# End Agreement

The **End Agreement** feature in **Maica** allows authorised users to formally end a Participant’s Service Agreement. This process ensures all related records — including **Agreement Items**, **Appointments**, and **Delivery Activities** — are updated consistently, maintaining compliance and data integrity across the system.

{% hint style="info" %}
Please note, access to this function is controlled by the Permission Set: *Maica – Service Agreement - Cancellation.* To learn more about the technical side of this function, [click here](https://app.gitbook.com/s/9selzjEx6KX7RYEawAVr/system-processes/end-service-agreement). 
{% endhint %}

## What does the End Agreement Quick Action do?

As mentioned, the **End Agreement** Quick Action provides a guided process for cancelling a Service Agreement. When triggered, users can specify an **End Date** and **Cancellation Reason**, after which Maica automatically:

* Updates the **Service Agreement End Date** and related **Agreement Item End Dates**
* Cancels any **future Appointments** for one-to-one sessions, and removes any Participants from any Active ongoing Schedules for group Appointments
* Cancels only the Participant’s **Delivery Activities** in group Appointments, keeping other Participants’ sessions active
* Records the **Cancellation Reason** for audit and compliance reporting

To learn more about this process, please refer to the steps below. 

## Where do I find the End Agreement button?

The **End Agreement** button is available at the top right-hand corner of the **Service Agreement** record page as a Quick Action, as shown below. 

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FSgF1eIox8sc4lDA0Swx1%2FScreenshot%202025-11-07%20at%2010.33.02%20am.png?alt=media&#x26;token=09eaaed0-b883-4050-821f-a7acb34dd005" alt=""><figcaption></figcaption></figure>

{% hint style="success" %}
*If you don't initially see this Quick Action, you may need to add it to the relevant Lightning Page.*
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## How do I end an Agreement?&#x20;

To end a Service Agreement, follow the steps below:

#### 1. Click End Agreement

Select the **End Agreement** button from the Service Agreement record page to launch the guided screen flow.

#### 2. Enter Cancellation Details

Provide the following information:

* **End Date** – The official date the Service Agreement ends. This date must not precede the Service Agreement’s start date.
* **Cancellation Reason** – Select from the available picklist options (e.g. *Participant Transferred to Another Provider*, *End of Funding Allocation*, etc.).

{% hint style="info" %}
The two above fields are mandatory, and support compliance and reporting.&#x20;
{% endhint %}

* **Cancellation Reason – Other** – If ‘Other’ is selected, specify additional details.

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2Fdc119mrt6BEIhLWSuHcX%2FScreenshot%202025-11-07%20at%2010.37.13%20am.png?alt=media&#x26;token=7adee20b-c1d1-4eb0-8ee2-16457ac06dba" alt=""><figcaption></figcaption></figure>

Once entered, click **Next** to continue.

#### 3. Review Future Appointments

Here, Maica automatically searches for **future Appointments** linked to the Participant that occur after the entered End Date.

You’ll see a summary of the following:

* Service Agreement and associated Agreement Items End Date&#x20;
* Number of Appointments that will be cancelled (where the Participant is the only Participant), and removed from where the Participant is one of many in group Appointments
* Number of Delivery Activities that will be cancelled (for group Appointments)

<figure><img src="https://2670482622-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FhehRshYIRk6XUlay9L3b%2Fuploads%2FB5PRI50a0JBcBV6Q0jQX%2FScreenshot%202025-11-07%20at%2010.38.09%20am.png?alt=media&#x26;token=4b3300c2-27d1-45db-876d-14d6d2296e2e" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
This step provides an overview of what will be cancelled automatically. These actions cannot be undone.
{% endhint %}

#### 4. Confirm Cancellation & Complete

Review the confirmation summary before finalising, and then click **Confirm & Cancel** to proceed or **Back** to make changes.

{% hint style="success" %}
Once confirmed, Maica will run the above mentioned process, and populate the Cancellation Reason field on the Service Agreement.&#x20;
{% endhint %}

{% hint style="info" %}
Also, once cancelled, the **End Agreement** Quick Action will no longer be visible on the record.
{% endhint %}

## Working Examples&#x20;

#### Example 1 — Participant ends service early

**Scenario:** Samantha, an NDIS Participant, decides to transfer to a new provider. Her existing Service Agreement with your organisation is due to end on **30 September 2025**, but she notifies you she’ll finish on **10 September 2025**.

**Action in Maica:** You open Samantha’s Service Agreement and click **End Agreement**. You enter *10/09/2025* as the End Date and select *Participant Transferred to Another Provider* as the reason.

**Result:**

* The Service Agreement and all related Agreement Items update to end on *10/09/2025*.
* All future Appointments and Delivery Activities scheduled **after** that date are automatically cancelled.
* A cancellation record is logged for audit.

#### Example 2 — Participant ends service early and is part of group Appointments

**Scenario:** A group physiotherapy session has four Participants. One of them, Daniel, relocates interstate and ends his Service Agreement on **20 November 2025**.

**Action in Maica:** You open Daniel’s Service Agreement, click **End Agreement**, and set the End Date to *20/11/2025* with the reason *Participant Relocated / Moved Residence*.

**Result:**

* Daniel’s Delivery Activities scheduled **after** *20/11/2025* are cancelled.
* The Appointments themselves remain active for the remaining three Participants.
* Daniel’s Service Agreement shows as *Cancelled* from *21/11/2025*.