Offboarding a Resource

Learn how to off board a Resource in Maica

When a staff member leaves your organisation—whether they resign, retire, are terminated, or move into another role—you may need to remove them from all future Appointments or Shifts in Maica.

The Resource Offboarding feature provides a safe, guided process to do this. It ensures the Resource is removed from all future Appointments and marked inactive in your system.

This process cannot be undone, so please review all details carefully before confirming.

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What happens when you offboard a Resource?

When you offboard a Resource, Maica:

1. Sets an End Date for when the Resource stops working with Participants.

2. Stores the Offboarding Reason so your organisation has a clear record.

3. Immediately deletes all future Appointment assignments for that Resource where the Appointment occurs after the End Date.

4. Automatically marks the Resource as inactive on the End Date (Active = FALSE).

5. Prevents accidental reassignment of that Resource by automatically deleting any new future assignments added after offboarding.

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How to Offboard a Resource

Step 1 — Open the Resource Record

Navigate to the Resource record for the staff member you want to offboard.

Step 2 — Click “Offboard Resource”

On the Resource record page, click the Offboard Resource action to open the modal shown below.

Step 3 — Enter the Offboarding Details

You will be prompted to enter:

• End Date (required)

• Offboarding Reason (required)

• Comments (optional)

The End Date is inclusive, meaning the Resource remains active until the end of that day.

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What happens next?

If the Resource has future Appointments after the End Date

Maica will display a message telling you how many Appointment assignments will be affected.

The message will say something like:

“This Resource is assigned to 12 future Appointments after the selected End Date. These Appointment assignments will be deleted immediately when you continue. ⚠️ These actions cannot be undone.”

This allows you to review the impact before confirming.

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Step 4 — Confirm the Offboarding

The confirmation screen summarises your choices:

• End Date

• Offboarding Reason

• Number of Appointment assignments to be deleted

When you click Confirm & Offboard:

• All Appointment assignments after the End Date are deleted immediately

• The Resource remains active until the End Date

• On the End Date, Maica sets the Resource to Inactive

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Step 5 — Review the Completion Message

Once complete, you’ll see a success message that confirms:

• The Resource has been offboarded

• The End Date

• The Offboarding Reason

• The number of Appointment assignments deleted

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FAQs

What if I accidentally offboard the wrong Resource?

Offboarding actions cannot be undone, because Appointment assignments are permanently deleted. Contact your system administrator if you need support.

What happens if someone books this Resource into future Appointments after offboarding?

If those Appointments occur after the End Date, they will be automatically removed when the Resource becomes inactive.

Will the Appointment itself be deleted?

No. Only the Resource’s assignment to the Appointment is removed. The Appointment remains scheduled for other Resources and Participants.

Does this affect past Appointments?

No. Only future Appointment assignments are removed.