Maica Timezone Management

This article provides an overview of how Maica manages Timezones across Salesforce records and the Maica Planner

This article provides an overview of how Maica manages timezones across Appointment & Shift records, Appointment & Shift Locations, Salesforce users, and the Planner. Maica is built to ensure Appointments & Shifts are created in the correct local time for service delivery, while still appearing accurately to all users based on their current timezone—supporting remote teams, interstate operations, and national scheduling coordination.

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How Timezones Are Initially Set

When creating a new Appointment, the timezone is automatically set based on the Salesforce user’s current browser timezone (e.g. Melbourne).

This occurs on the Basic Details step of the ‘New Appointment’ screen, before a Location is selected.

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Timezone Confirmation Prompt (When Selecting a Location)

If a user selects a Location that is in a different timezone from their current one, Maica will detect this and show a confirmation modal.

Example: You are in Melbourne (GMT+10), and select a Location in Perth (GMT+8).

Maica will display:

• The current Appointment timezone (based on your browser)

• The timezone of the selected Location

• A prompt asking whether you’d like to update the Appointment timezone to match the Location

If you click ‘Update’:

• The Appointment’s timezone will be updated to match the Location (e.g. changed to Australia/Perth)

• When you return to the Basic Details section, you’ll see the new timezone applied.

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What does this mean for Scheduling?

Once the timezone is set (either by default or after confirmation), Maica treats all time inputs as relative to that timezone.

Example:

You are in Melbourne, but the Appointment location is Perth. You schedule the Appointment for 8:00 AM (Perth time).

• The Appointment is stored as 8:00 AM Australia/Perth

• On your Planner (in Melbourne), this Appointment will appear at 10:00 AM

• A user in Perth will see the Appointment at the intended local time of 8:00 AM

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How Timezones Are Displayed in Maica

In the Appointment Record

• The Appointment Time Zone is displayed alongside the scheduled times

• All internal logic (travel, alerts, shifts) respects this timezone

In the Planner

• Appointment times are automatically converted and displayed in the viewer’s browser timezone

• A globe icon appears in the Planner header showing the viewer’s current timezone

• Tooltip appears on hover: “Your current Time Zone”

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Additional Behaviours

• If you change the Location after setting a timezone, Maica may prompt you again if a mismatch is detected.

• In border regions, Admins can override and manually select a timezone.

• For Appointments that span multiple timezones, Maica allows users to choose which timezone to apply.

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Summary Table

Layer	What It Controls	How Maica Handles It
Browser/User Timezone	Sets default timezone when creating a new Appointment	Detected automatically via browser (e.g. Melbourne)
Location Timezone	Reflects where the Appointment service occurs	Detected via Google API or manually selected
Appointment Timezone	Stored on the record and used for travel/time logic	Becomes the source of truth for scheduling
Displayed Time	What each user sees on the Planner or record view	Converted automatically to match each user’s browser timezone

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Example Table

Scenario	User Timezone	Appointment Location	Scheduled Time (Local)	What User Sees
User in Melbourne creates an Appointment at 8:00 AM for a Perth Location and clicks Update when prompted	Melbourne (GMT+10)	Perth (GMT+8)	8:00 AM Perth time	10:00 AM (adjusted to Melbourne time)
User in Sydney views an Appointment created by someone in Perth for 2:00 PM Perth time	Sydney (GMT+10)	Perth (GMT+8)	2:00 PM Perth time	4:00 PM (adjusted to Sydney time)
Admin in Brisbane creates Appointment with no Location selected	Brisbane (GMT+10)	None	9:00 AM Brisbane time	9:00 AM
Admin in Adelaide selects a Melbourne Location and clicks Update	Adelaide (GMT+9:30)	Melbourne (GMT+10)	11:00 AM Melbourne time	10:30 AM (adjusted to Adelaide time)
Planner user in Perth views an Appointment scheduled in Melbourne at 1:00 PM	Perth (GMT+8)	Melbourne (GMT+10)	1:00 PM Melbourne time	11:00 AM (adjusted to Perth time)