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.