# Basic Details

## What does the Basic Details stage include?

The Basic Details tab captures the basic details of the [Shift](https://knowledge.maica.com.au/maica-knowledge-base/getting-started/maica-key-concepts/shift), as described in the below table:

<table><thead><tr><th width="222">Captured Information	</th><th>Description</th></tr></thead><tbody><tr><td><a href="../../getting-started/maica-key-concepts/resource">Resource(s) </a></td><td>This allows for the selection of <a href="../../getting-started/maica-key-concepts/resource">Resource(s)</a> by simply typing a name of a Resource (or multiple) or by clicking on the <code>Filter</code> icon which allows for <a href="../../appointments/create-an-appointment/smart-selection-filter">Smart Selection</a> of <a href="../../getting-started/maica-key-concepts/resource">Resource(s)</a>.</td></tr><tr><td><a href="../../getting-started/maica-key-concepts/asset">Asset(s) </a></td><td>This allows for the selection of <a href="../../getting-started/maica-key-concepts/asset">Asset(s)</a> by simply typing a name of a Asset (or multiple) or by clicking on the <code>Filter</code> icon which allows for <a href="../../appointments/create-an-appointment/smart-selection-filter">Smart Selection</a> of <a href="../../getting-started/maica-key-concepts/asset">Asset(s)</a>.</td></tr><tr><td>Date &#x26; Time Details </td><td>The date and time details are pre-populated from the <a href="../../the-planner/planner-overview">Planner</a> so there is nothing to do for the user. </td></tr><tr><td>Shift Service </td><td>This allows for the selection of Shift Service(s). You can add an Shift Service by typing the name of the service, or by using any key words configured within the service. For example: If you were adding <strong>Support Coordination</strong>, you could type <strong>Support Coordination</strong>, or, <strong>advice</strong>. </td></tr><tr><td>Claim Type</td><td>This allows for the selection of a Claim Type by selecting one from the provided dropdown list. </td></tr><tr><td>Time Zone</td><td>When creating a new Shift, the <strong>timezone is automatically set</strong> <strong>&#x26; displayed</strong> based on the <strong>Salesforce user’s current browser timezone.</strong> This occurs before a Location is selected.</td></tr></tbody></table>

### Auto Check-In for Appointments Within a Shift

In addition to the details capture above, when a Shift, Maica allows you to determine how Appointments within that Shift should be checked in. This is especially useful when working with Shifts that contain multiple Appointments, Maica allows the option for those Appointments to be checked in automatically when the Shift itself is checked in via the Desktop & Mobile Care Worker App.

This behaviour is controlled by a toggle at the **Shift level** and is designed to simplify the mobile check-in experience for long or continuous Shifts while still allowing appointment-level control where required. To learn more, see below.&#x20;

### Configuring Auto Check-In on a Shift

When creating or editing a Shift, you can determine how Appointments within that Shift should be checked in via the toggle within the Basic Details stage.

* If **Auto Check-In for Appointments** is enabled:
  * Appointments linked to the Shift will be checked in automatically when the Shift is checked in on the Mobile Care Worker App.
* If the setting is disabled:
  * Appointments must be checked in individually, even if the Shift itself is checked in.

{% hint style="info" %}
This setting is applied **per Shift**, allowing flexibility based on how services are delivered.
{% endhint %}

### How Check-In Works for Appointments

#### Auto Check-In Enabled

When a care worker checks in to the Shift on the Mobile Care Worker App:

* All Appointments linked to the Shift are automatically checked in
* Appointment check-in times use the **scheduled Appointment check-in and check-out times**
* No additional action is required by the care worker at the Appointment level

#### Auto Check-In Disabled

When auto check-in is not enabled:

* Checking in to the Shift does not check in linked Appointments
* Care workers must check in to each Appointment individually
* This behaviour matches standard Appointment-level check-in requirements

{% hint style="info" %}
This approach reduces repeated actions for care workers when:

* A Shift contains multiple Appointments
* Appointments are delivered continuously across a single Shift period

At the same time, it maintains full control for scenarios where Appointment-level check-ins are still required for compliance or operational reasons.
{% endhint %}

### Example Scenarios

* A Shift is scheduled from **9:00am–3:00pm** with three linked Appointments and auto check-in enabled.\
  The care worker checks in once to the Shift, and all three Appointments are checked in automatically.
* A Shift contains multiple Appointments but auto check-in is not enabled.\
  The care worker must check in to each Appointment individually, even after checking in to the Shift.

## Things to look out for: Basic Details&#x20;

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FeJqjNrVMtWqG9mVlNQwN%2Fthings%20to%20look%20out%20for%20basic%20details%20shifts.png?alt=media&#x26;token=5d1f5bdd-b30e-4e89-8443-2efdcddd97d4" alt="" width="500"><figcaption></figcaption></figure>

### 1. Resource(s) have a Roster Mode conflict

This alert will show in the instance where the selected Resource(s) have a Roster Mode conflict and hence cannot be allocated to the proposed Shift. This is the only restriction that **Maica** enforces where the user cannot continue to create the Shift.

{% hint style="info" %}
`Roster Mode` in **Maica** is used to define the behaviour and validation applied when scheduling `Shifts` for a `Resource`. When selecting a `Roster Mode` for a `Resource`, there are two selectable options. These are:

* `Appointment`: This means Appointments can be scheduled at any time for a Resource provided it is within any active Availability record(s) if these exist. If no Availability record(s) exist, Appointments can be created at any time.
* `Shift`: This means Appointments can only be scheduled within a Shift that a Resource is part of and it is within any active Availability record(s) if these exist. If no Availability record(s) exist, Appointments still must fall within a Shift that the Resource is assigned to.
  {% endhint %}

In order to resolve this alert, you **must** select Resource(s) that are set to a Roster Mode of `Shift` during the time of the proposed Shift.

You can set a Resource(s) Roster Mode on their [Resource Profile](https://knowledge.maica.com.au/maica-knowledge-base/resources/resource-profile), [Availability Records](https://knowledge.maica.com.au/maica-knowledge-base/resources/resource-profile), or by using a [Global Setting](https://app.gitbook.com/s/9selzjEx6KX7RYEawAVr/settings/rostering-management) in your Maica organisation for all Resource(s). To learn more, click the links.&#x20;

{% hint style="info" %}
It is important to note that if a `Resource` has a `Roster Mode` set on their Resource Record that is different to the `Roster Mode` set for a specific `Availability` Record, the `Availability` Record Mode will take precedent during the `Availability` period. \
\
If No `Availability` Records are found and the `Roster Mode` is not set on the `Resource` Record: the `Roster Mode` for the `Resource` will be defined by the `Global Roster Mode` setting. This is configurable in the **Maica** [Rostering Management](https://knowledge.maica.com.au/maica-knowledge-base/v/maica-administration-guide/settings/rostering-management) settings.
{% endhint %}

### 2. Shift Allocation Incomplete

This alert will show in the instance where you have a different number of Resource(s) allocated compared to the specified Required number for the Shift. This will result in an incomplete Shift.&#x20;

For example, if you have an incorrect required number of [Resource(s)](https://knowledge.maica.com.au/maica-knowledge-base/getting-started/maica-key-concepts/resource), **Maica** will alert you with the following warning:&#x20;

`The Shift does not have the required number of Resources allocated.`

In this instance, **Maica** will still allow you to continue to the next stage of creating your Shift. However, as mentioned, it will result in an unfulfilled Shift. &#x20;

In order to resolve the Incomplete allocation alert, ensure that the number of selected [Resource(s)](https://knowledge.maica.com.au/maica-knowledge-base/getting-started/maica-key-concepts/resource) match the specified required number. [For example](https://ourguidelines.ndis.gov.au/would-we-fund-it/home-and-living-supports/21-ratio-support): If you only require 1 Resource for your Shift, ensure 1 is allocated, as shown below.&#x20;

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FWh6Ri394BTgMCBaHcCfw%2FScreenshot%202024-09-25%20at%204.40.22%20pm.png?alt=media&#x26;token=9f65fdfd-00af-4006-9149-841b05095256" alt="" width="563"><figcaption></figcaption></figure>