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:

Field Name	Field Type	Description
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.

If you do not want to make a Recurring Appointment Schedule, simply toggle the This is a Recurring Appointment button to off and move on to the next stage.

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.

Note:

• You can choose to exclude certain attributes from being inherited. For example, you might leave Participants unticked to assign them manually later.

• These settings only apply when generating Appointments. For Shifts, inheritance behaves differently (see here).

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 the Number of Appointments will remain constant, and the End Date will be extended accordingly.

Maica will alert you if a Public Holiday falls within your schedule. For more information on how to configure Public Holidays within your organisation, click here.

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:

Data Location	Description
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.

These costs are calculated based on the Participant(s) selected Service Agreement Price List or inputted cost.

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).