NOT LIVE - Pending Cancellation & Cancellation Workflow

🎯 purpose the pending cancellation & cancellation workflow overhaul introduces new controls, fairness improvements, and visibility tools to ensure consistent, transparent, and auditable management of client terminations this overhaul replaces outdated automated triggers with a blend of manual precision and data driven logic , giving internal teams the ability to ✅ initiate and schedule pending cancellations proactively 🔁 automatically defer cancellations based on payroll timing or payment behavior 👁️ track reinstatement windows and cancellation lifecycles visually 🧾 manually finalize cancellations through a review based process ⚙️ 1 manual pending cancellation setup access level payroll advisors & admins module payroll dashboard → client record → admin tab authorized users can manually mark clients as pending cancellation directly from the client record when a cancellation is appropriate but automation does not apply 🔹 button location in the admin tab , a new pending cancellation button appears under admin actions 🔹 scheduling modal selecting the button opens the schedule pending cancellation modal users must complete all required fields 💬 note please review each field with your manager to confirm the appropriate values before submission formal cancellation date this is the date the client will be officially marked as cancelled on the payroll dashboard it represents the day their status changes from pending cancellation to cancelled and aligns with the deadline date included in the pending cancellation notification email sent to the client 🔹 status display once saved, the client displays a pending cancellation badge with the assigned reason and formal cancellation date for visual reference 🪟 updating a scheduled pending cancellation how it works while the client is still in pending cancellation status click the pending cancellation (reason) tag the update pending cancellation modal opens, prefilled with existing details update as needed update reason explain why the change is being made (required) effective at date when the pending status takes effect last check date most recent processed payroll week ending payroll week ending for the last active cycle formal cancellation date date client will transition to cancelled cancel instantly optional checkbox for immediate cancellation reason select or update the reason (e g , non reporting, payment declined, client request) click save to confirm changes ✅ acceptance criteria criteria description ui access button appears under admin actions for authorized users modal behavior requires all mandatory fields before submission data storage saves reason, dates, and user audit info to record status update client marked as pending cancellation immediately visibility status and formal cancellation date visible in client list view ✅ system behavior updates are permitted only while the client remains in pending cancellation status once transitioned to cancelled , the modal becomes locked when saved system overwrites prior values logs timestamp, user, and reason sends internal notification email summarizing the update ⚙️ 2 automated pending cancellation – inactivity logic purpose automatically flag clients after three consecutive weeks of inactivity , with deferred timing aligned to their payroll schedule behavior clients inactive for 3 consecutive weeks are identified pending cancellation is scheduled 1 day before the next check date after 12 pm et , allowing a final opportunity to process payroll if the client processes payroll before the scheduled time, the flag is suppressed edge cases no check date → fallback to tuesday logic check date same day or past → triggers immediately formal cancellation date automatically set to 4 business days after the check date logging each event (scheduled, triggered, or suppressed) is recorded with timestamp and reason = inactivity ⚙️ 3 automated pending cancellation – payment decline logic purpose ensure fairness for late week processors (thu/fri) when a third consecutive payment decline occurs logic mon–wed processing day immediate pending cancellation on 3rd decline thu/fri processing day + future check date defer pending cancellation to (check date − 1 day) after 12 pm et formal cancellation date auto set to 4 business days after check date if the payment is resolved before that time, the flag is suppressed missing check date → triggers immediate logic system behavior once triggered, the client payroll customer status changed to pending cancellation with reason of payment declined and an email notificaiton is set out and logged with timestamp and trigger type 📧 4 resend pending cancellation email access level admin, payroll advisor location notifications section authorized users can resend the original pending cancellation email if the client missed or ignored the first one 🔹 behavior available only while the client is in pending cancellation status clicking dispatch pending cancellation email re sends the same message, including original reason formal cancellation date standard message template action is logged with timestamp, user, and action type 📊 5 cancelled status day counter purpose to visually track how long a client has been cancelled , supporting the internal reinstatement window before final termination ⚙️ system behavior clients transition to cancelled on their formal cancellation date at 4 00 pm et (configurable via payroll email settings) the formal cancellation date is calculated as 4 business days after the client’s check date upon pending cancellation status once cancelled the client status changes to cancelled on payroll customer , but the lead card status remains bound until the data team performs the final cancellation action the system automatically sends an email notification to the client confirming that their program has been cancelled and providing any applicable next steps or support information because of this, the client remains visible on the payroll dashboard , and the cancelled day counter continues incrementing daily (et) the internal reinstatement window remains open and active until the data team finalizes the termination once the lead card status is updated to cancelled or terminated , the client is removed from the payroll dashboard, and the counter stops 🧩 example 🕒 counter behavior starts at 0 days on the day the client is marked cancelled increments automatically each day stops counting when the client is reinstated, or the data team finalizes the cancellation through the terminated clients report ✅ acceptance criteria criteria description transition timing cancellation occurs on formal cancellation date at 4 00 pm et visibility client remains on payroll dashboard while lead card = bound counter function counter increments daily until reinstatement or data team termination workflow alignment internal reinstatement remains open during counter period audit logging counter and transitions are timestamped and auditable 🧾 6 final cancellation – data team trigger (referenced) the final cancellation process is now fully managed by the data team through a manual review based workflow, replacing the automated friday 4 pm termination 📎 see full process and screenshots ➡️ docid\ tgpeawmilisxgyo athvs ⚙️ 7 system stability enhancement – friday reset exclusion logic purpose prevent payroll resets for clients whose payroll cycles are still active behavior during friday reset automation, skip clients where processing day = thursday or friday , and check date > current friday date excluded clients are not converted to interim records do not have documents reset are logged as “skipped – active payroll (future check date) ” all other clients continue to follow normal reset logic ⚙️ 8 risk visibility enhancement – program minimum streak counter purpose identify clients repeatedly triggering program minimums to help prioritize retention outreach logic tracks consecutive program minimum triggers displays a counter beside the program minimum flag 2x → two consecutive weeks 3x → three consecutive weeks resets once payroll is submitted logs each streak milestone and reset event for reporting example ⚠️ program minimum – 3x 📘 summary of improvements area enhancement manual controls admin level pending cancellation scheduling with full audit logging automation fairness deferred cancellation timing for inactivity and payment declines transparency cancelled day counter and visual program minimum streaks governance data team final cancellation trigger replacing automation (see referenced kb) system stability friday reset exclusion logic to protect active payrolls 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation