculate Cost Breakdown
hyperlink. The breakdown will contain all appointments that fall inside the schedule, including their day of the week, and will provide the following budgeting data:
Top Left
Time of day Appointment is being held.
Top Right
Total cost of the individual Appointment.
Bottom Left
Total amount of the Participants Service Agreement that has been utilised for the specified service to date as a result of the Recurring Appointment Schedule.
Bottom Right
Total budget remaining within the Participants Service Agreement at the time the appointment has taken place.
Things to look out for: Cost Breakdown

1. Insufficient Budget
When the Total Remaining
or the Appointment Cost
amounts are shown in red, it means that there are insufficient funds in the selected Participant(s) Service Agreement to cover the scheduled Appointments. Hence, it is unlikely that payment/claiming/invoicing will be successful.
2. No Service Agreement
When the budget data does not show, it means that there is no Service Agreement for the selected Participant(s).
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