Maica.

The Participant Profile holds the whole Record in one place. Personal and contact details, demographics, Communication Preferences, Funding Records and Payment Methods, all on a Salesforce Contact.

Active Schedule and Upcoming Schedule sit on the Record itself. Recurring Services and the Appointments ahead are visible without opening the Planner, filtered by Status or timeframe.

Preferences record what matters to a Participant, and Connections define the people around them, from family through to nominees and other providers.

Interactions keep a record of the contact around a Participant, so the conversations behind the care sit alongside the care itself.

Connections define the relationships around a Participant, from family and nominees through to other providers, so the people who matter are on the Record.

Summary Components bring Funding, Service Agreements and Service Bookings onto the Record, so the position is clear at a glance rather than sitting in related documents.

Meet Me, Maica's AI Participant Summary, draws recent Notes, Appointments, Goals and Agreements into a plain English summary written for handover. It is permission gated and off by default.

Send a Participant their upcoming Appointments by email from the Contact Record, choosing the date range, using a Lightning Email Template your organisation controls.

Participant Notes are written against the Record they belong to, from a desk or from the Mobile Worker App. Templates give a structure to complete, so the detail your organisation needs is captured the same way every time.

Billable Participant Notes capture the detail, Tasks and Files behind an activity, then bill that activity against an active Service Agreement.

A Group Appointment creates a separate Note for every Participant attending, so each Record holds its own account of the visit.

Participant Signatures are captured inside the Appointment and saved as time-stamped file attachments on the Record.

Files and photos attach directly from within an Appointment and save to the Appointment Record, so the evidence sits with the visit it belongs to.

Goals are the personalised objectives set with a Participant and their Support Team, recorded on the Participant Record alongside everything else about them.

Progress is recorded against a Goal as Services are delivered, through the Participant Notes written at the visit, so the Record shows movement rather than intent.

Incidents, Near Misses and Hazards are raised from the Mobile Worker App or the desktop, using the same structured form wherever they start.

Each Incident records the type, the reporter, the Appointment, the Participant and when it happened, alongside immediate actions, any harm, agencies notified and witnesses.

A Lightning Path tracks each Incident from New, through Under Investigation and Escalated, to Closed, with review findings and actions captured on the way.

Incidents appear as related lists against the Participant, the Resource and the Appointment, so everything connected to an event is in one place.

The workflow is yours to shape. Configure your own Incident types, statuses and the path between them, so the process on screen matches the process your organisation already follows.

The Planner holds the period you are responsible for, with Appointments and Shifts laid out together. Schedule, Participant, Asset, Accommodation, Roster and Shift Views read the same week a different way.

The Schedule Manager puts your Appointments and Shifts in one table, for bulk updates, cancellations, Quick Completes and Resource assignment across a whole selection.

Build a Location's Roster once, then generate the next period from it. Each Shift carries its times, its Shift Services and its recurrence.

Work that repeats is set up once. Choose the Frequency and how often it repeats, end on a date or after a set number, and exclude public holidays where they do not apply.

Let Maica find the right person. The Smart Selection engine scores every available Resource against the work, weighing Skills, Availability, Workload, Attributes such as language or gender, and Travel distance to the Location, so the best fit is already at the top of the list.

Shift Broadcasting sends an Offer to a group of Resources at once, with an expiry window, so open work can be picked up rather than assigned.

The Smart Selection Filter scores each Resource against the work, weighing Skills held against Skills required, Availability on the day, weekly Workload, Attributes such as gender or language, and Travel distance to the Location. You set how much each one counts.

The Optimiser gathers every Appointment and Shift in the period where the allocated Resources do not match what is required, then fills them one at a time or automatically.

The Home screen opens on the day's Appointments and Shifts, with a summary card totalling hours and a legend showing where each one is up to.

Check In and Check Out record the visit, with Checklists, Appointment Actions and Participant Notes available from the Appointment itself.

Appointment Breaks capture any disruption to the Service being delivered, billable or not, recorded against the Appointment as it happens.

Checklists are set against the Services being delivered, so required tasks are completed as part of the visit rather than remembered afterwards.

Expenses incurred on the job, a parking spot or similar, are recorded against the Appointment and sit on the Resource Record as something owed back to them.

My Offers shows Pending and Accepted Shift and Appointment Offers on the Home screen, and Manage Unavailability records the times a worker is not free.

Travel is updated within the Appointment, with time and distance calculated through the Google Maps integration, and a Note recorded against it.

The Resource Profile holds everything needed to schedule someone. Positions, Skills, Qualifications and the hours they are able to work.

Availability is recorded against the Resource with its Operating Hour, its Location, the dates it applies between and its Roster Mode. Leave the Location blank and they can work anywhere during that period.

Hold your whole workforce in one place, with the personal details, Skills, Qualifications, availability and Participant relationships that decide who can take a Shift. Assets live here too, so rooms, vehicles and equipment are scheduled the same way people are.

Availability comes from your operating hours, with Unavailability recorded against the Resource and visible in the Planner while you allocate.

Maica validates against overtime as work is scheduled, checking the hours a Resource is accumulating and warning before a Shift pushes them over. Users with the right Permissions can override it.

A Service Agreement sets out what you will deliver and what funds it. Agreement Items are added through Manage Services, each priced from the Price List linked to the Agreement.

The Funding Type shapes the Agreement. Choose NDIS, Residential Aged Care, Support at Home or any other funding your programs run on, and the Agreement changes to show the components that Funding Type needs.

Manage Price List swaps the Price List on an Agreement. Maica checks every Support Item exists in the new list before it applies, and records the previous list and the date it changed.

Service Agreement Leave places an Agreement on leave under the Leave Types your program allows, and Statements summarise the Services, fees and contributions across a Claim Period.

Every Agreement Item carries what has been allocated and what has been spent, so Total Allocated, Total Expenditure and Total Remaining sit on the Agreement itself.

Utilisation is Total Expenditure measured against Total Allocated, so how much of a Participant's Funding has been used is clear before the next Service is booked.

Aged Care Agreements add Estimated Expenditure for the current quarter, Available and Remaining Funding drawn from active Plan Budgets, and Agreement Period Progress across the term.

The Billing Engine turns completed Appointments into Invoice Line Items, calculating cost from the Service Agreement, the Price List and the Support Item behind the work.

Claim Batches and Payment Requests are generated from Invoice Line Items and submitted in bulk, with responses returning to the Line Item they came from.

NDIS Claims go out the way that suits you. Submit Payment Requests automatically through the NDIS API, or generate a Bulk Payment Request file to upload through the myplace Provider Portal.

Support at Home Claims are generated, validated and submitted to Services Australia from Maica, with Claim Status, Payment Statement and Payment details returned against each Line Item.

Payments are recorded against the Invoice they belong to, updating the balance owing as they land, so what is outstanding is always current.

Stripe is integrated natively for card payments on a PCI compliant platform, with Stripe Auto Billing authorised per Service Agreement.

Xero connects for accounting, so the Invoices raised in Maica reach the ledger your finance team already works in.

Maica runs on Salesforce, so Reports and Dashboards are the Salesforce ones. Build a Report on any object in Maica, add Charts, and schedule delivery to the people who need it.

Maica ships with a number of prebuilt Reports and Dashboards, ready to use across your operations from the day you start.

A Dashboard can carry the operational view and the governance view together, so the person acting today and the person reporting this quarter read the same data.

Decide who sees what. Access in Maica is set per person through Salesforce Permission Sets, controlling each object separately, so a Care Worker, a Scheduler and a Finance Officer can each work in the same system and see only what their role needs.

Access comes in four levels on every object, from Read Only through to Create, Edit and Delete, bundled into Permission Set Groups so a new starter is set up by role rather than assembled field by field.

Seeing something and doing it are separate. Functional Permission Sets govern the actions behind a process, such as submitting a Claim or accepting a Resource onto an Appointment, so approval stays with the people who hold it.

The same rules follow your team onto their phones. What a Support Worker can see and do in the Mobile Worker App is governed by the same Permissions as the desktop, so access is set once and applies everywhere.

Audit Trails record what changed, when and by whom, so the history behind a Fee, an Event or a Balance is there when a question arrives rather than reconstructed afterwards.

Alerts put a message on the Record where it matters. Choose the Style, an inline banner, a Toast or a Modal, and the Variant, Info, Warning, Error or Success.

An Alert can apply to every Record of an object or to a single Record, and merge fields pull values from the Record itself, so the message says something specific rather than generic.

Conditions decide relevance. Build a filter with the point and click builder, combine criteria with AND and OR, and the Alert appears only when the Record matches.

Target by Profile so only the right teams see a message, and set Start and End Dates so a notice runs for a period and expires on its own rather than lingering.