Deadline Command Centre

What you can do

• AI Deadline Intake: evidence-cited, tenant-approved

  Upload a Procedural Fairness Letter (PFL), an Additional Documents Request (ADR), an interview call-in notice, an IAD appeal record acknowledgement (AOR), a PRRA notice, or a processing-delay confirmation. Claude Sonnet 4.6 reads the PDF end-to-end and extracts every operative date with a page number + a verbatim evidence quote. Nothing is scheduled until you review and approve the extraction. Hard deadlines require you to type-confirm the operative date + you can override the AI's classification per proposal. The whole extraction is content-hash idempotent, so re-uploading the same letter doesn't duplicate anything.

• Scenario Rule Library: 19 curated + tenant-editable

  Every intake maps to a scenario rule that carries the ladder + prep tasks + client actions + email templates. PFL response, ADR response, interview call-in, IAD appeal record, PRRA two-date, processing delay + 13 more. Tenants can duplicate + customize any global rule (change the ladder, add prep tasks, edit email copy, add recipients) without touching the global. Your custom version supersedes the default for your matters only. Rule versions are append-only so an approved intake always references the exact rule text in force at the moment of approval.

• Command Centre + role dashboards: see what's next at a glance

  The Command Centre landing groups every task into six buckets: today, this week, at risk (hard deadlines within 24-72h without action), waiting (blocked on client / IRCC / CBSA / IRB), automation needs review (auto-created tasks a human hasn't yet acknowledged), and recently changed. Owner / RCIC / Assistant role dashboards pre-filter to what each seat needs to work on. Keyboard shortcuts (n / / / ? / Esc), a filter bar, and bulk actions (complete, reassign, snooze, mark actioned, change ladder) work across every view.

• Four-layer reminder ladders: never silent, never over-fired

  Reminders resolve through four layers of precedence: per-task override, per-member policy, scenario rule, system default per deadline class. Hard deadlines carry a non-suppressible safety-net escalation: snooze silences user reminders but never the safety net. The Reminder Policy Centre lets each member set their firing hour, weekend-shift rule, per-type ladder default, and snooze default. Everything runs through a durable Postgres job outbox so a Vercel cron restart never drops a reminder.

• Automatic tasks from Transfer Room, AFR, and IC dates

  Every outbound Transfer Room send auto-creates a 'follow up if no client reply' task; every inbound client transfer auto-creates a 'review the received documents' task. Passport / medical / biometrics expiry dates on the Information Card auto-create renewal-review tasks 120 days out. Active File Review auto-creates the response deadline task from the AI intake. All auto-created tasks refresh (not stack) on source changes and cancel cleanly on scenario resolution: no duplicate deadlines from a subject line changing.

• Client meeting invites: schedule without a paid session

  Send a client a 15 / 30 / 45 / 60-minute working-session invite straight from a task. The client picks a time from your calendar availability; the booking creates a real Google Calendar or Outlook event and links back to the task. Framing is 'file working session, not a paid consultation' per §16. Validity window is capped 24h before the deadline so a client can't book a session too close to the due date. Never sent to third parties by construction: client kind only.

• External mirror: see DCC tasks on your existing calendar

  Opt in per member to mirror your DCC tasks onto your connected Google Calendar or Outlook as busy-blocks (no attendees, never any client detail). The primary calendar receives full detail; a mirror sits in your own workspace so the task shows up next to your bookings and meetings. Re-home on primary calendar flip. Recurring tasks mirror per-occurrence.

• Recurring tasks with DST-correct wall-clock anchoring

  Recurring tasks (weekly follow-ups, quarterly processing-delay enquiries, monthly file review reminders) anchor on the wall-clock time of the first occurrence in your tenant timezone. America/Toronto EDT→EST fall flip verified: 09:00 Toronto local stays 09:00 across the flip. Completing 'this occurrence' appends to the exception list; the series continues. Completing 'the whole series' closes the task.

• Hard-deadline safe-close + extension workflow

  Completing a hard-deadline task requires a completion basis (submitted / withdrawn / superseded / other) + a reason. Extending a hard deadline requires a stated reason + the new due date; the extension flow records requested / granted / refused / reset states on the task with full audit history. Changing a deadline class from soft to hard mid-flight also requires a reason. Nothing about a hard deadline changes silently.

• CASL consent + third-party redaction on every external send

  Client and third-party reminders honour CASL consent per recipient: no consent = suppression + a fallback internal task so no reminder is ever silent. Third-party reminders are redacted server-side to firm + date + a tenant-supplied public label; no matter detail leaves your firm without your explicit consent. Unsubscribe links on every external reminder. Send-rate caps + a circuit breaker protect every external send.

• Audit export: PDF records + CSV/JSON history for handoff

  Every task carries a plain-language 'Why am I seeing this?' provenance panel with source, scenario rule, tenant edits, and the responsible member. Export the full history as a PDF for a file handoff or as CSV/JSON for internal review + reconciliation. Every mutation is audit-logged (state machine transitions, reminder outcomes, external sends, extension decisions) via an append-only ledger.

• Kill switches + operational safety

  Global + per-tenant kill switches on every engine (intake, reminders, auto-sync, Transfer Room reconciliation, meeting invites) let a superadmin pause a specific engine without breaking the module. Content-hash idempotency, extraction quota + rate caps, PII lifecycle policies, and daily orphan-cleanup crons keep the module operationally boring under load.