Manage an Appointment
Learn about managing Appointments in Maica.
How do I manage an Appointment?
Once an Appointment has been created, you may want to change some of the details, such as the Resource(s) or Checklist applicable to the Appointment. All this can be done via the Manage Appointment processes outlined in this article.
In order to begin Managing an Appointment, simply click on the Appointment in your Planner. To manage the fields after selecting an Appointment, click the edit button in the bottom right corner of the Manage Appointment screen. Until you click this button, all fields will be read-only.
Which Appointment sections can I manage?
Once editing, you are able to manage the following sections:
In this section you can manage the Participant(s), Resource(s) and Asset(s) allocated to your selected Appointment. Similarly to Creating an Appointment, you can do this by simply typing the name of a Participant, Resource or Asset (or multiple), or by clicking on the Filter icon which allows for Smart Selection of any of the above mentioned.
You can also adjust Date & Time Information as well as the Type of Appointment. This is aimed at showing you quickly who is attending and who is delivering services on what date and and what time.
This section allows you to manage your existing Appointment Service(s) as well as add new Appointment Service(s) if needed.
The following fields are manageable:
1
Click this button to add an additional Appointment Service(s).
2
Change the quantity of an Appointment Service to control how long each Participant may spend at an Appointment. The quantity of an Appointment Service is further explained here.
3
Click this button to refresh any changes to your Appointment Service including an adjustment of quantity. This will update any relevant information including the Service cost.
4
This number outlines the number of Appointment Service(s) that are connected to your appointment.
5
Click this button to mark this Appointment Service as cancelled, this will exclude this Service from your Appointment.
If the selected Participant(s) do not have an Agreement for the added Appointment Service, an error will occur. This error is further detailed here.
This section enables the editing of the Location at which the Appointment is being held including a lookup to an existing Location, a Participant Mailing Address, a manually-entered Address, or a Digital Location for this Appointment only.
The focus of this section is to edit the Shift(s) and Checklist(s) applicable to this Appointment. The Shift lookup is filtered by active Shift(s) at the same Location that the Appointment is being held.
The Custom Fields tab captures any information from Custom Fields that have been added to your Organisations Appointment profile beyond what Maica offers. This section allows for the management of already added fields, not the addition of new fields.
When editing a Recurring Schedule, you have the following options:
1. Edit the First Appointment
First AppointmentThe first Appointment in a series of Recurring Appointments is seen to be the blueprint of what will be created in future Appointments. This includes all details for the Appointment, such as Participant(s), Resource(s), Location, Date & Time Information, etc. This means that any modifications made to the first Appointment will affect all subsequent Recurring Appointments generated, thus adjustments should be carefully examined.
Maica will prompt you to confirm that you would like to apply changes to all future Appointments, as shown below.
2. Edit a Subsequent Appointment
Subsequent AppointmentEditing any subsequent Appointment within a series of Recurring Appointments gives you the option to either apply changes to just the Appointment being edited or to all future Appointments. Again, Maica will prompt you to confirm which option you would like to apply the changes to, as shown below.
If you select to apply changes only to the Appointment being edited only, then the updated Appointment retains its link to the parent Appointment Schedule, however Maica identifies it as a modified Appointment and hence as a "gap" in the schedule, which prevents the creation of any replacement or duplicate Appointment records. This logic is further detailed below:
If you select to apply changes to all future Appointments, then essentially the edited Appointment becomes the Master Appointment of a new Appointment Schedule and a new Schedule is created, beginning from the selected Appointment onwards.
The new Schedule is automatically linked back to the original using the Previous Schedule field (described below), ensuring a clear audit trail and visibility of historical changes.
Previous Schedule Field: This field shows the original Schedule that this one was created from (e.g. when changes were applied to all future Appointments mid-series). It helps track the full history of recurring schedule changes and ensures clean separation between old and new appointment series.
This prevents unintended changes from being applied to both Schedules and ensures historical accuracy is maintained. The logic is further detailed below:
Saving your Appointment
Once you have made the changes, either click the Tick icon to confirm your changes and update your Appointment, or the Undo icon on the bottom left of the screen to cancel your changes.
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