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Discover the Appointments Actions possible in Maica.
Shifts actions refer to actions and tasks related to managing and handling your Shift. There are several actions you can take within an Shift in Maica, including the following:
| Appointment Actions | Description |
|---|---|
In order to begin actioning a Shift, simply click on the Shift in your Planner, then click the View button. Once the Shift is showing, the available Shift Actions (depending on your Shift Status), will be visible on the bottom of the window, other than the Open Appointment Profile and Google Maps actions, which are located in the top right corner, as shown below.
Some Actions are also available from the Shift Quick Information dialog, as shown below. The Quick Information Actions are accessible simply by clicking the Shift and without having to open the entire module.
The visibility of the Shift Actions are dependant on the Status of the Shift. Please refer to the table below to learn which action is available for each Shift Status.
These Actions are configurable in the Settings.
| Shift Status | Available Actions |
|---|---|
Scheduled (Pre Check-In)
Check-In Quick Completion Cancellation Attach Files Participant Notes Open Shift Profile Google Maps
In Progress (Post Check-In)
Check-Out Cancellation Attach Files Participant Notes Open Shift Profile Google Maps
Completed (Post Check-Out)
Participant Notes Open Shift Profile Google Maps
Checking into Shifts sets the baseline for generating Timesheets. Whilst this is not a mandated process, it is recommended to track your care team's movements as well as actual time spent at a Shift. If allowed by the User, Checking-In also captures the geolocation of the Shift Check-In.
Similar to Checking-In, Checking-Out of Shifts establishes the correct end point when creating Timesheets. Again, whilst this is not a mandated process, it is recommended to track your care team's movements as well as time spent. In addition to mirroring much of the Check-In experience, when Checking-Out, you are also able to stipulate which Resource is Checking-Out and how much time has been spent on each Shift Service delivered during the Shift. If allowed by the User, Checking-Out also captures the geolocation of the Shift Check-Out.
Quick completing an Shift bypasses the Checking In/Out processes and sets an Shift to the Completed status . It is possible to still capture Shift Service information and Notes whilst doing this.
The cancellation of a Shift records the reason and sets the status to Cancelled. The Shift is not deleted but instead is simply placed into a Cancelled status.
If you are cancelling a Shift within a Recurring Schedule, you can either cancel the singular Shift, or all remaining Shifts in the schedule.
This provides for the ability to Attach Files to any given Shifts, including photos taken on a mobile device. These files are stored against the Salesforce Shift record.
The management of breaks that might occur during Shifts can become important and this action allows you to record any breaks taken, whether billable or not during any given Shift.
Shift Expenses allows you to add Expense records against a Resource that may occur during a Shift, such as having to pay a for a Parking Spot.
Checklists allow you to complete a set of pre-defined tasks that have been set (via Maica Checklists) for each Shift Service delivered during a Shift.
This action allows you to take Shift related notes. It is possible to take Participant Notes during the management of an Shift at any time, including for already completed Shifts.
This opens the Salesforce Shift profile which allows you to see all relevant Shift information using the native Salesforce platform.
The Google Maps action opens the directions to the Shift from a number of selectable starting points in Google Maps, directly from the Shift.
Learn about checking out of Shifts
When checking out of a Shift, you are presented with a number of distinct areas of input including Shift Date Information, Resource(s) that are Checking Out, Shift Service Information and Check-Out Location, as well as Shift Checklist Information. These areas are further described in this article.
Similar to Check-In, This part of the Check-Out process captures the relevant Date and Time information. Maica offers configurable capability for Check-Out information to ensure that Shifts can be accurately recorded.
When Checking-Out of your Shift, Maica will automatically populate the Date and Time information to the current Date and Time. This can be configured by manually entering any desired Date and Time, or by setting the information directly to match the scheduled Shift by selecting the text shown below.
Again, similar to Check-In, this part of the Check-Out process determines which Resource(s) are Checking-Out at any given time. When you check out of a Shift for the first time, all of the Resource(s) allocated to that Shift are automatically populated. This can be modified by manually removing any Resource(s) that are not currently Checking-Out. To Check-Out these Resource(s) at a later time, simply reselect the Shift, then Check-Out, and repeat the process. All Resource(s) assigned to the Shift who have not already Checked-Out will be automatically populated once again.
The status of the Shift changes from In Progress to Completed after the last Resource(s) checks out.
This part of the process offers an overview of the Shift Service(s) delivered as well as the ability to adjust the quantity of each service as required. Adjusting the quantity offers you flexibility within an Shift to control how long each Service may have been delivered. This means, if the actual Service duration is different from the scheduled Time, this can easily be captured.
To learn more about the quantity function, click here.
This part of the Check-Out process captures accurate Check-Out Location information. Maica offers the ability for Check-Out locations to be tracked to ensure that Shifts can be accurately recorded.
In order for a Location to be obtained, the User must have Location Permissions set to Allowed on their Device or Browser.
This part of the Check-Out process captures any Checklist(s) assigned to the Shift. If a Checklist(s) has been associated with a Shift, you will be presented with the list of each Checklist Item and asked to capture the outcome of each item.
This stage will only show Checklist Item(s) that are set to an execute status of After or Either
Similar to Check-In, for each Checklist Item, if so configured in the Checklist, you are prompted to provide further information to manage possible outcomes of Checklist Items in the form of a Note. You access this Note by simply clicking on each Checklist Item.
After clicking on the Checklist Item, you can also set the Status of your Checklist Item.
Learn how to record a Shift Break
To begin recording an Shift Break, simply open a Shift and then click the Manage Shift Breaks button at the bottom of the screen to bring up the dialogue box.
Once selected, you can create a new break by selecting the + New button on the right hand side of the screen, as shown below.
Once you have added a new Shift Break, you will be prompted to populate a number of fields detailing the break. Here, you can assign the relevant Date & Time information, the relevant Resource(s), the break category and write custom notes.
In order to maintain the parameters of an Shift, Maica will not allow you to create an Shift Break outside the Date or Time of the Scheduled Shift. You also must assign a Category in order to submit a Note.
The Break will be stored as an Unavailability record against the allocated Resource.
You cannot set a Check-Out Date/Time before your Check-In Date/Time. In this instance, Maica will display an error. To learn more about how Maica validates the parameters of an Shift, click .
Within an Shift Break, you can choose to create a corresponding . You do so by simply clicking the toggle, as shown below.
If the is created, it must be assigned a Timesheet Activity.
Learn about Cancelling a Shift
When Shifts are cancelled, Maica will mark the Shift as Cancelled rather than simply deleting the Shift and associated information.
Maica supports two scenarios in which Shifts can be cancelled, including:
Single Shifts: They are cancelled by simply setting the Shift Status to cancelled. Shifts are not deleted.
Recurring Shifts: They are cancelled for either only the specific Shift being managed or for any future Shift part of the Recurring Schedule. Maica will display the following option when a Recurring Shift is attempted to be cancelled. Shifts are not deleted.
If you select to cancel the selected Shift only, then Maica will remove this Shift from the Recurring Schedule and effectively turn this Shift into a single Shift with all changes reflected.
When cancelling an Shift, Maica asks for a Cancellation Reason. If a Cancellation Reason is selected, Maica requires a Cancellation Date.
Learn how to get directions on Google Maps directly from your Shift Profile
The Google Maps action opens the directions to the Shift from a number of selectable starting points in Google Maps, directly from the Shift.
To begin using the Google Maps Action, first open up the Shift, then simply select the Google Maps button in the top right hand corner of the interface, as shown below.
After clicking the Google Maps button, a dropdown menu will appear, allowing you to select a location from which to receive directions. There are the following options:
Home Address
Primary Location
Current Location
In order to use Current Location to receive directions to your Shift, Location must be allowed on your browser or device.
Following a selection of Location, a new tab will open in Google Maps with directions to your Shift from your selected Location.
Learn about the Shift Profile Record in Maica
To open an Shift Profile, simply open a Shift and then click the External Link button located in the top right corner of the screen to bring up the profile, as shown below.
You need to be in either Shift or Roster View in order to open a Shift Profile directly from the Planner.
Learn about Checklists within a Shift
To view your Shift Checklist(s), simply open a Shift and then click the Checklist button at the bottom of the screen to bring up the dialogue box. Once selected, you will see the allocated Checklist(s) to your Shift grouped by Shift Service.
You will only see Checklist Item(s) that are set to an execute status of During or Either. Any other Checklist Item(s) will be shown at either the or stage.
If you have no Checklist(s) assigned to your Shift, this Action will not be visible.
For each Checklist Item, if so configured in the , you are prompted to provide further information to manage possible outcomes of Checklist Items in the form of a Note. You access this Note by simply clicking on each Checklist Item.
You can also change the Status of the Checklist Item by clicking on the Item itself.
Checklist Item Notes can be configured directly from a Checklist. To learn more about Checklist Item Notes, click .
To learn more about how Maica validates the parameters of an Shift cancellation, click .
Once clicked, you will be directed to a new Salesforce tab showing you the Shift Profile. Here, you will see a summary of the Shifts including any , , Files and more.
You can also open an Shift Profile directly from the , simply by clicking the Expand Profile button located in the bottom right corner of any Shift, as shown below.
Learn how to Quick Complete a Shift
Quick Completing a Shift essentially bypasses the checking in/out processes and sets the Shift to the Completed status. It is possible to still capture Shift Service information whilst Quick Completing an Appointment.
When Quick Completing an Shift, you are presented with a dialog showing distinct areas of input including Shift Date & Time Information, Note(s), Shift Service Information as well as Check-In/Out Location; these areas are further described in this article.
If you wish to Quick Complete your Shift without adjusting any of these areas, you can. Maica will automatically populate the required ones with information from the Appointment, hence, they only need to be manually adjusted if desired.
The first area in the Quick Complete process is to capture any Note(s) for the Shift.
Please note, a Category can be assigned to any Note(s) captured.
You can also add a Template to streamline your Participant Notes
This part of the Quick Complete process captures accurate Location information. Maica offers the ability for Locations to be tracked to ensure that Shifts can be accurately recorded.
In order for a Location to be obtained, the User must have Location Permissions set to Allowed on their Device or Browser.
This part of the Quick Complete process captures the relevant Date & Time information. Maica offers configurable capability when Quickly Completing a Shift to ensure that it can be accurately recorded.
When Quickly Completing your Shift, Maica will automatically populate the Date and Time information to the scheduled Date and Time of the Shift. This can be configured by manually entering any desired Date and Time.
This part of the process offers an overview of the Shift Service(s) delivered as well as the ability to adjust the quantity of each service as required. Adjusting the quantity offers you flexibility within an Shift to control how long each Service may have been delivered. This means, if the actual Service duration is different from the scheduled Time, this can easily be captured.
To learn more about the quantity function, click here.
Learn about Attaching Files to a Shift
To begin attaching a file, simply open a Shift and then click the Files button at the bottom of the screen to bring up the dialogue box. Once selected, you can attach files to the Shift. This includes the ability to take a photo, attach a PDF file, or upload any other allowed file type.
On a mobile device, this will also feature the option to take a photo while uploading the file, as illustrated below.
Learn how to record Shift Expenses
To begin recording an Shift Expense, simply open a Shift and then click the Manage Shift Expenses button at the bottom of the screen to bring up the dialogue box.
Once selected, you can create a new Expense by selecting the + button on the right hand side of the screen, as shown below.
Once you have created a new Shift Expense, you will be prompted to populate a number of fields detailing the break. Here, you can assign the relevant Date Information, the relevant Resource, the expense amount and write custom notes.
After you have populated the Expense fields, simply click the blue tick in the top right corner to finalise the expense.
Expenses will be stored as Expense Records against the Resource and will be accessible on the Resource Profile
After you have completed and saved an expense, you can add any relevant files to the record. To do so, scroll to any saved expense and select the Attach Files button, as shown below.
This is a useful tool to track and verify expenses.
Learn how to Check Into Shifts
When checking into an Shift, you are presented with a dialog showing essentially three distinct areas of input including Shift Date Information, Resource(s) that are Checking In, Shift Checklist Information as well as Check-In Location; these areas are further described in this article.
This part of the Check-In process captures the relevant Date and Time information. Maica offers configurable capability for Check-In information to ensure that can be accurately recorded.
When Checking-In to your , Maica will automatically populate the Date and Time information to the current Date and Time. This can be configured by manually entering any desired Date and Time, or by setting the information directly to match the Scheduled Shift by selecting the text shown below.
The status of the Shift changes from Scheduled to In Progress after the first Resource(s) checks in.
This stage will only show Checklist Item(s) that are set to an execute status of Before or Either
If there are no Checklist(s) associated with the Shift, this step will not be necessary.
In order for a Location to be obtained, the User must have Location Permissions set to Allowed on their Device or Browser.
This part of the Check-In process determines which are Checking-In at any given time. When you check in to an for the first time, all of the allocated to that Shift are automatically populated. This can be modified by manually removing any Resource(s) that are not currently Checking-In. To Check-In these at a later time, simply reselect the Shift, then Check-In, and repeat the process. All assigned to the Shift who have not already Checked-In will be automatically populated once again.
This part of the Check-In process captures any assigned to the Shift. If a has been associated with a Shift, you will be presented with the list of each Checklist Item and asked to capture the outcome of each item.
For each Checklist Item, if so configured in the , you are prompted to provide further information to manage possible outcomes of Checklist Items in the form of a Note. You access this Note by simply clicking on each Checklist Item.
This part of the Check-In process captures accurate Check-In Location information. Maica offers the ability for Check-In locations to be tracked to ensure that can be accurately recorded.
