Cancellation Management

Viewing Cancellation Records

1. Go to the Fleet Management section in the sidebar.
2. Select Cancellation from the fleet management options.
3. View the complete list of cancellation cases with details including:
   • Fleet ID and Name
   • Reason for cancellation
   • Current Status (Created/Approved/Removed/Residency)

Creating New Cancellation Records

1. Click the Request For Cancellation button in the top-right corner.
2. Fill out the required information:
   • Fleet ID: Search or select the fleet
   • Reason: Choose from predefined reasons or enter custom reason
   • Document: Upload resignation letter or supporting documentation (jpg, jpeg, png, pdf up to 2 MB, max 2 files)
   • Resignation: Upload formal resignation documents (jpg, jpeg, png, pdf up to 2 MB, max 2 files)
3. Add any additional Notes in the text area.
4. Choose your action:
   • Save: Store the record
   • Save & create another: Save and immediately create another record
   • Cancel: Discard changes

Managing Cancellation Records

Status Types

• Created: Initial cancellation request submitted and pending review
• Approved: Cancellation case has been verified and approved
• Removed: Fleet has been removed from the system
• Residency: Cancellation related to residency or visa issues

Common Reasons

• Testing: Test cancellation entries
• Personal reasons: Fleet personal matters
• Contract completion: Natural end of employment contract
• Performance issues: Work-related terminations
• Voluntary resignation: Fleet-initiated departures

Reviewing and Processing Cancellation Records

Viewing Record Details

1. Click the View button (eye icon) next to any cancellation record
2. The detailed view displays:
   • Fleet ID and personal information
   • Reason for cancellation
   • Uploaded resignation documents
   • Supporting documentation
   • Notes and additional comments
   • Complete cancellation history for the fleet

Approval Process

When reviewing a submitted cancellation request:

1. Review Stage: Records show status as "Created" initially
2. Decision Making: Three action buttons are available:
   • Approve: Confirm the cancellation case
   • Reject: Decline the cancellation request
   • Created: Keep in review status

Approving a Cancellation Record

1. Click the Approve button
2. A confirmation modal will appear titled "Approved"
3. Fill in the required information:
   • Note: Add approval comments (0-500 characters)
   • Date: Automatically populated with current timestamp
4. Click Approved to confirm or Go Back to cancel
5. Once approved, the status changes to "Approved"

Post-Approval Actions

After approval, additional actions become available:

1. Cancel Work Permit: Process work permit cancellation for the fleet
2. The status updates to show "Approved" with a green indicator
3. Additional workflow options appear for final processing

Cancellation History Tracking

The system maintains a complete history of all actions:

• Created: Initial request submission with timestamp
• Approved: Management approval with timestamp and approval notes
• All status changes are tracked chronologically with dates and associated personnel
• Complete audit trail ensures transparency and compliance

Best Practices

• Document all cancellation cases with proper resignation letters and supporting evidence
• Review all uploaded documents thoroughly before approval
• Follow up on work permit cancellations when applicable
• Maintain clear communication with HR and legal departments throughout the process
• Ensure all required documentation is uploaded before finalizing
• Process work permit cancellations promptly after approval
• Regular review of pending cases to maintain workflow efficiency
• Keep detailed notes at each stage for audit trail purposes
• Coordinate with relevant authorities for residency-related cancellations