Sometimes a visit gets cancelled at short notice. When that happens, your organisation may want to charge the customer, pay the care worker, or both, depending on your usual cancellation policy.
Cancellation approvals give you a way to pause that decision. Instead of the charge or payment being applied automatically, you can flag a short notice cancellation for a member of your finance team to review before it goes anywhere near payroll or an invoice.
You choose:
How much notice counts as "short notice" for each cancellation reason.
What percentage of the normal charge or pay applies if the request is approved, and what applies if it's rejected.
Which customers does this apply to?
Everything else about the cancellation carries on as normal. The visit still shows as cancelled, the care worker's diary still updates, and any automatic unavailability is still created. The only thing that's held back is the money until finance has made a decision.
How it works
Here is a summary of the end-to-end process:
A System Administrator sets up the charging rules.
A Finance Administrator applies those rules to the right customers.
Whoever cancels a visit is given the option to request approval if the cancellation is short notice.
Finance reviews the request and approves or rejects it.
The outcome is applied automatically the next time payroll or invoicing runs.