Resource Profile
Learn about the Resource Profile and its components in Maica
Resource Profile Overview
In Maica, the Resource Profile is the parent object that supports two Record Types: Resources and Assets. A Resource and Asset are defined in Maica as shown below:
Resource: The care workers or clinicians working directly with your Participants.Asset: The non-human Resources such as rooms, cars, medical equipment, etc.
You can define your Resource type through the Record Type when creating a Resource.
Resource Profile Attributes
Resource attributes are fields that are stored against the Resource profile. Maica includes a number of these attributes, however these are easily broadened using Salesforce's standard toolset.
Depending on the Record Type, there will be different available attributes on the Resource Profile. These are explained in more detail below.
Whilst each Record Type may have different attributes, both Record Types share the same Related Lists. These are also explained in further detail below.
Asset Attributes
The table below outlines the attribute fields related to the Asset Record Type.
ID Number
Text
The Asset Number used to identify the Resource.
Type
Picklist
Picklist of any default or custom Asset Types
Active
Checkbox
Indicates if the Resource record is Active and available within Maica
Default Quantity
Number
All standard Maica Picklist fields can be extended to suit your needs. To learn more, click here.
To learn more about each Field Type, click here.
Resource Attributes
In Maica, a Resource is linked to a standard Salesforce object called User. A User is the profile with which a person logs into Salesforce, hence the relationship between Resource and User implies that each Resource (or care worker) will have a matching User profile in Salesforce.
The table below outlines the attribute fields related to the Resource Record Type.
Resource Name
Text
User
Lookup
The internal Salesforce User record that the Resource relates to.
Active
Checkbox
Indicates if the Resource record is Active and available within Maica
Birthdate
Date
Gender
Picklist
Age
Formula
Derived from Birthdate
Primary Language
Picklist
Derived from the Global Value Set of Languages
Age Group
Formula
Derived from Birthdate
Mobile
Formula
The mobile from the associated User record
Phone
Formula
The phone from the associated User record
Email
Formula
The email from the associated User record
Address
Formula
The address from the associated User record
Timezone
Formula
The timezone from the associated User record
ID Number
Text
The Staff Member or Employee Number used to identify the Resource.
Start Date
Date
End Date
Date
Employment Category
Picklist
Employment Type
Picklist
Induction Complete
Checkbox
Indicates if the Resource has completed your Induction process.
Position
Picklist (Multi-Select)
The employment position held by the Resource. Here you can replace existing Maica values with those that suit your organisation's Positions.
Roster Mode
Picklist
Used to define the behaviour and validation applied when scheduling Appointments for the Resource. See below for further information.
Primary Location
Lookup
The Location where the Resource works most often.
Daily Hours Limit
Number
The maximum number of hours the Resource can work per day. This field is utilised in the Smart Selection Filter.
Weekly Hours Limit
Number
The maximum number of hours the Resource can work per week. This field is utilised in the Smart Selection Filter.
Weekly Hours Minimum
Number
The minimum number of hours the Resource should be scheduled to work each week. This field is utilised in the Smart Selection Filter.
Maximum Client Number
Number
Number of Clients
Roll-Up Summary
Derived from the number of associated Resource Participants.
Schedule Notification
Picklist
Indicates if and how often the Resource is emailed their Appointment Schedule
Scheduling Information & Overtime Validation
The Scheduling Information section of the Resource profile holds the fields that govern how Maica manages and enforces working hour limits for a worker. These fields are used across scheduling, broadcasting, and the Optimisation Engine to ensure workers are rostered within their agreed or award-based limits.
The fields available in this section are described below:
Daily Hours Limit
The maximum number of hours a worker can be scheduled in any single day. Used by the Smart Selection Filter and Optimiser to assess availability.
Weekly Hours Limit
The maximum number of hours a worker can be scheduled in any single week. Used by the Optimiser's Workload scoring and the Smart Selection Filter.
Fortnightly Hours Limit
The maximum number of hours a worker can be scheduled within a fixed 14-day fortnight, aligned to a Monday-start period. Used in Overtime Validation.
Weekly Hours Minimum
The minimum number of hours a worker should be scheduled each week. Used by the Smart Selection Filter to surface workers who have capacity.
Fortnightly Hours Minimum
The minimum number of hours a worker should be scheduled across a fortnight.
Minimum Hours Gap Between Working Days
The minimum required rest period (in hours) between the end of a worker's last shift on one day and the start of their first shift on the next. Used in Overtime Validation.
Maximum Consecutive Days On
The maximum number of consecutive calendar days a worker can be rostered for any counted work. A single day with zero hours resets the count. Used in Overtime Validation.
How These Fields Are Used Across Maica?
Optimisation Engine & Broadcasting
When the Resource Optimiser runs — whether as an automated optimisation or a broadcast — it scores each candidate Resource based on their current workload and availability. The Weekly Hours Limit directly informs the Workload scoring category, which evaluates how much capacity a worker has remaining in their week relative to the hours required by the Appointment or Shift. Workers closer to their limit will score lower for workload, meaning better-suited candidates are prioritised automatically.
The same logic applies when Broadcasting — only Resources with sufficient capacity relative to their limits are surfaced as viable candidates.
Overtime Validation
When scheduling a worker — through the Planner, auto-fill, Shift Offers, or any other method — Maica automatically checks whether the proposed shift would cause the assigned Resource to exceed any of their overtime thresholds. If a breach is detected, Maica will either prevent the assignment from proceeding or prompt an authorised user to acknowledge and override the breach before continuing.
Overtime validation runs when an Appointment Resource record is created, or when an existing one is updated in a way that changes start or end times or transitions from a non-counted to a counted status.
The four overtime thresholds enforced are:
Maximum Hours Per Day
Daily Hours Limit
Maximum hours within any rolling 24-hour window. Includes paid travel time.
Maximum Hours Per Fortnight
Fortnightly Hours Limit
Maximum hours within a fixed Monday-start 14-day period. Includes paid travel time.
Minimum Gap Between Working Days
Minimum Hours Gap Between Working Days
Minimum rest required between the last shift on one day and the first shift on the next. Does not apply to multiple shifts on the same calendar day.
Maximum Consecutive Days On
Maximum Consecutive Days On
Maximum consecutive calendar days with any counted work. A single day with no work resets the count.
Counted statuses — the following Appointment Resource statuses are included in overtime tallies:
Scheduled
Confirmed
Accepted
Withdrawn, Declined, and Cancelled are excluded.
Validation Outcomes:
No breach — the assignment proceeds as normal.
Breach detected — override required — one or more thresholds would be exceeded, but the breaches are overridable. A modal appears titled Overtime conditions breached, listing each breached metric with current totals, proposed totals, and the applicable threshold. From here, you can either:
Cancel — dismiss the modal without saving
Acknowledge & Override — confirm awareness of the breach and proceed. This option is only visible to users with the overtime override permission.
Breach detected — blocked — one or more thresholds would be exceeded and are not overridable. The assignment cannot proceed.
If you do not see the Acknowledge & Override option when a breach is detected, you do not have the required permission. Contact your system administrator
When a user attempts to set an Appointment Resource status to Confirmed where breaches exist and no override has been recorded, the same rules apply — users with the override permission will see the acknowledgement modal, and users without it will be blocked with the message: You do not have permission to confirm when overtime conditions are breached.
Resource Related Lists
In addition to the standard attributes described above, Maica also provides a variety of related information to further manage the configuration of a Resource.
In addition to the Related Lists, there is a Quick Action to offboard Resources. You can learn more about the process here.
Resource Participants
The Resource Participants related list allows for the management of Participants being assigned to Resources. It is located under Profile Management tab and is the source for the Number of Clients attribute.
The benefit of this list is to be able to see which Resources are managing which Participants, as shown below. This is particularly useful if a Resource is managing multiple Participants.
To link a Resource with a Participant, simply click New, select the desired Participant from the dropdown, nominate a Date Range, and Save.
The Resource Participants list is directly related to the Participant Resources list on the Participant Profile. This means, if multiple Resources are caring for a given Participant, this will be reflect on the Participant Resources list and display on the Participant Profile under the Client Care tab. This list will be dynamically updated if an update occurs on the Resource Profile.
Skills
Maica offers the ability to globally record a set of Skills such as Driving a Car or Administering Medicine. Those Skills can then be assigned to Resources via the Skills related list as shown below.
To learn how to import your set ofResource Skills into your Maica instance, click here.
Once Skills have been assigned to a Resource, they are used in the Smart Selection Filter.
Skill Level indicates the Resources level of competence in the associated Skill.
To add a Skill , simply click New, select the desired Skill from the dropdown, nominate a Date Range, provide an optional description and Save.
Shift Resources
Shift Resource is a related list of any Shift the associated Resource has been assigned to - it's simply a record of that person being part of the shift and contains details of the Shift.
Shift Resources are managed through creating Shifts in the Planner, and it is recommended that the list on the Resource Record is simply used as a reference. It will be updated dynamically and there is no need for manual intervention.
Expenses
Expenses are records that indicate an expense has been incurred by a Resource that needs to be paid back to said Resource by the service provider.
Expenses are managed through the management or creation of Appointments, and it is recommended that the list on the Resource Record is simply used as a reference. It will be updated dynamically and there is no need for manual intervention.
Appointments
The Appointments related list is a summary of all Appointments the Resource has been assigned to.
Appointments are managed through creating Appointments on the Planner, and it is recommended that the list on the Resource Record is simply used as a reference. It will be updated dynamically and there is no need for manual intervention.
Timesheets
The Timesheets related list is a summary of all Timesheets related to the Resource.
Appointments are managed through Timesheet Management or Maica's automation, and it is recommended that the list on the Resource Record is simply used as a reference. It will be updated dynamically and there is no need for manual intervention.
Availability
An Availability Record is used in Maica to record when a particular Resource is available for accepting either Shifts or Appointments.
Availability Records are constructed based on the following fields:
Operating Hour
This is a lookup field that defines which operating hour this Resource is available to be scheduled and rostered.
Location
This is a lookup field that defines the Location this Availability period applies to. If you do not select a Location, Maica allows the Resource to work at any Location during the Availability period.
Effective From
The date the Availability period takes effect from or starts, i.e the date from which it applies to the Resource
Effective To
The date the Availability period ends, i.e the date from which it no longer applies to the Resource
Interval
This a picklist field that defines the Interval in which the Availability applies
Roster Mode
Used to define the behaviour and validation applied when scheduling Appointments for the Resource. See below for further information.
Per Maica's validation, Availability Records will take precedence over Global Settings.
Please note that Roster Mode field cannot be null. To learn more about the validation enforcing this rule, click here.
Simply click New and populate the above fields to create an Availability record for your Resource.
Maica's construction of Availability by referencing Operating Hour records enables centralised management of operating times. If Operating Hours ever change, simply change the organisational Operating Hour record rather than needing to adjust working hours for each Resource.
When no Availability records exist for a Resource, Maica will interpret this as the Resource being available to work at any time by default. This is configurable in the Validation Management settings.
If you wish to assign overnight Availability to a Resource, you will need to configure the required Operating Hour records to support it. To learn how to do so, click here.
Unavailability
An Unavailability Record is used in Maica to record when a particular Resource is not available for accepting either Shifts or Appointments.
Unavailability can be self managed by Resources using the Salesforce1 mobile application.
Resources can simply populate the Date and Reason for their Unavailability, and it will be created as a record on their profile.
When an Unavailability Record is created, Maica will automatically remove the associated Resource from any assigned Appointments or Shifts during the Unavailability period.
Unavailability can also be managed directly from the Planner.
Roster Mode Overview
Roster Mode defines how a Resource is scheduled in Maica: through Shifts, through standalone Appointments, or both. You can set it on the Resource record using the Roster Mode field, and you can set a different mode for a specific period on an Availability record.
There are three modes:
Appointment: the Resource is scheduled through standalone Appointments and cannot be assigned to a Shift.Shift: the Resource is scheduled through Shifts, and any Appointment booked for them must fall within one of their Shifts.Dynamic: the Resource can be assigned to both Shifts and standalone Appointments.
For the full detail, including how Maica resolves the mode when the Resource and an Availability record differ, and how Roster Mode interacts with overlap rules, see Roster Mode.
Allow Overlap
By default, Maica can prevent a Resource from being added to an Appointment or Shift that overlaps another Appointment or Shift they are already assigned to. This is controlled organisation-wide by the Allow Resource Overlap setting (see Service Management in the Administration Guide).
The Allow Overlap checkbox on the Resource record provides a per-Resource exception. When Allow Overlap is enabled on a Resource, that Resource is excluded from overlap conflict checks even when overlap enforcement is active for your organisation. This suits Resources who legitimately work across concurrent Appointments, such as supervisors, on-call coordinators, or pool Resources, without relaxing enforcement for everyone else.
When enabled, the override applies wherever Maica checks for Resource overlap:
When scheduling or submitting Appointments and Shifts
When searching for available Resources, including in the Resource Optimiser
When a Resource accepts a Broadcast offer
Allow Overlap is unchecked by default, so your existing overlap enforcement is unchanged until you enable it on a Resource.
Allow Overlap applies to time overlaps only. Roster Mode validation and availability rules continue to apply. The override covers overlaps of the same type, meaning Appointment against Appointment, or Shift against Shift.
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